Supplies Officer

Location of post

Individual sites / location will be indicated at expression of interest stage to panel members for each individual job.

Two national panels will be formed as a result of this campaign for Supplies Officer, Grade C; one for Strategic Sourcing & Contracting and one for Logistics & Inventory Management. Each panel will be formed by region and will be used to fill current and future, permanent and specified purpose vacancies of full or part-time duration.

The regions are:

·        Dublin Mid Leinster - Dublin, South of the Liffey, Wicklow & Kildare

·        Dublin North-East - Cavan, Monaghan, Louth, Dublin, North of the Liffey & Meath

·        Midlands – Laois, Offaly & Westmeath

·        South – Kerry & Cork

·        South-East - South Tipperary, Waterford, Carlow, Kilkenny & Wexford

·        West – Galway, Roscommon, Mayo & Longford

·        North-West – Sligo, Leitrim & Donegal

·        Mid-West - North Tipperary, Limerick, Clare

Details of service

HSE Procurement provides a range of specialist procurement services including; Strategic Sourcing; Logistics and Inventory Management; and Procurement Business Support.

The existing Strategic Sourcing & Contracting locations are in Cork, Dublin, Drogheda, Sligo, Limerick, Kilkenny, Tullamore, Waterford and Naas.

The National Logistics & Inventory Management Service operates a dispersed model with the National Distribution Centre based in Tullamore and 9 regional hubs in Cork, Tralee, Limerick, Galway, Sligo, Letterkenny, Tullamore, Drogheda and Dublin. The Logistics service also operates in a number of hospital & community locations nationwide.

Reporting relationship

The post holder will report to the relevant senior service manager, or other nominated manager.

These posts will operate in a team environment whilst at the same time individuals will be assigned responsibility for either:

(a)    Strategic Sourcing & Contracting - specific categories/commodities and teams in a distributed model.

Or

(b)    National Logistics & Inventory Management Service - specific Logistics teams in a distributed model.

Key working relationships

The effective delivery of objectives will depend upon the development and maintenance of positive working relationships with key stakeholders both internal and external.

Purpose of the post

To provide administrative support within Procurement and to supervise assigned staff.

Procurement operates and provides a range of specialist services and advice in the context of delivering a fully integrated sourcing and logistics service to our customers.

focussed, necessitating assignment across Procurement projects from time to time.

Principal duties and responsibilities

The position of Supplies Officer Grade C can encompass roles and responsibilities that span across four key procurement functions along with administrative and supervisory duties which may include the following:

General Procurement Duties

·        To participate in Sourcing and Contracting activities including requirement processing, request for quotation, tender design and processing, receipt of tenders, evaluation of tenders, communication of tender outcomes, service level agreement design and sign-off with successful tenderers, post contract management including maintenance of various records, and providing administrative support to User Groups in the day-to-day operation of the service.

·        To participate in Logistics and Inventory Management activities specifically including inventory management, purchase order generation, invoice and payment management, warehouse management, supplier management, transport operation and management and operation of Materials Handling Equipment. Stock management at Point-Of-Use (POU) at all major customer sites and implementing HBS Logistics Strategy.

·        To participate in Corporate Procurement Planning activities that provides guidance and support across Hospital Groups, CHO’s and Section 38/39 Agencies to assist in meeting corporate governance and compliance obligations. This includes expenditure analysis, multi-annual procurement planning, capacity and competency development, communications and operational excellence.

·        To assist the line manager in the day to day management of the assigned Procurement function.

·        To work, manage and contribute to the HSE Procurement Systems in the day to day operation of the service.

·        To operate any systems utilised in the procurement function including computerised systems in accordance with operational procedures.

·        Report and correct any deficiency/irregularity that may arise during the course of your work.

Administration

·        Ensure the efficient day-to-day administration of area of responsibility.

·        Ensure deadlines are met and that service levels are maintained.

·        Ensure an even distribution of workload among team, taking into account absence due to annual leave etc.

·        Support the preparation and issuing of office documentation (correspondence, reports, etc.) to the highest possible standard by monitoring and reviewing team work to ensure quality and accuracy.

·        Use appropriate technology to ensure work is completed to a high standard.

·        Ensure that archives and records are accurate and readily available.

·        Maintain confidentiality of documentation, records, etc.

