Supplies Officer Grade B – Purchasing Department

Job Specification and Terms & Conditions Job Title & Grade Supplies Officer Grade B - Purchasing Department Campaign Reference RQ920 Closing Date Tuesday 10 th September 2024 Proposed Interview Date   To be confirmed Taking Up Appointment   To be confirmed Informal enquires Gary Ryan: ****** Location of Post Peamount Healthcare, Newcastle, Co. Dublin Details of Service Peamount Healthcare is an independent voluntary organisation that provides a range of high-quality health and social care services.
We help people return home after a serious illness, we provide safe and homely residential care for those who need it, and we support people to live as independently as possible in the community.
  Peamount Healthcare is committed to the following values:   Person centred - seeing each person as unique, giving them a voice and focusing on ability.
  Respect - creating a supportive environment where everyone is given courteous and respectful care and support.
  Excellence - enabling interdisciplinary teams to deliver high quality integrated care, meaningful outcomes with a focus on continuous improvement.
  Team working - fostering an inclusive, healthy working environment where people are valued and recognised for their individual and shared achievements.
  Quality improvement - supporting teams to embed continuous improvement methodology as part of everything we do.
  Education & Research - partnering with academia to support education, learning, research and evidence based care.
  Reporting Relationship Reporting to the Procurement Manager Purpose of Post To provide contract management support and Tendering support at Peamount Healthcare and warehouse support including the management of deliveries and issuing of stock to all users department.
Eligibility Criteria Qualifications & Experience Essential Qualifications Level 6 Certificate in Public Procurement.
At least 5 years' experience in materials management in a healthcare setting.
    Health A candidate for and any person holding the office must be fully competent and capable of undertaking the duties attached to the office and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.      Character Each candidate for and any person holding the office must be of good character   Principal Duties & Responsibilities  Pick P.P.E products for wards/units/departments as required.
 Contract Management  Tendering process  Develop, cultivate and maintain good commercial relationships with suppliers so as to increase purchasing negotiation effectiveness and secure the most favourable position for the hospital.
 Negotiate with potential and existing suppliers with the purpose of obtaining value for money.
 Assist in organising supplier service level agreements.
 Place orders for goods, services, capital equipment, as required and within agreed hospital operational policy.
 Carry out all clerical administrative duties appropriate to the position including but not limited to;  Sorting requisitions into correct days and looking for any discrepancy's  Check delivery dockets for any discrepancy's and correct when necessary.
 Place purchase orders to replenish stock in stores and for non-stock products.
 Update and change pricing and suppliers on Agresso system when required.
 Good receipts Notes (GRN) and delivery notes.
 Assist in preparing budget estimates including a planned programme for the replacement of capital equipment.
 Assist in preparation of specifications and tendering documentation in conjunction with hospital procurement policies and approval of head of department.
 Assist in producing an annual report for the department.
 Carry out all clerical administrative duties appropriate to the position.
 Review and check invoices for price/quantise for any discrepancy's and make any necessary adjustments.
 Liaising with finance to set up new suppliers.
 Contact suppliers and rep's regarding products, pricing, and credit notes.
 Liaise with end users on new product evaluations.
 Create new product information on the Agresso system.
 Update and change pricing and supplier information on the Agresso system when agreed with suppliers or HSE procurement.
 Run back orders reports and follow up with suppliers for products/items outstanding.
 To ensure best practice is implemented and adhered to, and that expenditure is controlled within agreed limits.
 Set minimum and maximum limits stock levels.
 Set bin locations for stock and arrange locations for new stock.
 Provide information as required for submission to the Finance Department for the preparation of budget estimates.
 Assist in overall stocktaking as and when required in any area of the hospital.
 Provide strategic purchasing services to all Department Heads/Managers (as appropriate and authorised, including: o  Purchase & Supply planning, processing and expediting.
o  Sourcing o  Supplier selection, Development, Evaluating and Rating o  Managing Contracts o  Implementing savings initiatives.
o  After Hours Emergencies o  Delivering/Distribution Planning o  Inventory  Control / Management o  Stocktaking    Promote good industrial relations in employment practices  Ensure good communications within the department   Information Technology:    Assist the Procurement Manager to ensure the most effective and efficient use of developments in information technology for both patient care and administrative support in a manner, which integrates well with systems throughout the organisation  Update and improve the computer-integrated management system for the Department   General:  Ensure that all statutory regulations are complied with in respect of the Purchasing and Procurement function.
