Important Job Application Information
Thank you for your interest in NHS Tayside vacancies
Please see below Job Description/Specification and General Conditions of Service
Your Application Form must be completed in full. Please note copies of Curriculum
Vitae, Qualifications and Course Certificates will not be accepted at this stage.
Please return your completed Application Form to recruitment.tayside@nhs.net (quoting
the vacancy reference number in the subject box) or to the postal address given on the
General Conditions of Service.
All completed applications are held in Human Resources until the closing date. After the
closing date a panel will meet to prepare an interview shortlist. Once this decision has
been made, all shortlisted applicants will be emailed to invite them to attend for interview.
It is important that you check your emails regularly.
This process takes approximately 6 weeks. Therefore, if you have not been contacted
regarding interview within 6 weeks of the closing date, your application has been
unsuccessful and you will receive no further correspondence from Human Resources.
ADDITIONAL INFORMATION:Find out more about living and working in Tayside at:
www.dundeecity.gov.uk
www.angus.gov.uk
Supplies Department, Ninewells Hospital
Higher Clerical Officer, Band 3
Salary Scale: £16,271 - £19,268 per annum
A Higher Clerical Officer, Band 3 is required for the Medical Procurement Team within the
Supplies Department at Ninewells Hospital.
As part of the department’s function you will provide a comprehensive Procurement Service
throughout NHS Tayside and will provide an efficient and timeous service for all customers
and suppliers.
Experience of Public Sector Procurement and some knowledge of Medical products is
essential.
You will be required to achieve the mandatory Induction standards for Healthcare
Support Workers in Scotland and to comply with the Code of Conduct throughout
your employment.
Informal enquiries to: Linda Robertson, Medical Procurement Team Lead on
Tel. 01382 632877 or Ext. 32877
or
Annmarie Kirk, Medical Procurement Supervisor on
Tel. 01382 660111 Ext. 33132
Hours of work are:
37.5 Hours per week
Previous Applicants need not re-apply
Please download the full application pack from www.jobs.scot.nhs.uk
Internal applicants: please download the application pack from Staffnet. Please read the
Important Job Application Information in the Information for Applicants section.
Completed applications should be returned to recruitment.tayside@nhs.net (quoting the job
reference number in the subject box) or to Human Resources, NHS Tayside, Level 9,
Ninewells Hospital, Dundee DD1 9SY.
Short-listed applicants will be contacted by email. Please check your emails
regularly.
Please quote reference number – D/RA/74B/13
Closing date for receipt of completed application forms – Friday 10 January 2014
Distribution: Staffnet, www.jobs.scot.nhs.uk
NHS TAYSIDE – AGENDA FOR CHANGE
JOB DESCRIPTION
1.
2.
JOB IDENTIFICATION
Higher Clerical Officer - Procurement
Department(s)/Location
Supplies Department, Ninewells Hospital
Number of job holders
4
JOB PURPOSE


3.
Job Title
The Supplies Department’s function is to provide a comprehensive Procurement Service throughout NHS
Tayside.
To work within the Supplies Procurement Team to provide an efficient and timeous service for customers and
suppliers.
ORGANISATIONAL POSITION
Procurement Manager
Team Leader
Supervisor
Higher Clerical
Officer
Clerical Officer
4.
SCOPE AND RANGE

Postholder is based in Ninewells Hospital but provides service and support to all NHS Tayside locations in
Dundee, Perth and Angus.

Flexibility as required in movement between Procurement Sections.

Responsible for ensuring that Requisitions and approvals to purchase are dealt with timeously and liaise with
customers to ensure requests are processed within agreed timescales.

Co-ordinates workload between Higher Clerical Officer (HCO) and Clerical Officer (CO).

