JOB TITLE



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JOB DESCRIPTION

JOB TITLE: Purchasing Manager

DEPARTMENT: Corporate Services

REPORTS TO: Director of Corporate Services

RESPONSIBLE FOR: Purchasing Assistant

HOURS: 18 hours per week over 3 days

1. Purpose

To take a pro-active lead in providing a professional purchasing service for a wide range of goods and services that meets customer requirements, is in accordance with St Oswald’s corporate governance arrangements that delivers value for money and enables the most effective use of resources.

To directly manage the Purchasing Assistant.

2. Main Accountabilities, Responsibilities & Duties

To engage and work closely with Budget Managers to proactively identify goods and services required and achieve commercial and strategic benefits through purchasing techniques.

To prepare in consultation with Budget Managers specifications, quotation and tenders documentation in accordance with St Oswald’s corporate governance arrangements.

To investigate and make recommendations as to the best way in which products and services should be purchased.

To ensure that contracts/agreements are routinely reviewed and where necessary, in consultation with the appropriate Director, implement a quotation/tender exercise in accordance with St Oswald’s corporate governance arrangements.

To monitor in consultation with Budget Managers suppliers/contractors’ performance to ensure that standards are high and deliver value for money.

To analyse and evaluate tenders/quotations and make recommendations to relevant parties.

To manage and develop the purchasing and supply chain operations within St Oswald’s, ensuring that consideration and priority is given to promoting environmental and product sustainability.

To source suppliers/contractors who are best placed to meet St Oswald’s requirements.

To negotiate effectively with suppliers/contractors to ensure that St Oswald’s obtains value for money.

To ensure that all tenders/contracts considers Safety, Health, Environmental and Fire (SHEF) as a priority and that evidence of the contractor’s health and safety competence, methods for delivery, high health and safety performance and that there are sufficient resources to manage the contract safely is provided.

In consultation with the Data Protection Officer ensure that all contracts are compliant with the General Data Protection Regulations.

To develop and enhance supplier/contractor relationships, ensuring that St Oswald’s receives maximum service and value for money from its supplier/contractor base.

To be the point of contact to source and receive information from potential suppliers/contractors.

To work closely with the Finance Team to ensure that purchase ledger arrangements are made and acted upon in accordance with St Oswald’s corporate governance arrangements.

To identify and report monthly on any cost savings and added value benefits by alternative means of purchase.

To provide specialist advice on contract and commercial law.

To maintain an up to date schedule of all contracts placed, including renewal dates, and ensure that all contracts review and tendering exercises are undertaken as appropriate.

To proactively review the Purchasing Policy and Purchasing Standard Operating Procedures to improve efficiency and effectiveness.

To be responsible to the day to day line management of the Purchasing Assistant.

To manage and develop the Purchasing Assistant through regular supervision and appraisal including mentoring and coaching and the implementation of relevant and realistic work programme that are monitored and reviewed throughout the year.

To ensure that the Purchasing Assistant positively motivated and that poor performance is addressed using appropriate support and corrective action as necessary.

To undertake risk assessments and develop working practices to ensure the safe environment for the Purchasing team and members of staff, volunteers and the general public.

To be responsible for the management and approval of annual leave, absences and study leave and the authorisation of travel and course reservations for members of the Purchasing Team.

To be responsible for ensuring that key activities of the purchasing department are covered at all times to ensure a well-run service is provided to St Oswald’s.

Self Development

To undertake appropriate personal development and maintain, develop skills and knowledge as determined by the annual review and development meetings and subject to the availability of resources.

To actively seek developments in the use of new technology to promote a more efficient operation of the purchasing service.

4. Risk Management including Health & Safety

To adhere to St Oswald’s Health and Safety policy as set out in St Oswald’s Health and Safety policy statement.

To attend all health and safety training St Oswalds deems mandatory.

To adhere to the responsibilities for line managers as set out in the relevant St Oswald’s policies related to the management of risk.

To attend all induction and ongoing risk management and health and safety training for line managers as required by St Oswalds.

To monitor and maintain a safe working environment and working practices at all times and report any unsafe conditions or potential hazards.

To ensure staff and volunteers attend Health and Safety induction and update training as required.