·        Co-operate and work in harmony with other teams and disciplines.

·        Ensure line management is kept informed of issues.

·        Ensure that the frontline of the service is kept informed and that their views are communicated to middle management.

·        Organise and attend meetings as required.

·        Take minutes at meetings and prepare for circulation following meeting.

·        Support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service.

Customer Service

·        Promote and maintain a customer focused approach to service delivery.

·        Ensure that service users are treated with dignity and respect.

·        Act on feedback from service users/customers, escalating when appropriate.

·        Pro-actively pursue continuous improvements to enhance customer value and operational effectiveness.

Human Resources / Supervision of Staff

·        Supervise and ensure the well-being of staff within own remit

·        Create and maintain a positive working environment among staff members, which contributes to maintaining and enhancing effective working relationships

·        Co‐ordinate, monitor and review the work of the administrative/ support staff

·        Conduct regular staff meetings to keep staff informed and to hear views

·        Identify and agree training and development needs of team and design plan to meet needs

·        Under the direction of the Line Manager deal with staffing issues in a timely and constructive manner

Change Management

·        Implement agreed changes to administration of the service

·        Encourage and support staff through change processes

Standards, policies, procedures & legislation

·        Maintain own knowledge of relevant HSE policies, procedures, guidelines and practices, to perform the role effectively and to ensure current work standards are met by own team.

·        Maintain own knowledge of relevant regulations and legislation e.g. Financial Regulations, Health & Safety Legislation, Employment Legislation, FOI Acts etc.

·        Ensure consistent adherence to procedures within area of responsibility

·        Have a working knowledge of the Health Information and Quality Authority (HIQA) Standards and other standards as they apply to the role for example, Standards for Healthcare, National Standards for the Prevention and Control of Healthcare Associated Infections, Hygiene Standards etc and comply with associated HSE protocols for implementing and maintaining these standards.

·        Support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service.

Risk Management, Quality, Health & Safety

·          Adequately identifies, assesses, manages and monitors risk within their area of responsibility.

·          Have a working knowledge of the Health Information and Quality Authority (HIQA) Standards as they apply to the role for example, Standards for Healthcare, National Standards for the Prevention and Control of Healthcare Associated Infections, Hygiene Standards etc. and comply with associated HSE protocols for implementing and maintaining these standards as appropriate to the role.

·          Support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service.

Education & Training

·         Engage in the HSE performance achievement process in conjunction with your Line Manager and staff as appropriate.

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.

Eligibility criteria

Qualifications and/ or experience

1. Professional Qualifications, Experience, etc.

(a) Eligible applicants will be those who on the closing date for the competition:

(i)     Have satisfactory experience as a Clerical Officer in the HSE, TUSLA, other statutory health agencies, or a body which provides services on behalf of the HSE under Section 38 of the Health Act 2004.

Or

(ii)    Have obtained a pass (Grade D) in at least five subjects from the approved list of subjects in the Department of Education Leaving Certificate Examination, including Mathematics and English or Irish1. Candidates should have obtained at least Grade C on higher level papers in three subjects in that examination.

Or

(iii)   Have completed a relevant examination at a comparable standard in any equivalent examination in another jurisdiction

Or

(iv)   Hold a comparable and relevant third level qualification of at least level 6 on the National Qualifications Framework maintained by Qualifications and Quality Ireland, (QQI).

Note1: Candidates must achieve a pass in Ordinary or Higher level papers. A pass in a foundation level paper is not acceptable. Candidates must have achieved these grades on the Leaving Certificate Established programme or the Leaving Certificate Vocational programme. The Leaving Certification Applied Programme does not fulfil the eligibility criteria.

and

(b) Candidates must possess the requisite knowledge and ability, including a high standard of suitability, for the proper discharge of the office.

2. Health

Candidates 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.

3. Character

Each candidate for and any person holding the office must be of good character.

Post specific requirements

·        Satisfactory experience working in a Procurement environment which has included supply chain management, contracting and tender management processes, corporate procurement planning or business systems.

·        Experience in the use of ICT Procurement Systems

Other requirements specific to the post

Access to appropriate transport to fulfil the requirements of the role as the post will involve travel.

Flexibility around working hours to meet service pressures.