 Check invoices for price and quantise discrepancies.
 Assist in the planning of the days events.
 Liaise with all sections of the purchasing and materials management department in all matters concerning purchasing, replenishment, inventory, collections and deliveries of materials within the hospital, to ensure stocks are available as required to meet maximum customer service levels.
 Handle 'walk-in' requisitions from end users.   Assist with picking of requisitions when required.   Ensure that expenditure is controlled within agreed limits and in compliance with the Hospital's policies.
 Maintain all records as directed from time to time.
 Perform cycle counts on a weekly basis and follow through to resolution and issue that may arise from the cycle counts.
 Assist in the end of year stock take.
 Provide cover for other staff in the department when required.
 He/she will assist as required in arrangements for specific functions that take place in the hospital (e.g.
special visits).
 Ensure European and Hospital guidelines and fully complied with as all times.
   He/she will perform such other duties appropriate to the post as may be assigned to him/her from time to time     The above Job Specification is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to him / her from time to time and to contribute to the development of the post while in office.
  Campaign Specific Selection Post A ranking and or short listing exercise may be carried out on the basis of information supplied in your CV. The criteria for ranking and or short listing are based on the requirements of the post as outlined in the eligibility criteria and skills, competencies and/or knowledge section of this job specification. Therefore, it is very important that you think about your experience in light of those requirements   Failure to include information regarding these requirements may result in you not being called forward to the next stage of the selection process   Those successful at the ranking stage of this process (where applied) will be placed on an order of merit and will be called to interview depending on the service needs of the organisation.
Code of Practice Peamount will run this campaign in compliance with the Code of Practice prepared by the Commission for Public Service Appointments (CPSA). The Code of Practice sets out how the core principles of probity, merit, equity and fairness might be applied on a principles basis. The Code also specifies the responsibilities placed on candidates, facilities for feedback to applicants on matters relating to their application when requested and outlines procedures in relation to requests for a review of the recruitment and selection process and review in relation to allegations of a breach of Code of Practice.  Codes of practice are published by the CPSA and are available on www.hse/ie/eng/staff/jobs Annual registration n/a The reform programme outlined for the Health Service may impact on this role and as structures change the job description may be reviewed.
  The job description is a guide to the general range of duties assigned to the post holder. It is intended to be neither definitive or restrictive and is subject to periodic review with the employee concerned.
            Terms & Conditions of Employment Peamount Healthcare, Newcastle, Co. Dublin.
Tenure The current vacancy available is on a specified purpose part time basis.
  A panel may be created from which permanent and specified purpose vacancies of full or part time duration may be filled. The tenure of these posts will be indicated at "expression of interest' stage.
  Appointment as an employee of Peamount Healthcare is governed by the Health Act 2004 and the Public Service Management (Recruitment and Appointment) Act 2004.
  Remuneration Remuneration is in accordance with the salary scale approved by the Department of Health: Supplies Officer Grade B Current salary scale with effect from 1 June 2024: €49,702 (point 1) to €59,457 (maximum point)   Working Week The hours allocated to this post are 17.5 hours per week as a standard working day.
The allocation of these hours will be at the discretion of the Department Head and in accordance with the needs of the service.
  HSE Circular 003-2009 "Matching Working Patterns to Service Needs (Extended Working Day/Week Arrangements); Framework for Implementation of Clause 30.4 of Towards 2016" applies.
Under the terms of this circular, all new entrants and staff appointed to promotional posts from Dec 16 th 2008 will be required to work agreed roster / on call arrangements as advised by their line manager.
Contracted hours of work are liable to change between the hours of 8am-8pm over seven days to meet the requirements for extended day services in accordance with the terms of the Framework Agreement (Implementation of Clause 30.4 of Towards 2016 Annual Leave As per Health Service Executive (HSE) Probation All employees will be subject to a probationary period as per the probation policy.
