Role Profile. Contracts Manager, Procurement Unit, Finance Department

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1 Role Profile Role Title Purpose of the Role Department/Directorate Reports to: Grade Contracts Manager, Procurement Unit, Finance Department To provide general advice, support and guidance in the area of public procurement regulations and contract law. Finance Department Reports directly to Procurement & Commercial Services Manager VII Salary Scale 47,015-61,417 (inc. LSI X2) Job Reference Number: /15 Enquiries To: Mr Betty Murphy, Procurement & Commercial Services Manager. Phone: Closing Date: Friday 25 th September 2015 Job Purpose: The role will be responsible for: Overseeing robust legally compliant tendering procurement processes for goods, services and works and by negotiating and drafting value for money legally binding agreements which protect the hospitals commercial and operational interests. Providing general advice, support and guidance in the area of public procurement regulations and contract law. Responsibility for the development of effective and credible working relationships and for the implementation of a variety of Procurement initiatives and action plans that positively influence patient and staff experience within the directorates and departments across the hospital. Supporting the Procurement of Goods, Services and Works Under the general direction of the Procurement and Commercial Manager, act as the focal point for the provision of Procurement advice and support to assigned Directorates / Non-directorate Departments Provide advice and support to the areas in the interpretation and application of third party contract terms and conditions and procurement policies and procedures. Conducting due diligence checks on third party providers in partnership with relevant stakeholders. Conducting commercial assessment on third party Provider commercial proposals Advise managers on good practice with procurement processes, assist colleagues with procurements as appropriate ensuring a consistency of approach Chairing multi-disciplinary steering group meetings Assist in the development and/or review of tender documents, contract documents and service level agreement to meet service needs. Ensure contract close-out, extension or renewal. Page 0

2 Identify non-pay cost savings opportunities and drive cost containment programmes. Maintaining a centralised contracts database, contractual records and documentation and control of all contract Develop and be an advocate for ethics in Procurement. Developing Planning and Measurement Functionality Assist in the development, implementation and maintenance of appropriate systems to facilitate effective Procurement planning and decision-making. Work in close cooperation with the other members of the Procurement Team in collating, analysing and interpreting Procurement performance management data Continuously develop leaner methods of conducting procurement processes To observe strict rules of confidentiality on any information gained as part of a tender process and / or project Developing vendor management programmes in coordination with contract owners and corporate managers. Lead on large scale vendor negotiations Work with stakeholders in other public agencies to further the Hospitals achievement of quality, compliance and value for money in the goods, services and works in procures. Contributing to Organisational Quality Improvement Work with Directorate / Non-Directorate Departments to ensure they fulfil responsibilities with regard to public procurement regulations and guidance. Work in close cooperation with the other members of the Procurement Team in the design, development and / or implementation of Procurement quality initiatives Adhere to all relevant National / EU Legislation Monitor, evaluate and where appropriate audit compliance with hospital and departmental policies. Work with Finance to ensure adherence to broader finance and risk requirements such as revenue recognition and pricing and discounting policies Representing the Head of Procurement Attendance at committee meetings (internal and external) on his/her behalf Participation on procurement steering groups as Procurement and nominee Participation on project and / or Investigation teams as required Presentation at workshops or hospital training forums if required. Engage in continuous professional developmental activities consistent with the seniority of the position. Handle on-going issues and change management Page 1

3 **The above Role Profile 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. Academic/Professional Qualifications and/or relevant Experience Required: Diploma / Bachelor s degree in procurement or business related field A minimum of 3-5 years at a senior level in the public or private sector operating in a commercial and / or procurement capacity. A strong business and commercial background with experience of high level commercial and contractual negotiations, experience of formulating cost containment strategies. Desirable: Postgraduate specialist or master s degree relevant to the post *Qualification from outside the Republic of Ireland must be validated by the Department of Health. Technical/Clinical Competencies Required: Numerical analysis skills Negotiation and presentation skills Market and business analysis skills Documentation and report writing/computer skills Excellent communication skills both verbal and written Proficient in the use of Word, Excel, Power point and Outlook Desirable: Knowledge of Healthcare sector, public or private Business Enterprise Planning System experience SJH Behavioural Competencies Competency Required Level Required The following Descriptors are a further clarification of the behaviours required. Candidates should use these descriptors as a guide when assessing their suitability for this role and also when preparing an example of where they have demonstrated this competency in the past for inclusion in the required Application Form. Professionalism Leadership Problem Solving and Decision Making Is an advocate for Hospital by consistently projecting a professional image Demonstrates and encourages a strong work ethic Is transparent acts with integrity Embraces organisational change initiatives Shows strong initiative Able to bring new ideas / initiative to fruition Motivates and encourages others to achieve goals Distils down through complex information to identify root causes of problems / issues Recognises and identifies patterns and trends when assessing spend analytics Page 2