Responsible to Supervisor.
5.
MAIN DUTIES/RESPONSIBILITIES
Induction Standards & Code of Conduct
Your performance must comply with the national “Mandatory Induction Standards for Healthcare Support
Workers in Scotland” 2009; and with the Code of Conduct for Healthcare Support Workers.
a)
Strategic sourcing of products to ensure best value for money is obtained. Advise customers on
suitable product alternatives or solutions.
b) Identify savings opportunities and products that are not covered by Local or National Contracts to
ensure that products are purchased at best prices.
c)
Maintenance of supplier catalogues and supplier management
d) Ensure all products purchased conform to necessary standards i.e. CE marking etc.
e)
Create and maintain comprehensive commercial records utilising relevant filing systems, databases
and spreadsheet systems.
f)
Have working knowledge of all appropriate Trust SFI, Standing Orders and EU Procurement
Legislation.
g) Processing of purchase requisitions ensuring that requisitions and approval to purchase are dealt
with timeously and liaise with customers to ensure requests are processed to order stage correctly
and within agreed timescales.
h) Ensure all payment, purchase, price and contract queries are processed timeously.
i)
Ensure product and contract information held is up to date and easily accessible.
j)
Liaise with other team members on both an informal and formal basis to share ideas and suggest
improvements to ways of working.
k) Invite and analyse tenders and quotations to ensure compliance with specification and to identify
best value for money.
l)
Maintain stock control system for all stocks held, including the suggested ordering process, stock
adjustments, etc
m) Responsibility for updating procurement systems to ensure comprehensive pricing information is
available to customers.
n) Arranging of product trials where appropriate in line with departmental procedures regarding the
completion of indemnity forms.
o) Participate in supplier negotiations and assist with data collection and preparation for supplier
negotiations as directed by Team leaders.
p) Participate in the processing of Medical Device Alerts including necessary follow up action.
q) Assist with the management and maintenance of Quality Procedures and where necessary report any
amendments required.
r)
Participate in the maintenance of Key Performance Indicators.
s)
Placement and analysis of EU Adverts in compliance with EU Law and regulations
6.
COMMUNICATIONS AND RELATIONSHIPS
Internal

Work closely with other Supplies staff members, ward/department staff, Finance Department staff, to ensure
Procurement objectives are met through meetings, by letter, email, telephone, fax, etc.

Communicate with Procurement Team re deadline requirements and workload prioritasation.

Demonstrate tact, diplomacy and a high level of knowledge when dealing with demanding customers or
situations, suppliers’ problems etc.

Regular meetings with Team Leaders re procurement matters.
External

7.
Liaise on a day-to-day basis with suppliers, representatives, etc, to respond to enquiries, information
gathering, through meetings, by letter, email, telephone and fax.
KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB

Postholder educated to HNC level or has previous relevant experience. Show initiative and excellent
personal, written and verbal communication skills and be computer literate.

Knowledge of computerised systems including PECOS, Cedar, CDSNet, Ward Stock System and Intranet.

Wide knowledge of NHS Tayside Procurement timetables and procedures in order to be able to advise
Suppliers/customers accordingly.
ESSENTIAL ADDITIONAL INFORMATION
8.
SYSTEMS AND EQUIPMENT

Knowledge of all relevant computer systems, i.e. PECOS, email, Intranet, WSM, Word, Excel, essential to
performance of duties.

Responsibility for reporting to relevant departmental person for repair or replacement of equipment.
9.
PHYSICAL DEMANDS OF THE JOB
Physical Effort

Keyboard duties ongoing throughout the day, typing data, sending and responding to electronic messages and
making and answering telephone calls. This can be for up to 6 hours per day with breaks.

Heavy Physical effort involved in handling storage boxes as part of archival procedure this can be up to
10kgs.
Mental Effort

Management of a wide variety of tasks from various sources, meet deadlines on a wide range of issues, e.g.,
management of workload, staffing issues, Key Performance Indicator returns, answering queries face to face
or by telephone from both internal and external sources.

Concentration to prepare performance reports, deal with Supplier and customer complaints, etc.
Emotional Effort

Tact and diplomacy required in handling different people and demands on a daily basis.

In the absence of Team Leader and Supervisor, resolve staff issues including emotional and personal, staff
shortages, performance, etc on a daily basis
Working Conditions

Open plan office with high noise levels, heat levels and noise from office equipment.

Continuous use of VDU.
10. DECISIONS AND JUDGEMENTS

Work is assigned by wards, departments, suppliers, e-procurement, Finance management and Supplies
management.

Prioritise workload as required and delegate as appropriate to Team members in Procurement sections.

Communicate/negotiate with suppliers and customers to resolve complaints or other associated problems.

Work on own initiative but refer to Procurement Supervisor as required.
11. MOST CHALLENGING/DIFFICULT PARTS OF THE JOB

Maintenance of agreed level of service to suppliers and customers.

Maintenance of timetables/programmes in the face of staff shortages, IT difficulties, etc.
Person Specification
POST REF NO:
JOB TITLE/BAND:
LOCATION:
HOURS:
D/RA/74B/13
Higher Clerical Officer - Medical Procurement, Band 3
Supplies Department, Ninewells Hospital
37.5 Hours per week
CRITERIA
ESSENTIAL
DESIRABLE
EXPERIENCE:

Public Sector Procurement experience.

Knowledge of Medical/Pharmacy products

Ability to understand the purpose of and
work to the requirements of standards
and procedures
QUALIFICATIONS:
(Training; Research;
Publications)

Educated to HNC Level or equivalent.
KNOWLEDGE &
SKILLS:

Computer Literate


Current working knowledge of Microsoft
Word and Excel packages
Knowledge of Procurement Law and NHS
Tayside Code of Corporate Governance.