This policy applies to all employees irrespective of the type of contract under which they have been employed.
A period of 6 months' probation will be served:      On commencement of employment.
     Fixed term to permanent contract.
     Permanent employees commencing in promotional posts will also undertake a probationary period relating to their new post.
  Pension Employees of Peamount Healthcare are required to be members of the Hospitals Superannuation Scheme.
Deductions at the appropriate rate will be made from your salary payment.
If you are being rehired after drawing down a public service pension your attention is drawn to Section 52 of the Public Services Pension (Single and Other Provisions) Act 2012.
The 2012 Act extends the principle of abatement to retired public servants in receipt of a public service pension who secure another public service appointment in any public service body.
  Maternity Maternity leave is granted in accordance with the terms of the Maternity Protection Acts 1994 and 2001.
  Sick Leave Peamount Healthcare operates a Sickness Absence Management policy in line with the new Public Service Sick Leave Scheme as introduced in 31 st March 2014.
  Pre-Employment Health Assessment   Prior to commencing in this role a person will be required to complete a form declaring their health status which is reviewed by the hospital's Occupational Health Service and if required undergo a medical assessment with this department.
Any person employed by Peamount Healthcare must be fully competent and capable of undertaking the duties attached to the office and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.
  Validation of Qualifications & Experience  Any credit given to a candidate at interview, in respect of claims to qualifications, training and experience is provisional and is subject to verification.
The recommendation of the interview board is liable to revision if the claimed qualification, training or experience is not proven.
References Peamount Healthcare will seek up to two written references from current and previous employers, educational institutions or any other organisations with which the candidate has been associated.
The hospital also reserves the right to determine the merit, appropriateness and relevance of such references and referees.
  Garda Vetting Peamount Healthcare will carry out Garda vetting on all new employees.
An employee will not take up employment with the hospital until the Garda Vetting process has been completed and the hospital is satisfied that such an appointment does not pose a risk to clients, service users and employees.
  Character Candidates for and any person holding the office must be of good character.
Health & Safety These duties must be performed in accordance with the hospital health and safety policy.
In carrying out these duties the employee must ensure that effective safety procedures are in place to comply with the Health, Safety and Welfare at Work Act.
Staff must carry out their duties in a safe and responsible manner in line with the Hospital Policy as set out in the appropriate department's safety statement, which must be read and understood.
Comply with and contribute to the development of policies, procedures, guidelines, and safe professional practice and adhere to relevant legislation, regulations and standards.
Have a working knowledge of the Health Information and Quality Authority (HIQA) Standards as they apply to Peamount. Protection and Care and comply with associated Peamount protocols for implementing and maintaining these standards as appropriate to the role. To support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service.
    Quality, Risk & Safety Responsibilities   It is the responsibility of all staff to:           Participate and cooperate with legislative and regulatory requirements with regard to Quality, Risk and Safety.
          Participate and cooperate with external agencies on safety initiatives as required.
          Participate and cooperate with internal and external evaluations of hospital structures, services and processes as required, including but not limited to: O National Standards for Safer Better Healthcare.
O National Standards for the Prevention and Control of Healthcare Associated Infections.
O HSE Standards and Recommended Practices for Healthcare Records Management O Safety audits and other audits specified by the HSE or other regulatory authorities.
          To initiate, support and implement quality improvement initiatives in their area which are in keeping with the hospitals continuous quality improvement programme.
  It is the responsibility of all managers to ensure compliance with regulatory requirements for Quality, Safety and Risk within their area/department   Education and Training   Participate in mandatory training programmes.
Pursue continuous professional development in order to develop professional knowledge and keep updated with current and legislation.    Specific Responsibility for Best Practice in Hygiene Hygiene in healthcare is defined as "the practice that serves to keep people and the environment clean and prevent infection.
It involves preserving one's health, preventing the spread of disease and recognizing, evaluating and controlling health hazards."
        It is the responsibility of all staff to ensure compliance with hospital hygiene standards, guidelines and practices.
        Department heads/ managers have overall responsibility for best practice in hygiene in their area.
        It is mandatory to complete hand hygiene training every 2-years and sharps awareness workshops yearly.