4 Planning and Organisation Communication Team Player Continuous Learning and Development Anticipates issues / opportunities and implements appropriate measures accordingly Planning and organisation skills Ability to manage multiple projects. Can multi-task without losing focus Ability to manage to effectively prioritise and plan own workload and remain outcome orientated. Ability to plan against a timeline and meet deadlines. Ability to develop positive working relationships both internally and externally Ability to influence people and use influencing skills to deliver results Skilfully mediates conflict situations creating win-win scenarios Utilises teams strengths and attributes in achieving goals Is open and approachable to discuss issues Seeks to expand duties and responsibilities, works outside personal comfort zone Uses professional bodies to improve knowledge and resources Is self-directed in terms of learning and professional development Uses initiative and change processes when necessary Creates a learning environment Competency Desirable Organisational Knowledge Level Required Appropriate Descriptors Is informed on Health Service trends, nationally and internationally Familiarity with Irish health structures, services and processes Experience of working in the Irish Health System Proficiency in the English language A level of proficiency in the English language, written and spoken, is a requirement of all roles within St. James s Hospital. You will be required to self assess your proficiency level in the Standard Application Form. In addition, your proficiency in spoken English will be assessed during the interview process appropriate to the role available. Particulars of Office 1. The appointment to this post will be whole time permanent & pensionable 2. Annual Leave allowance is 24 days. Please note that annual leave allowances may be amended in line with directives from the Department of Public Expenditure and Reform in accordance with the Standardisation of annual leave and related allowances in the public sector. 3. The person appointed must not give less than one month notice, in writing, of intention to resign. 4. Normal working hours will be 37hrs per week 5. You will be required to work the agreed roster / on call arrangements advised to you by your line manager. Your contracted hours of work are liable to change between the hours of 8.00am - 8pm over seven days to meet the requirements for extended day services in accordance with the terms of the Framework Agreement. Page 3

5 General Conditions 1. The Hospital Board will not be responsible for the loss or theft of personal belongings. 2. Fire orders must be observed and staff must attend fire lectures annually. 3. All accidents within the department must be reported immediately. 4. In accordance with the Safety, Health and Welfare at Work Act 2005, all staff must comply with all safety regulations. 5. St James Hospital will be a smoke free Campus. Smoking will not be permitted on Hospital grounds. Confidentiality In the course of your employment you may have access to or hear information concerning the medical or personal affairs of patients and/or staff, or other health services business. Such records and information are strictly confidential and unless acting on the instructions of an authorised officer, on no account must information concerning staff, patients or other health service business be divulged or discussed except in the performance of normal duty. In addition records must never be left in such a manner that unauthorised persons can obtain access to them and must be kept in safe custody when no longer required. 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. Infection Control & Hygiene It is the responsibility of all staff across the hospital to ensure that infection control and hygiene standards are adhered to and maintained at all times. Recruitment Process Approval to Hire (VAF process) Hiring Manager Role Profile Advertising Application Process (Standard Application Form) Shortlisting of Candidates will be based on information provided in Standard Application Form Interview Process All applicants who move to the 2 nd stage of the Selection process (i.e. post interview) will be subject to Reference Checking X 2, Self Declaration, Garda Clearance and Occupational Health Screening (Questionnaire) All external successful candidates who take up appointment will be required to attend a 1 week Mandatory Induction Programme. For External Applicants: The Application Form is available under Administration Posts section of Careers webpage. Alternatively, please contact the Human Resources Directorate for an application form, Ph: or Please note closing date Friday, 25 th September 2015 for receipt of completed application forms. C.V.s will not be accepted. A panel may be formed from which future vacancies will be filled St. James s Hospital is an Equal Opportunities Employer Page 4

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