5. Team Working and Conduct

To work as a positive team member at all times in accordance with St Oswald’s Respect at Work Policy and Procedure.

To behave in a professional manner at all times, reflecting and maintaining the values and ethos of the organisation and generating a positive image of St Oswald’s.

To adhere to all St Oswald’s policies and procedures to ensure that these are maintained at all times.

To contribute to the maintenance of St Oswald’s credibility and reputation.

7. Other

To undertake any other duties as appropriate within the competence level and general level of responsibility of the post as required by the Director of Corporate Services.

To cover all the Purchasing Assistant duties when they are absent.

All members of staff and volunteers of St Oswald’s are required to maintain the confidentiality of members of the public and member of staff and volunteers in accordance with St Oswald’s policies. The post holder will have access to confidential information and is expected to ensure that the highest level of confidentiality is maintained at all times.

All members of staff and volunteers of St Oswald’s are required to comply with all legislation including the General Data Protection Regulations.

This job description is not intended to be an exhaustive or exclusive list of duties, but is intended to provide an indication of the range of duties to be undertaken. The Job Description is therefore intended to be flexible and is subject to review and amendment in the light of changing circumstances, following consultation with the post holder. Substantive changes will be carried out in consultation with the post holder.

DIMENSIONS OF POST

Responsible for one member of staff.

RISK ASSESSMENT

Purchasing Task Risk Assessment .

DISCLOSURE / LEVEL

An Enhanced DBS Check is required.

PREPARED BY/ DATE

Helen Eadington October 2018.

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PERSON SPECIFICATION

Purchasing Manager

| |Essential |Desirable |Where assessed |

|QUALIFICATIONS TRAINING AND EDUCATION | | | |

|Degree | |x |Application Form |

|Corporate membership by examination of Chartered Institute of Purchasing & Supply (CIPS) | |x |Application Form |

|or equivalent qualification | | | |

|European Computer Driving License or equivalent qualification | |x |Application Form |

|EXPERIENCE | | | |

|At least five year’s previous purchasing experience |X | |Application Form |

|Experience of a track record of achievement targets |X | |Application Form |

|Experience of managing/developing staff |X | |Application Form |

|Experience of using SAGE accounting system | |X |Application Form |

|General office experience | |X |Application Form |

|Health/Community Care/Voluntary Sector experience | |X |Application Form |

|SKILLS, APTITUDES AND ABILITIES | | | |

|Evidence of effective communication skills both written and verbal |X | |Application Form/ |

| | | |Interview |

|Demonstrate accuracy and attention to detail |X | |Application Form |

|Excellent negotiation and numeric skills |X | |Application Form |

|Proficient analysis information skills |x | |Application Form |

|Commercially aware |X | |Application Form |

|Evidence of the ability to work on own initiative, but also as part of a team |X | |Application Form |

|Evidence of ability to work with minimum supervision and under pressure |x | |Application Form/ |

| | | |Interview |

|Ability to develop effective working relationships with staff/volunteers and suppliers |X | |Application Form/ |

| | | |Interview |

|Ability to motivate others |X | |Application Form/ |

| | | |Interview |

|PERSONAL ATTRIBUTES | | | |

|Demonstrates St Oswald’s values of Compassion, Accountable and Authentic, Positive and |X | |Interview |

|Can Do, Excellence and Innovation | | | |

|Resilient, demonstrating stamina and ability to bounce back |X | |Interview |

|Able to find new ways of solving problems |X | |Interview |

|Evidence of a flexible approach to working arrangements. |X | |Interview |

|Evidence of a commitment to achieving results |X | |Interview |

|Highly motivated with enthusiasm and commitment |X | |Interview |

|Calm and professional manner |X | |Interview |

|Willingness to learn and undertake training as needed |X | |Interview |

|Able to work under pressure |X | |Interview |

|Tact, discretion and confidentiality |x | |Interview |

|Honesty and reliability |X | |Interview |

|A good sense of humour |X | |Interview |

|KNOWLEDGE | | | |

| | | | |

|OTHER | | | |

| | | | |

|WORKING ARRANGEMENTS | | | |

| | | | |

|SIGNED | | |

|DATE | | |

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