Clerical Officer - Procurement

1. Qualifications, Experience & Person Specification

Each candidate must:

• Have a qualification in Public Procurement or in a procurement related field;

• Good knowledge of Irish and EU public procurement rules, guidelines and regulations;

• Demonstrate adequate knowledge of managing a tendering process;

• Have a minimum of 4 years’ experience in an administrative role;

• Be proficient in Microsoft Office, Excel and PowerPoint;

• Have excellent communication skills including the ability to present information in a clear and concise manner;

• Have excellent report writing skills;

• Have strong interpersonal and communication skills;

• Exhibit flexibility and team working;

• Demonstrate the ability to evaluate information and solve problems;

• Ability to work on own initiative, prioritise and manage a number of issues simultaneously and demonstrate attention to detail;

• Demonstrate an ability to meet deadlines to ensure that service levels are maintained;

• Demonstrate a commitment to providing a quality service; including an awareness and appreciation of the service user such as patients, the general public, medical and nonmedical staff on a going basis;

• Be of good character.

Desirable:

• Knowledge of the eTenders & European Journal Portal

• Have experience working in a public procurement role in a healthcare setting

2. Accountability

The position reports to and is accountable to the Procurement Manager or in their absence to another authorised designated officer in all matters relating to the job.

3. Outline of Duties and Responsibilities

The role of the Procurement Officer includes but is not limited to:

• Ensuring that all policies and procedures identified by the hospital as being relevant to your position have been read, acknowledged, implemented and adhered to;

• Preparing Requests for Quotations;

• Drafting tender Documentation using NOHC templates;

• Publishing – Management of Tenders on eTenders Portal;

• Assisting with Tender Evaluations and drafting evaluation reports;

• Maintain and update Contracts register;

• Create report flagging contracts for renewal, expiration or tender;

• Maintain procurement files to support internal and external audits;

• Other Ad Hoc duties as assigned to you by the Procurement Manager;

• Reporting concerns for the safety and welfare of patients;

• Carry out such duties appropriate to the office as may be assigned by the Procurement Manager or Hospital Management;

• Complying with all National & International Standards and Codes of Practice relevant to the organisation.

The post holder is responsible for their continuous professional and personal self-development. The successful candidate will be required to update their knowledge and skills to fit the changing requirements of the post. Therefore, this Job Description is an outline of the current broad areas of responsibility and accountability and should not be regarded as a comprehensive listing. It will be reviewed and updated in line with future needs.

4. Particulars of Office

Duration: The appointment is whole time, permanent and pensionable.

Duties: The Clerical Officer Grade V Procurement (Procurement Department) will perform the duties of the post as outlined in Part 3 of this Job Description. The person appointed will be required to be flexible in this position and must be prepared to undertake such other duties as assigned to them by the Procurement Manager, Head of Finance or Hospital Management. Such duties can be outside the normal area of work.

Patient Care: Patient satisfaction must be to the forefront of the post holder’s concern. Every patient is to be treated as an individual and provided with a high-quality service in terms of courtesy, kindness, interest and efficiency.

Hours of Work: The person appointed will work a 35-hour week, 8.30am – 4.00pm Monday to Friday, but will attend at such other times as are required for the proper discharge of the duties of the office. The appointee will be required to record their attendance electronically as instructed.

In order to comply with Section 33, of the Organisation of Working Time Act 1997 which limits the maximum number of hours an employee is permitted to work in a given period, all employees are obliged to notify the Hospital if they engage in any employment in addition to their post with the National Orthopaedic Hospital Cappagh.

Remuneration: Remuneration is in accordance with the salary scale approved by the Department of Health. Current salary scale is in line with the Grade V Clerical Officer scale - €51,206 to €61,253 per annum (7 points including 2 LSIs). Salary is paid by Credit Transfer on the 28th of every month. Entry point on the scale is dependent on experience. Periodical increases in salary shall not take effect until the Head of HR or designated officer certifies that the service of the person concerned has been satisfactory during the year immediately preceding the date of such increments.

Probation: The successful candidate will be required to serve a probation period of 9 months from the date of taking up employment before being confirmed in the permanent position. During this period the candidate’s progress will be monitored and the National Orthopaedic Hospital Cappagh may, at its discretion, extend the probationary period, in which case the reason for the extension will be made known to the candidate. During the probationary period progress or otherwise will be monitored and at the end of the probationary period the service will either: (a) be certified as satisfactory and confirmed in writing, or (b) if not satisfactory, the probationary period may be extended or certified, with stated reasons, that the service has not been satisfactory, in which case the post holder will cease to hold the post.

If the National Orthopaedic Hospital Cappagh should fail to certify in accordance with (a) or (b) above, the appointment shall be deemed to take effect. In the event of it being determined at any stage during the candidate’s probationary period that his/her employment is unsatisfactory, then his/her employment may be terminated before the probation period expires.

Medical Examination: The appointment is subject to a successful medical examination and this will be arranged by the hospital. There may be a fee charged for the examination.

Superannuation: The terms of the Voluntary Hospitals Superannuation Scheme or Single Public Service Pension Scheme will apply to this position (dependant on public sector entrance date).

Annual Leave: The Annual leave entitlement is in accordance with Health Service Executive circulars.

Sick Leave: Granting of payment of salary during illness is discretionary and conditional on the employee complying with the conditions laid down in the sick leave policy and will be in accordance with Department of Health regulations.

Termination of Office: The employment may be terminated at any time by one months’ notice on either side except where circumstances are dictated by the Minimum Notice and Terms of Employment Act 1973/77. The Hospital Management hopes it will not be necessary to exercise their right under this paragraph. However, in circumstances where Management conclude that the post holder has failed to perform their duties to a standard consistent with their responsibilities, or where their conduct in relation to the post or otherwise would render them unfit to hold the post, the Management right will be exercised.

Data Protection

To ensure compliance with the General Data Protection Regulation (GDPR) in all aspects of your work. Please see PP-COR-21 for your full obligations.

Working Together

In working together employees are expected to display a positive, helpful and caring attitude in the way they conduct themselves, encouraging the confidence of patients, colleagues and others.

Quality

Compliance with National and International Standards and Codes of Practice relevant to your position and the National Orthopaedic Hospital Cappagh.

General

The Hospital will not be responsible for the loss or theft of personal belongings.

Fire orders must be observed and staff must attend fire lectures periodically.

All accidents within any Department must be reported immediately.

In accordance with the Safety, Health and Welfare Act 2005, all staff must comply with all safety regulations.