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  1. 1. SUPPLY CHAIN PROJECT MANAGER 1. JOB DETAILS Job Holder: Vacant Job Title: Supply Chain Project Manager Accountable to: Divisional Operations Director Division/Directorate: Divisional Operations Grade: Band 8A/B (subject to AfC assimilation) Location: North West Basis: Permanent 2. JOB PURPOSE To develop and lead innovative service delivery improvements, across multi- organisations, through effective programme management and implementation of efficient and effective strategic sourcing and supply chain projects within: social, primary, secondary and tertiary care and associated designated market(s). Meeting customer requirements by providing ground-breaking solutions that demonstrate best value across participating organisations. Promoting integrated alignment of strategic aims and policy objectives, thereby ensuring stakeholder and customer commitment with sourcing plans is compliant over the long term. Future proofing contract decisions by conducting robust research and fact based market intelligence to support the adoption of innovation, evaluation and introduction of new and emerging technologies. To re-engineer the supply chain through delivery of specified projects to maximise benefit generation including cash releasing savings for NHS Trusts, establishing links, interfaces and integration with processes and systems in the Health Economy and complying with a Supply Chain and IT enablement strategy. To present the CPH as progressive, proactive, responsive and innovative in order to generate innovative solutions, by working collaboratively, especially in opportunity assessment, with stakeholders to influence choice, prioritise change and deliver savings, process improvement and product standardisation - driving costs down and quality/service up. 3. DIMENSIONS The post-holder will work with stakeholders within both the CPH and Trusts including executives, stakeholders, customers, patients, procurement negotiators and operational staff. Optimising influence on procurement spend requiring a commercial transaction with an average portfolio value of over £150 million.
  2. 2. Responsible for project management of supply chain projects with a benefits potential across all 40+ member organisations. Savings from supply chain projects are generally not quick delivery except for one-off stock reductions but could be in the order of £10-15m per annum in a typical regional health economy. Supervises staff assigned to projects by either CPH or member Trusts including Purchasing Assistants, Receipt & Distribution and materials management staff. Involved in national procurement collaborative initiatives to define supply chain e- enablement requirements 4. ORGANISATIONAL ARRANGEMENTS The Hub is an agency of North West Ambulance Service NHS Trust, acting as the host organisation for the Hub. The host provides the legal framework and supporting services under which the Hub operates. The post holder will be accountable to the Divisional Operations Director Chief Executive | Divisional Operations Director I Supply Chain Project Manager (this post) | CPH/Trust assigned project staff 5. SKILLS, KNOWLEDGE AND EXPERIENCE Professional Qualifications  MBA or equivalent  Membership of CIPS or  Membership of Institute of Transport and Logistics or appropriate professional institute  Degree or Equiv  Management Training Course Experience  Significant Senior level experience in a Supply Chain/Operations environment including Purchasing  Senior management level  Proven track record of management of change at senior level  Significant Planning, Performance and Implementation including interpretation of broad policy to local implementation  Significant demonstrable experience of managing programmes and projects delivering significant change and Performance Management  Financial/Budget management experience  High communication ability to the level to understand and impart wide range of highly complex, sensitive and specialist information that maybe highly contentious and will have barriers to implementation across many Version 1 2 October 2006
  3. 3. organisations, with the ability to deliver to diverse audiences/environments at all levels to effect significant change.  Understand and be able to manage the effects of change.  Personal commitment, enthusiasm and professional drive to lead and innovate.  Effective management of staff including ability to harness and develop team and successfully resolve conflict.  Project management experience  Electronic stock management systems design, database management, automated stock control and materials management Knowledge of:  e-Commerce systems application  Supply chain systems design & application – eg automation, stock control, RFID, material management, data capture tools etc  Basic knowledge of Finance systems, eg Oracle 11i etc  Basic knowledge of infrastructure and IT Support management  Corporate Governance and performance management  Fraud and Security management  Wider Health Economy agenda and how it aligns with local strategy  Contract placement and management  Materials management processes (ward and department top-up services)  Receipt and internal distribution of supplies  Prince 2 or equivalent project management methodologies  Ergonomics – physical movement  Health & Safety Assessment/Training  Management of delays and returns (variances)  Risk Management and risk assessment techniques  COSHH and Material Handling Legislation  Transport and materials handling equipment legislation  Data Protection Legislation  Freedom of Information Act  EU and IT Procurement Regulations 6. Role Profile Supply Chain Re-engineering  Works with key stakeholders to create an implementation roadmap for supply chain projects that address supply chain demand capture and delivery systems and resources required to support business case and milestone delivery dates.  Reviews existing and devises new supply chain processes to improve overall supply chain efficiency and effectiveness.  Establishes links, interfaces and integration with supply chain systems across Version 1 3 October 2006
