Procurement Admin Assistant
Job Description
Receive and sort post, ensuring it is distributed in a confidential and timely manner to the appropriate individuals.- Receive telephone or face to face enquiries, taking accurate messages, dealing with the enquiry where appropriate or forwarding to the appropriate person, in accordance with departmental policy- Make telephone calls to obtain information, where necessary using an agreed list of questions, and accurately recording responses.- Use a range of office equipment including photocopier and scanner to produce documents to a high standard.- Maintain both manual and electronic filing systems, as required by the department, ensuring all documents are appropriately and accurately archived.- Use relevant IT packages, e.g. word, excel, databases, outlook, internet, to record, obtain and /or produce basic data/correspondence/information in a timely and accurate manner.- Analyse basic pricing information from suppliers with the use of excel and the Trusts reporting tool.- Note taking from meetings, including action logs.- Update procurement pages on Trust Intranet site as required.- Transfer information to relevant templates as and when required- Update procurement systems with relevant information and documentation i.e. uploading documents to the Trusts Contracts Database, adding and amending data in the systemand publishing contracts notices. This involves being able to correctly interpret the relevantinformation that needs to be input into these systems, and involves the handling of legal contract documentation and updating national systems -Disseminate relevant information to internal departments/external bodes as required, for example, e-mails, agendas/notes of meetings, letters- Prioritize duties allocated to meet all required deadlines, obtaining clarification from the Senior procurement team when necessary.- Calendar and email management for senior procurement team where required.- Organizing meetings and booking rooms
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