Additional eligibility requirements:

Citizenship requirements

Eligible candidates must be:

(i)               EEA, Swiss, or British citizens

OR

(ii)              Non-European Economic Area citizens with permission to reside and work in the State

Read Appendix 2 of the Additional Campaign Information for further information on accepted Stamps for Non-EEA citizens resident in the State, including those with refugee status.

To qualify candidates must be eligible by the closing date of the campaign.

Read more about Department of Enterprise, Trade & Employment Work Permits.

Skills, competencies and/or knowledge

Professional Knowledge & Experience

Demonstrate:

•        A knowledge and understanding of Public Service Procurement.

•        A knowledge and understanding of Logistics and Inventory Management.

•        A knowledge and understanding of the health service including a basic knowledge of HSE reform.

•        A working knowledge of the operational impact of legislation pertinent to procurement e.g. EU Procurement Law; Commercial Contracts; HSE National Financial Regulations (NFR) etc.

•        A knowledge and understanding of Customer Relationship Management.

•        MS Office skills, to include: Outlook, Word, Excel, PowerPoint and/or ERP / Procurement / Supply Chain System experience.

•        Commitment to developing own knowledge and expertise.

Planning & Managing Resources

Demonstrate:

•        The ability to effectively plan and organise own work load and that of the team.

•        The ability to manage deadlines and effectively handle multiple tasks.

•        The ability to be flexible and responsive to changing work priorities and issues.

•        The ability to use their own initiative and have workable solutions in identifying and solving problems.

•        The ability to manage within allocated resources and a capacity to respond to changes in a plan.

Evaluating Information, Problem Solving & Decision Making

Demonstrate:

•        The ability to appropriately analyse and interpret information and contribute to decisions quickly and accurately as appropriate.

•        Recognises when it is appropriate to refer decisions to a higher level of management.

•        Flexibility, problem solving and initiative skills.

Team Working

Demonstrate:

•        The ability to work with a team to achieve high performance, agreed standards, realistic objectives and targets.

•        The ability to create a shared sense of purpose and unity were team members are aware of and understand their team role.

•        The ability to address staffing issues as they arise, under the direction of line manager.

•        The ability to build effective working relationships, in order to provide information and enhance services.

•        The ability to adapt and contribute to implementing change.

Communications & Interpersonal Skills

Demonstrate:

•        Effective communication and interpersonal skills including the ability to present information in a clear and concise manner.

•        Strong written communication skills.

Commitment to a Quality Service

Demonstrate:

•        An awareness and appreciation of the service user.

•        A commitment to promoting, delivering and maintaining high quality services.

•        An ability to apply process improvements to increase operational effectiveness.

•        The ability to build and maintain relationships with a variety of stakeholders.

Campaign specific selection process

Ranking/shortlisting / interview

A ranking and or shortlisting exercise may be carried out based on information supplied in your application form. The criteria for ranking and or shortlisting 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 progressing 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 in ‘bands’ depending on the service needs of the organisation.

Diversity, equality and inclusion

The HSE is an equal opportunities employer.

Employees of the HSE bring a range of skills, talents, diverse thinking and experience to the organisation. The HSE believes passionately that employing a diverse workforce is central to its success – we aim to develop the workforce of the HSE so that it reflects the diversity of HSE service users and to strengthen it through accommodating and valuing different perspectives. Ultimately this will result in improved service user and employee experience. 

The HSE is committed to creating a positive working environment whereby all employees inclusive of age, civil status, disability, ethnicity and race, family status, gender, membership of the Traveller community, religion and sexual orientation are respected, valued and can reach their full potential. The HSE aims to achieve this through development of an organisational culture where injustice, bias and discrimination are not tolerated.

The HSE welcomes people with diverse backgrounds and offers a range of supports and resources to staff, such as those who require a reasonable accommodation at work because of a disability or long-term health condition.

Read more about the HSE’s commitment to Diversity, Equality and Inclusion

Code of practice

The Health Service Executive will run this campaign in compliance with the Code of Practice prepared by the Commission for Public Service Appointments (CPSA).

The CPSA is responsible for establishing the principles to be followed when making an appointment. These are set out in the CPSA Code of Practice. The Code outlines the standards to be adhered to at each stage of the selection process and sets out the review and appeal mechanisms open to candidates should they be unhappy with a selection process.