Procurement Support Administrator

KEY RESPONSIBILITIES

1. Documentation

(a) Under the general direction of the Head of Procurement and Logistics and/or his/her nominee to assist in the development of a contract and sourcing filing system

(b) Under the general direction of the Head of Procurement and Logistics and/or his/her nominee to assist in the development of a template documentation and implementation of document control.

(c) Oversee storage, retention and retrieval of procurement documentation.

(d) Recording of meetings

(e) Recording of specific project documentation including but not limited to timetables and action items.

(f) Under the direction of management the maintenance of procurement project risk registers

(g) Assist in drafting SOPs.

2. Reporting

(h) Under the general direction of the Head of Procurement and Logistics and/or his/her nominee drafting and assisting in compiling various project reports.

(i) Compiling of power point presentations

(j) Compiling and reporting of activity data

(k) Assist in drafting of management reports as required.

(l) Producing accurate, reliable and timely reports for all levels of the Procurement /Logistics Department, keeping a strong focus on quality, completeness and accuracy of reporting data.

(m) Support procurement data capture, analysis, reporting and forecasting.

3. Research

(n) Conduct market research and fact finding for specific procurement projects

(o) Liaising with external agencies

4. Developing Planning and Measurement :

(a) Coordinating meetings and ensuring availability of key information for meetings

(b) Assist in the development, implementation and maintenance of appropriate systems to measure status and through put of procurement projects

(c) Maintaining procurement projects Work In Progress Logs.

(d) Participate in project assignments as they may arise from time to time.

(e) Work in close cooperation with the other members of the Procurement and Logistics Senior Team in collating, analysing and interpreting Procurement performance management data, (for example cost savings achieved, proportion of expenditure under formal contract and number of tenders conducted), as required to assist directorates/departments in achieving their service objectives and supporting managerial cost containment plans and operational objectives.

5. Contributing to Organisational Improvement and Well-being:

(a) Provide data to support procurement compliance reporting

(b) Utilise technology to enable automation of existing processes to ensure work is completed efficiently and to the highest standards possible

6. Representing the Procurement Business Partners as required including:

(a) Attendance at committee meetings (internal and external)

(b) Participation on project and/or Investigation teams as required

(c) Presentation at workshops or hospital training forums if required.

(d) Contribute to multi-disciplinary committee/work groups as required.

(e) Engage in continuous professional developmental (CPD) activities consistent with the seniority of the position.

(f) Deputise as appropriate for other members of the Senior Procurement and Logistics Team.

(f) Undertake other duties appropriate to the post as may be assigned.

Note:

These duties and responsibilities are reflection of the present service requirements and may be subject to review and amendment to meet the changing needs of the Hospital. The incumbent will be required to maintain, enhance and develop their professional knowledge, skills and aptitudes necessary to respond to a changing climate. The job description must be regarded as an outline of the major areas of accountability at the present time, which will be reviewed and assessed on an on-going ba

GENERAL RESPONSIBILITIES & ACCOUNTABILITIES

1. Confidentiality

You will be aware of the confidential nature of Hospital work and in particular, the right of patients to confidentiality.

2. Policies & Procedures

You are required to familiarise yourself with and adhere to all policy and procedural documents relevant to your position.

3. Hygiene Standards

The highest standard of hygiene must be maintained in the Hospital at all times and all staff members are responsible for ensuring compliance with the Hospitals requirements and standards with regard to hygiene. It is the responsibility of all staff to have a fundamental understanding of their individual responsibility in maintaining departmental & site hygiene standards.

4. Health and Safety

Ensure that effective safety procedures are in place to comply not only with the Health, Safety and Welfare at Work Act but also within the spirit of the Hospital’s mission, vision and values, and they are known and followed by staff. You are required to familiarise yourself with the requirements of employees under the Safety, Health and Welfare at Work Act 2005 and to promote a work environment that is compliant with the Health and Safety at Work Act 2005. Each staff member is individually responsible for ensuring that the Hospital remains a safe place to work.

5. Information Technology

Ensure the most effective and efficient use of developments in information technology for administrative support in a manner, which integrates with systems throughout the organisation.

6. Act at all times in accordance with Ethics in Public Office 1995 and 2001.

Qualifications

• Leaving cert

Experience

• 3 years relevant experience including

o Drafting minutes and reports

o General office administrative work/financial systems

o Establishing Maintaining file structures /data bases

o Document/ Report writing

Organisational Knowledge

• Experience of working in multifunctional teams and/or experiencing of working across different departments

Professional Knowledge

• Use of Windows applications in particular Word, Excel and PowerPoint.
• Participating in across departmental meetings Competencies working relationships both internally and externally
• Planning and organisational skills
• Excellent communication and networking skills
• Ability to work both independently and as a team member

Communication

• Excellent oral and writing skills,
• Proficient in the use of MS Word, Excel, Power Point.

Salary: €48,085 - €57,573 per year