Knowledge of computerised systems i.e.
PECOS, Cedar, CDSNet.
PERSONAL QUALITIES:
OTHER:
(e.g. travel across Tayside)

Good interpersonal skills

Good attention to detail and accuracy

Team player with ability to manage
competing priorities.

Ability to use own initiative

Self motivated

Enthusiasm and willingness to learn

Ability to adapt to changes in systems,
personnel and the working environment.

Ability to communicate effectively to a
range of stakeholders, taking into account
their level of understanding.

Willing to work in other Commodity areas
as required.
General Conditions of Service
POST REF NO:
D/RA/74B/13
JOB TITLE/GRADE:
Higher Clerical Officer, Band 3
LOCATION:
Supplies Department, Ninewells Hospital
Conditions of Service
Remuneration
The terms and conditions of service for this post are those
determined by the NHS Staff Council.
The current salary scale for the post is £16,271 to £19,268 per
annum (pro rata for part-time staff). Placing on the scale on
appointment is normally at the minimum but may be higher
subject to verification of previous relevant service.
Pay points under £21,000 will receive an additional nonconsolidated non-pensionable sum to raise basic pay by a total
of £250 pro rata for part-time staff. This addition will be divided
into 12 equal monthly payments, will cease on 31 March 2014
and will be noted separately on payslips
Hours of Duty
Superannuation
Salary is paid monthly by Bank Credit Transfer.
The hours of the post are 37.5 per week.
Start and finish times will be determined by the needs of the
service.
Membership of the NHS Superannuation Scheme is not
compulsory but is open to all staff between the ages of 16 and
70 (65 in some instances).
The contributions paid are a percentage of superannuable pay,
which is essentially basic pay excluding, for example, overtime
or travelling expenses.
Contribution rates with effect from 01.04.13 are as follows:
Annual Pensionable Pay
(Full-time equivalent)
Up to £15,278
£15,279 to £21,175
£21,176 to £26,557
£26,558 to £48,982
£48,983 to £69,931
£69,932 to £110,273
£110,274 and over
Annual Leave
Contribution
5%
5.3%
6.8%
9.0%
11.3%
12.3%
13.3%
Contributions are subject to tax relief and reduced National
Insurance contributions. NHS Tayside also makes a substantial
contribution towards scheme benefits – currently around 14% of
basic pay.
On appointment = 27 days (pro rata for part-time Staff) or 5.4
weeks per year.
After 5 years aggregated service = 29 days (pro rata for parttime staff) or 5.8 weeks per year
After 10 years aggregated service = 33 days (pro rata for parttime staff) or 6.6 weeks per year
References
Occupational Health
Clearance
Rehabilitation of
Offenders Act 1974
(Exclusions and
Exceptions) (Scotland)
Order 2003
Disclosure Scotland
Immigration, Asylum
and Nationality Act
2006
Public Holidays = 8 days (pro rata for part-time staff) or 1.6
weeks per year
All offers of appointment are subject to receipt of two satisfactory
references
All offers of appointment to new entrants to the National Health
Service are subject to a medical examination.
Medical
examinations are arranged and undertaken by the Occupational
Health and Safety Advisory Service (OHSAS).
All current or spent criminal convictions, cautions, warnings or
any case pending must be disclosed prior to commencing in
employment as detailed on the application form.
Please note that having a conviction will not automatically debar
you from obtaining employment with NHS Tayside. Careful
consideration will be given to the relevance of the offence to the
particular post in question. However, if you are appointed, and it
is found that you did not reveal a previous conviction your
employment may be terminated.
Not required
It is a criminal offence for an employer to employ anyone who
does not have permission to live or work in the UK.
Shortlisted applicants will be asked to produce specific original
documentation at interview e.g. Passport, or full birth certificate
together with an official document giving the applicants
permanent National Insurance Number and name issued by a
Government Agency or a previous employer, as well as
photocopies of these documents.
Professional Registration/New entrants to NHS Tayside will be required to achieve the
Induction Standards & mandatory Induction Standards for Healthcare Support Workers
Code of Conduct
(HCSWs) in Scotland and comply with the Code of Conduct for
HCSWs throughout your employment.
Smoking Policy
Smoking is prohibited within NHS premises and grounds.
Applications
Completed forms should be returned to:
recruitment.tayside@nhs.net quoting the job reference in the
subject line
or
to Human Resources Directorate, NHS Tayside, Level 9,
Ninewells Hospital, Dundee DD1 9SY
By closing date of Friday 10 January 2014