Procurement & Supply Chain Analyst Position Description

Transcription

1 Date: 12 January 2016 Job Title : Procurement and Supply Chain Analyst Department : Finance and Corporate Location : Shea Terrace, Takapuna Reporting To : Deputy CFO Direct Reports : N/A Functional Relationships with : Internal General Managers Operation Managers Clinical Leaders Finance Managers Stakeholders WDHB employees Supply Chain Manager Charge Nurse Managers External WDHB suppliers Other Northern Region DHBs Support Service Agencies Health Alliance Our Purpose, Values and Standards At the heart of Waitemata DHB is our promise of better care for everyone. This promise statement is the articulation of our three-fold purpose to: 1. promote wellness, 2. prevent, cure and ameliorate ill health and 3. relieve the suffering of those entrusted to our care. At the heart of our values is the need for all of us to reflect on the intrinsic dignity of every single person that enters our care. It is a privilege to be able to care for patients, whānau and our community, a privilege that is sometimes overlooked in our day to day work. Our standards and behaviours serve as a reminder to us all about how we are with our patients and with each other. Waitemata District Health Board JOB DESCRIPTION - Procurement & Supply Chain Analyst Page 1

2 Purpose of the role : The Finance and Corporate Services team is responsible for ensuring WDHB maximizes benefits from procurement strategies and ensuring that supply chain operates effectively across the DHB operations. This role will work as part of the Finance and Corporate Services team and will be critical to ensuring the team achieves its procurement and supply chain objectives. Primary Function: The key tasks for this role are: 1. To assist in the evaluation of all Procurement opportunities offered to WDHB by healthalliance, Ministry of Business, Innovation and Employment (MBIE) and Pharmac against the current WDHB spend. An assessment of the likely impact on the DHB along with recommendations to be provided to the appropriate service(s) within the WDHB. 2. To analyse procurement spend within the WDHB to ensure that: The WDHB maximises the benefit of the negotiation, and any required changes in process have been implemented That the appropriate user groups have visibility of the negotiated terms and conditions through development of reporting and dissemination of information The WDHB is implementing the most effective procurement strategies 3. To assist the team to implement the procurement projects associated with the annual savings programme to ensure that the savings target are realised. 4. To prepare material to enable the Implementation Committee to assess whether to introduce, replace or substitute clinical products 5. Although the team primarily manages the programme of work rather than individual projects, there will be a requirement to manage smaller projects particularly those associated with local WDHB procurement initiatives. 6. The role may be assigned a number of non-clinical categories of spend to manage such as travel, non-clinical forms and stationary. These categories are linked to savings targets. This list may be altered from time to time to reflect budgetary imperatives. 7. To identify, document and implement process improvements. 8. To undertake other activities arising from projects as appropriate. 9. To work effectively with stakeholders, clinical, service managers and other project teams. Clear and consistent communication with all parties is essential. 10. To work closely with both the WDHB Supply Chain and Procurement team members, and also with other supply chain and procurement staff within the Northern Region Auckland, Counties Manukau and Northland DHBs. Waitemata District Health Board JOB DESCRIPTION - Procurement & Supply Chain Analyst Page 2

3 KEY TASKS Supply chain and procurement Analysis and Reporting Project Management Stakeholder engagement and values driven culture Statutory & Treaty of Waitangi obligations EXPECTED OUTCOMES Be able to assess procurement opportunities through to implementation Manage non clinical cost centres e.g. non clinical forms to achieve best utilization of investment, and reduced expenditure Assist Services to achieve desired procurement outcomes Work with other team members to problem solve, and deliver best practise procurement and supply chain outcomes for WDHB Bring procurement projects to fruition. Able to prepare and understand financial reporting and analysis, using large datasets Be a confident report and business case writer preferably with experience of the health sector requirements Able to take accurate minutes which are a true reflection of the meeting and support decision making Able to assist the stakeholder and subject matter experts to create appropriate communication and educational material When leading a project, the role will be accountable for the overall project plan, stakeholder engagement, project management, providing progress updates, managing and mitigating project risks, communications, managing timelines, budgets, implementing key service changes/service improvement initiatives and working with key stakeholders in ensuring project deliverables are achieved. Provide regular status reports to the appropriate management structure The team exists to support the WDHB stakeholders in the procurement and supply chain activity. This must be central to work practise and decision making of this role Ensures the professional and political integrity of WDHB by carrying out all functions in compliance of the Treaty of Waitangi and by demonstrating a serious commitment to keeping the treaty alive. Shows sensitivity to cultural complexity in the workforce and patient population Waitemata District Health Board JOB DESCRIPTION - Procurement & Supply Chain Analyst Page 3

