Supplier & Contracts Manager

Job responsibilities

2. Job Summary

To lead the development and delivery of Contract Management processes for a specific category of spend within a £20-40m spend portfolio to achieve 5% annual savings and contribute to the overall supply strategy for non-pay spend.

The post holder will be responsible for ensuring that all contract management is compliant with Standing Financial Instructions and other regulatory directives (e.g. tendering limits) and for ensuring that an efficient and responsive service is provided in line with agreed service levels.

As the recognised DT&I Contract Management expert, the post holder will provide purchasing and commercial contract advice throughout the Trust and support the department to ensure the achievement of performance targets agreed through the Supply Management Group.

Internal

Director of Finance

Chief Accountant

Finance staff at all levels

Internal Auditors

Directors, Managers and budget holders throughout the trust

Clinical Consultants, Nursing Staff, Technicians throughout the trust

External

Suppliers

External Auditors

NHS Purchasing & Supply Agency

NHS Logistics Authority

Consortium Partners: Kings Collage Hospital NHS Trust

Consultants and professional advisors

4. Duties and Responsibilities

Manage and develop supplier commercial relationships.

Act as the specialist Commercial Contract professional within IT for the Trust

Provide professional procurement and strategic contracting services and advice to the organisation.

Establish and maintain contract management strategies, policies, and procedures which comply with the general principles of equality of treatment and transparency set out in the Public Procurement Regulations. To interpret the Public Procurement Regulations and provide legal guidance to the Trust on specific procurement issues as and when required.

Ensure that all Technology (including Infrastructure and Software) contracts and S&M agreements are stored in a central location

Work with the Trust purchasing department to develop contracting standards and best in class clauses

Implement a Strategic Contract Management framework that covers the following criteria for the Trusts strategic business relationships:

Operational Handover

Governance & Compliance

Performance, Service Levels and Penalties

Continuous Improvement

Development and Innovation

Change Control

Forecast and Spend Management

Risk Management

Exit Management

Establish core contract management processes to monitor and manage contract compliance including change control

Meet with the Trust's primary suppliers and manage the Quarterly Business Review meetings.

Review contracts to identify cost savings initiatives. Manage an annual set of targeted initiatives from identification through to delivery.

Responsible for the delivery of annual reduction of 5% revenue (or 10% capital if applicable) saving.

Validate the operating budget, ensuring that that all operating spend is contracted and aligned to financial forecasts.

Provide compliance checks and financial validation of Contracts v Purchase Orders and Invoicing (when required)

Provide specialist advice and guidance to departments during the annual business- planning round to draw up savings plans and support business cases for capital equipment bids and service development initiatives, which involve significant third party expenditure. Assist departments in monitoring expenditure patterns against agreed savings targets and recommend intervention options.

To set long term plans and development strategies. Able to plan and lead the work of a number of projects to achieve departmental objectives and performance standards.

Manage conflict between and with internal and external stakeholders during supply projects and the implementation of new procurement policy and procedures.

Develop sourcing and contracting strategies for IT, to include but not limited to:

Capture of short-term savings through price negotiation with existing suppliers

Challenge status quo of existing supply arrangements and utilise sourcing leverage to improve the Trusts commercial position.

Challenge status quo of existing technology and service arrangements to be able to leverage product changes. Reduce fragmentation of supply and cost by presenting the case and persuading technology users to standardise to a consolidated list of suppliers.

Challenge status quo of existing processes, to optimise wherever possible. Analyse ordering processes and design and implement process change to reduce handling, processing, inventory, and joint costs with suppliers.

Person Specification

Education and Qualification

Essential

• Educated to bachelor's degree level or equivalent qualification with equivalent relevant technical knowledge, skills and experience
• Membership of the Chartered Institute of Purchasing and Supply (or other similar specialist procurement professional organisation or demonstrable experience)

Previous Expereince

Essential

• Extensive senior procurement experience of multi-million portfolio management, complex contract negotiation at an advanced level and a demonstrable track record of achievement.
• Demonstrable experience of managing at a senior level, motivating and developing small teams and able to lead teams to achieve common objectives.

Skills and Knowledge

Essential

• Working experience and competencies developed in the Health Technology/Digital Health sector with demonstrable insight into technology and technology-related services contracts.
• Specialist technical knowledge in the field of purchasing and contracting including the Statute Public Procurement Regulations, the Trust's Standing Financial Instructions, an overview of VAT regulations applicable to non pay expenditure, Purchase Price Cost Analysis techniques, and through understanding of sales/marketing practices.
• Ability to understand and define most critical issues and develop methodologies for collecting and analysing relevant data.
• Proven skills in the initiation and management of change and able to ensure that changes are seen through including ability to develop actionable recommendations and ...