Grade VII Supplies Manager

Post Title: Grade VII Supplies Manager

Post Status: Permanent

Department: Corporate Finance/ Central Supplies

Location: Beaumont Hospital, Dublin 9, Ireland

Reports to: Head of Procurement / Deputy Head of Procurement

Salary: Appointment will be made on the Grade VII salary scale (€58,254 - €75,728) at a point in line with Government pay policy

Hours of work: Full Time 35 hours per week

Closing Date: Friday 15th November 2024 @ 12pm

The Procurement and Supplies Department of Beaumont Hospital is responsible for sourcing products and professional services while ensuring the Hospital's compliance with national and European purchasing regulations. The Supplies Office of the Department places orders for a broad range of medical and surgical equipment and consumables, while the Procurement Office awards contracts for a range of medical and non-medical supply and service requirements and for high-value capital projects. The role in question concerns the management of the Supplies Office and the management, supervision and direction of the Hospital's dedicated team of Buyers.

PRINCIPAL DUTIES AND RESPONSIBILITIES

General

• The management of the purchasing activities at Beaumont Hospital (to include overseeing the successful purchasing of all supplies, while ensuring compliance and the attainment of value for money);
• Managing and developing the staff of the Buying team to include supervision, recruitment, training and coaching, as required;
• Ensuring a high level of communication within the Department, promoting good industrial relations in employment practices and maintaining staff discipline;
• Liaising with suppliers to ensure that Beaumont Hospital's requirements are prioritised in a national context;
• Monitoring and approving high-value purchases.
• Collecting, collating, interpreting and presenting data and information regarding the Supplies Office's activities.

Compliance and Contract Management

• Ensuring that Hospital Buyers adhere to contracts implemented by the Procurement Office when placing orders;
• Encouraging and directing Hospital Buyers to adopt a greater level of responsibility for contract management activities (to include price amendments, contract extensions, quality monitoring and supplier performance monitoring);
• Ensuring that Hospital Buyers pro-actively eliminate instances of non-compliant and ad-hoc purchasing through the correct enforcement of the Hospital's New Product Request Policy;
• Ensuring that sufficient safeguards and controls are in place to drive compliance and prevent ad-hoc, unauthorised purchases;
• Directing Hospital Buyers to contribute towards the identification of opportunities for compliance and risk mitigation at all points of the supply chain;
• Assisting with the conduct of public tendering competitions, to include the evaluation of competing tender submissions and the implementation of suitably-rigorous contracts;
• Monitoring and eliminating instances of non-catalogue ordering throughout the Hospital;
• Maintaining the Hospital's catalogue in such a manner that it accurately reflects all contractual arrangements in place;
• Liaising with supplier representatives, as necessary, and all external stakeholders.

Procure-to-Pay Improvements

• Developing and improving the Hospital's use of electronic purchasing techniques (i.e., imprest stock systems, the scanning of goods, the utilisation of consignment stock systems, etc.);
• Entirely eliminating any residual reliance upon paper-based requisitioning or order processing;

• Ensuring that staff attendance is managed in such a way that continuous cover is provided across the Hospital's team of Buyers;
• Managing annual leave requests and both scheduled and unscheduled absences to ensure continuous cover across the Hospital's team of Buyers;
• Identifying opportunities for training and arranging for knowledge-sharing between staff members.

Qualifications

Selection Criteria: Selection criteria outline the qualifications, skills, knowledge and/or experience that the successful candidate would need to demonstrate for successful discharge of the responsibilities of the post.

Applications will be assessed on the basis of how well candidates satisfy these criteria.

Mandatory Requirements:

• The successful candidate will possess demonstrable experience of purchasing activities in a healthcare context and will have first-hand knowledge of all aspects of purchasing in an acute hospital.
• The successful candidate will have a track-record of fulfilling a leadership role in a busy Supplies or Procurement function.
• The successful candidate will possess comprehensive experience of the Integra financial system.
• The successful candidate will be fully IT literate and will possess comprehensive experience in data collation and analysis.
• The successful candidate will possess an understanding of financial governance arrangements applying to the public sector in general and to the healthcare sector in particular.
• The successful candidate will possess strong stakeholder engagement skills and will be comfortable liaising with senior individuals and with external suppliers.
• The successful candidate will possess excellent communication skills and will be capable of expressing complex instructions or advice in a clear and concise manner.
• The successful candidate will be capable of independently organising a team, managing the team's workload and delegating or prioritising tasks appropriately while managing competing demands upon his or her time.
• As a senior resource within the Procurement and Supplies Department, the successful candidate will act as a leader and will motivate team members towards the attainment of common goals.

Name: Mr Greg O'Leary

Title: Head of Procurement

Email address: ***

Telephone: +353 (0)1 809 2658