4 PERSON SPECIFICATION POSITION TITLE: Procurement and Supply Chain Analyst Minimum Preferred Qualification Relevant Tertiary qualification An appreciation of Commercial realities Procurement or Supply Chain qualification or equivalent experience Clinical experience and or qualification Experience Experience working with large datasets Experience in implementing complex procurement projects Experience in all aspects of project work Highly skilled in MS Office suite of tools Highly analytical, numeric and literate Able to communicate complex ideas simply Previous experience in putting together business cases and reports Experience in hospital operations environment or corporate environment Experience in Government rules of sourcing Systems and process review experience Exposure to ERPs preferably Oracle Presenting training material to users and stakeholders Skills/Knowledge/Behaviour Be a self-starter, high degree of initiative and perseverance to follow through procurement projects and initiatives with commitment to completion The right aptitude and attitude to seek new ideas and solutions but to work within the WDHB and Ministry of Health framework Highly literate and numeric. Is analytical, able to deal with concepts and complexity comfortably. Able to communicate with all levels and break down complex concepts into easily understood training material and reports Has a high level of integrity, is seen as a direct, truthful individual, doing what they say they will do, maintaining confidence of staff and of patient information, admits to mistakes, doesn t misrepresent him/herself for personal gain Waitemata District Health Board JOB DESCRIPTION - Procurement & Supply Chain Analyst Page 4

5 rewrite A team player uses diplomacy and tact, can diffuse hightension situations comfortably, someone who respects other s opinions and behaviour, even if disagreeing with them Compassionate - Puts patients first in all considerations recognising the core purpose of the organisation Ability to think outside the box Ability to communicate with people at all levels. Calls for clear communication about goals, responsibility, performance, expectations and feedback Ability to prioritise and meet deadlines CRITICAL COMPETENCIES COMPETENCY DESCRIPTION Ability to Learn Accepts new ideas; assimilates new information; applies that which is being learned. Knowledge of procurement and supply chain principles Possess an in-depth understanding of procurement and supply chain systems and processes that are being redesigned and the scope of work for each sub-project Able to support operational managers to consider change management issues and implementation arising from any recommended changes to systems and processes. Project and team management skills The ability to work effectively with all levels of management; providing detailed guidance to project team members. Able to handle difficult, ambiguous and complex situations Planning, monitoring and organising skills Develops action plans to accomplish goals, establishes timeframes and allocates resources. Able to manage changing priorities. Quantitative Analysis Able to sort through complex information quickly to reach sound conclusions Sees the long term impact of decisions Demonstrates an ability to identify and Quickly reasons through ambiguous and conflicting assess key issues and make good data to expose the real issues and salient facts judgements and decisions Researches and evaluates relevant information to contribute to decisions and strategy development Analytical skills The ability to translate process and design concepts into practical solutions and manage a team to deliver this. Able to analyse procurement and financial data to understand patterns and trends and to present in the format that supports stakeholder decision. Waitemata District Health Board JOB DESCRIPTION - Procurement & Supply Chain Analyst Page 5

6 Knowledge of clinical practices and processes within ADHB Procurement & Supply Chain Analyst Demonstrates an understanding of the processes and tasks undertaken in various clinical environments at ADHB. Communication and interpersonal skills Actively listens, drawing out information and checking understanding. Expresses information effectively, adjusting language and style to the audience. Able to provide a clear overview of the project system and process to key stakeholders; and (at both a conceptual and practical level) identify how the project will support the business to achieve its goals. Waitemata District Health Board JOB DESCRIPTION - Procurement & Supply Chain Analyst Page 6