JOB DESCRIPTION Position Title and Number: Senior Procurement Officer (100618) Grade: Department: Section: Responsible to: Responsible for: SO2 People Directorate Health, Wellbeing & Commissioning Team Manager, Procurement and Contracts Management Contracts Officers Overall Purpose of the Post: The focus of the post is to implement purchasing policy and strategy, to co-ordinate purchasing practices, to performance manage those arrangements and to ensure the quality of service or supply of equipment procured maximises value for money available to the Council from those activities. Major Objectives: 1. To assist the People Directorate in delivering its commissioning priorities and outcomes; using effectively the resources of the team, including line management of the Contracts Officer. 2. To ensure that high quality services are delivered to vulnerable adults and children and to fully participate in ensuring the safeguarding of vulnerable adults and children from harm within the local protection frameworks 3. To draft contracts and specifications as required 4. To undertake the tendering, evaluation or other procurement options, placement and monitoring of a portfolio of the Peoples Directorate contracts in accordance with the Councils policies and processes, financial regulations and strategic aims. 5. To ensure that the users of services or products are, as far possible, involved in the procurement process and the evaluation of service delivery. 6. To assist in the selection of appropriate suppliers and contractors, to promote good procurement practice with due regard to quality sustainability and value for money. Page 1 of 9
7. To participate in negotiation of contract terms on a range of contracts and memorandum of understanding, and inter authority agreements, to monitor performance against these contracts and to provide a business support service regarding providers activity to the Directorate 8. To participate in the joint commissioning procurement activities with other agencies as required by the Procurement and Contracts Manager working closely with the appropriate heads of service and operational managers of the Peoples directorate. 9. To actively promote the procurement management function within the Peoples Directorate including the development and understanding of the role to assist and support staff in the Peoples Directorate 10. To work with all providers to continually improve the performance and quality of the services they deliver and ensure positive relationships are maintained with providers. 11. To proactively ensure that the most recent legislation, guidance and best practice is incorporated into the Directorates contracts and any implications of changes and their possible effects are advised to the relevant managers for their consideration. To have up to date knowledge of related procurement legislation including UK and EU regulations for public procurement. 12. To assist in any reviews which may be required within the Council and to support and undertake projects and report findings and make recommendations to support change of policy or develop strategic aims as required. 13. To represent or deputise for the Procurement and Contracts Manager as required. SUMMARY OF JOB TASKS: Provider liaison Drafting and negotiation of contracts Contract management and monitoring Procurement business support function to Peoples Directorate Joint commissioning involvement Research and advisory Analysis and evaluation Probity Principal duties and responsibilities: 1. To apply the policies established by the council and adopt them accordingly into a pragmatic business strategy Page 2 of 9
2. To consider the sustainability issue in purchasing and respond to the need to improve awareness of providers performance and delivery of services 3. To ensure that any advice given includes an opinion on the best value for money available including reference to quality, service and price. 4. To understand and comply with legislation and regulations including Standing Orders and Financial Regulations and to ensure probity in all transactions. 5. To be aware of the EU Procurement Directives and to interpret their requirements when considering the necessary procedures for establishing contracts. 6. To maintain a database of contracts and contracts activity 7. To ensure all contracts and the performance management of such apply the best practice, regulatory requirements and guidelines for that contract service. 8. To ensure that the Council has a good understanding of local supply capabilities and provides opportunities for local businesses and social enterprises. 9. To understand and monitor market conditions and to recognise the implications they have in considering the best value for money. 10. To be aware of one council issues, being instrumental in information sharing and developing a corporate approach to contracts where possible 11. To respond and provide options and suggestions which assist in finding the most suitable arrangements giving consideration to the council s and directorates objectives and priorities and understanding their business and requirements for service delivery. 12. To administer the tendering routines such as programming, advertising, analysing, evaluating and award. 13. To prepare tender documents, draft contract clauses, assist in finalising specifications, and references to performance requirements suitable for the contracts in question. Apply suitable evaluation criteria including all quality aspects, levels of service, reliability, references, qualifications, capacity and management. Compare offers in a meaningful and accurate way, taking into account the whole life total costs to the Council. Apply evaluation methods and techniques which illustrate the options available and provide recommendations for guidance. Page 3 of 9
14. To conduct regular price and service performance reviews and deal with any aspect of non-performance. 15. To conduct Benchmarking and Savings reviews in order to demonstrate best value. 16. To document contractual issues which may subsequently be used to prepare a case for termination or other remedial legislative actions. 17. To obtain, co-ordinate and assess information for the development of inter authority contracts to help agree common standards and methods of contracting between authorities. 18. To review specifications to determine realistic criteria and where necessary suggest alternatives or amendments to reflect best practice.. 19. To maintain market intelligence through contact with senior staff in many organisations and independent sources of information to give the widest choice of options possible. 20. To recognise unusual or irregular circumstances occurring within contracts and report to line manager for further investigation. 21. To advise providers and potential providers on the requirements of the Council and the appropriate methods of supplier selection and fair competition. 22. To use comparative data to check the general competitiveness of any contract arrangements. 23. To investigate any complaints and concerns relating to providers Page 4 of 9
STANDARD CLAUSES 1. Training You will keep under review the training and developmental needs of staff, keep yourself informed of current issues and be alert to Rutland County Council s and other relevant bodies training programmes and policies. 2. Welfare You have a responsibility for staff welfare, guidance and support in conjunction with Human Resources and other appropriate staff. 3. Health and Safety You will take reasonable care for your health and safety and that of other persons who may be affected by the performance of your duties. Where appropriate you will safeguard the health and safety of all persons and premises under your control and guidance in accordance with the provisions of Health and Safety legislation and Rutland County Council s and Departmental codes of practice and procedures. You will exercise proper care in handling, operating and safeguarding any equipment, vehicle or appliance provided, used or issued by the Council or provided or issued by a third party for individual or collective use in the performance of your duties. 4. Equal Opportunities You will uphold Rutland County Council s Equal Opportunities policies and practices in accordance with the Council s Equal Opportunities Statement and Equality Scheme, to ensure the promotion of fair and high quality services to all. 5. Customer Care You will promote and deliver fair and high quality customer care services that are sensitive and responsive to customers and in accordance with Rutland County Council s Customer Care Policies. You will ensure efficient and effective implementation of customer care policies by staff whom you supervise. 6. Financial Management To be aware of your responsibilities under the constitution of the Council relating to financial and contract procedural rules. To manage the budgets assigned to you in accordance with financial and contract procedure rules. Page 5 of 9
7. Technology Where appropriate you will work with computer and other new technology and associated systems as required and support staff in its use. 8. Political Restriction Under the Local Government and Housing Act 1989, this post is classified as a politically restricted or sensitive post. Holders of such posts are disqualified from seeking election to or being a Member of the House of Commons, the European Parliament, or a Local Authority, other than a parish council. 9. Risk Management Responsibility You will take reasonable steps to ensure awareness of corporate and operational risk that impact on, or might be impacted on by the work undertaken by yourself, or by persons under your control or guidance. Where appropriate you will ensure that appropriate and effective action is taken to mitigate those risks. You will ensure that persons under your control or guidance are made aware of, and understand both risks impacting upon them and any mitigating actions required of them. 10. Environment You will ensure the impact of your work on natural resources is minimised in line with the Council s commitments to ensure efficient and effective use of natural resources and to reduce negative impacts on the environment within its operations. 11. Other duties This job description indicates the main areas of activity of this post. From time to time, however, other tasks/duties may be required but these will fall within the general areas of responsibility and grade of the post. Any changes which are of a permanent nature will, following consultation with you, be included in the job description in specific terms and will be formally issued to you. Page 6 of 9
JOB REQUIREMENTS CRITERIA ESSENTIAL DESIRABLE *METHOD OF ASSESSMENT QUALIFICATIONS /TRAINING/ EDUCATION NVQ level 3(or equivalent) relevant qualification (Note: relevance is considered to cover areas of social science, social care, health care, planning management, business) A,D,I EXPERIENCE / KNOWLEDGE Commissioning services and contract management Project management Knowledge of current legislation and policy Understanding of information skills and technology Ability to work in policy and legislative framework Understanding of performance management frameworks Experience of implementing changes to business processes Experience of procuring services for vulnerable individuals Knowledge of contract law Experience of contract drafting Page 7 of 9
JOB REQUIREMENTS Continued SKILLS CRITERIA ESSENTIAL DESIRABLE *METHOD OF ASSESSMENT Ability to evidence communication and analytical skills in written reports, prepared to a high standard and on complex subjects Monitoring contract compliance Ability to meet deadlines Highly motivated and committed to the values and priorities of the local authority Ability to communicate clearly across all levels of relevant organisations, both verbally and in writing Ability to consult and/or communicate with vulnerable families and or children and young people Performance management of contracts Liaison and negotiation skills with a range of professional staff and providers Ability to work in a relatively independent manner, on own initiative and without close supervision Ability to make effective use of IT EQUAL OPPORTUNITIES An understanding of, and commitment to Equal Opportunities and the ability to apply this to strategic work and day I Page 8 of 9
JOB REQUIREMENTS Continued OTHER to day situations A flexible approach to working, including outof-hours, and an ability and willingness to travel to various locations * A = Application Form D = Documentary evidence I = Interview T = Test NOTE: These requirements must be reviewed each time this post becomes vacant. The reviewing officer must sign below. If changed, please submit both the original job description and amended job description to Human Resources. DATE CHANGE - YES/NO PREPARED BY (Name & Position Title) 9 March 2011 Janet Bilby Head of Business Support- People Page 9 of 9