  4. 4. the Health Economy.  Drives re-engineering of the supply chain to minimise stock levels, maximise the flow of goods, minimise physical effort and reduce health safety risks, improve security of goods in transit and in storage, minimise risks to patients and visitors and minimises impact on the environment.  Works with other functions such as Pharmacies, Estates & Facilities, PFIs, Sterile Services, Linen Services, Catering Services, Waste Collection and Portering to devise and implement transport and movement strategies to minimse waste, reduce impact on the environment, reduce costs, improve performance and efficiency and coordinate activities to minimise disruption.  Develops strategies and systems in partnership with suppliers to reduce costly processes for both parties ie. reduced frequency of deliveries, just in time, reduced ordering and invoicing activitiy, simpler receipting/checking systems, reduced packaging and waste, improved goods handling etc.  Ensures risk assessment and risk management reports are undertaken for the supply chain service. Strategy Development and Implementation  Leads implementation and contributes to development of an integrated Supply Chain strategy, including e-enablement, and plans across constituent organisations, ensuring appropriate structures are in place to achieve the plan.  This ensures users have access to effective IT tools to manage stock at ward and department level, requistioning tools and technologies, demand capture tools, goods tracking tools, utlisation databases, patient identication/usage records, RFID (radio frequency identification device) applications, bar code reading systems, automated stock replenishment  Ensuring that new enablement technologies are identified, assessed, procured and implemented where appropriate  Ensuring that all electronic requisitioning, top-up, replenishment and ordering systems are operated within the authorisation limits of individual members of staff and their managers  Develops data strategies for the supply chain, deciding on what data is required to track usage, capture demand, track benefits, assess process costs, assess workload costs and physical impct measurements to support the business, making it accessable to meet the requirements of the organisation in a timely manner, and utilising that data to provide the appropriate business intelligence for the Trust and Hub teams.  Identifies projects and provides leadership and direction for supply chain projects, ensuring projects are delivered to time, quality and budget.  Ensures operational systems achieve service levels agreed with end users, managing the support and ongoing development of CPH systems in place.  Ensures that all supply chain strategies and processes, requisitioning, ordering, receipting, storage, re-issuing and usage systems meet the highest levels of controls to ensure compliance with Corporate Governance for all member trusts and their Standing Financial Instructions (SFIs) and Standing Orders (SOs). This includes for example, systems for single action waivers and authorisation levels. Provides reports and reviews for trust Audit Version 1 4 October 2006
  5. 5. Committees and supports the Internal and External Audit teams in any audits and investigations.  Works with the Security and Fraud teams in each member trust or organisation to devise and implement security strategies with respect of the secure procurement and safe movement of goods through the supply chain. Financial Performance  Identifies and agrees financial plans for Supply Chain projects and develops forecasts for resources and budgets for the financial year, providing sufficiently detailed forecasting so that the appropriate budgets and resources are available to deliver the project  Identifies and agrees benefits targets for all supply chain projects with Divisional Operations Director and Trust Finance Directors  Drives supply chain financial performance monitoring across the Health Economy to ensure all information on volume usage, demand trends, delivery data, uptake and compliance against contracts, benefit tracking etc is provided in a timely and accurate manner. Research & Development Considerable research and development activity is required to develop projects and strategies which include other health organisations, governmental and non governmental organisations. Key activities are outlined below:  Conducts customer satisfaction surveys about the success of the supply chain systems  Audits interface transactions between systems and react accordingly  Works with PASA and purchasing authorities on the next generation of supply chain technologies that will be used throughout the NHS  Researches supply chain technologies and streamlining concepts and how they effect working practices such as RFID and the impact on patient treatment episodes  Tests new supply chain technologies, hardware and upgrades  New supply chain system upgrades and development testing such as new web based portal systems  Assist in other aspects of the organisation’s business as and when required to support the organisation’s objectives, goals and values. Build Collaborative Relationships • To provide a conduit in the provision of a highly efficient and effective supply chain service to stakeholders within and across multi-organisations. Liaising nationally and regionally to deliver better value in the management of key markets. • Politically astute to develop robust networks that deliver sustained influence and embedded change. • Horizon scans to identify emerging technologies, systems and supply chain processes and non/clinical innovations that may provide a positively differentiated quality, cost or patient outcome. • Develops and improves relationships with stakeholder departments by proactively understanding wants and needs to implement co-created innovative solutions. Version 1 5 October 2006
  6. 6. • Develops productive ongoing relationships with Executive Directors, stakeholders, clinicians, patients, customers and suppliers. • Maximise commercial opportunities through regular contact with customers, stakeholders, suppliers and operational staff, to develop market, supply chain and category group knowledge. • Influences stakeholders, patient(s) groups and customers to standardise on the use of sourcing group products, dealing with conflict to ensure sustainable compliance. • Promotes cost effective solutions through inclusive enablement processes, to maintain contract compliance with ‘best buy guide’ product/service category and market plans. • Develops and builds a comprehensive knowledge bank for designated market(s) • Proactively manages and comprehensively controls, with assured objectivity, the approval of new item/supplier requests, including the evaluation of new products/services • Develops networks with colleagues in other Hubs, Confederations, PASA, and other agencies • Presents, explains and defines highly complex commercial and contentious information in support of influencing difficult executive level decisions across multi-organisations • Advises Executives, Senior Managers, Clinicians and service users on all aspects of the procurement process, public procurement and European Union Legislation, ensuring probity and corporate governance is maintained. Approach to Integrated Procurement • Develops and implements policies and strategies to align sourcing activity to reflect the changing needs of patients, stakeholders, customers and market forces with NHS policy. • Develops supplier relationships to enhance performance and deliver strategic impact through the adoption of innovation • Manages markets, suppliers and product research activity to inform strategic and tactical objectives, including the evaluation of new products. • Identifies appropriate economies and ‘cost out’ opportunities from product standardisation and demand aggregation initiatives. • Responsible for managing a portfolio of complex categories of goods and services working with stakeholders to ensure costs are aligned to cross- functional budgets, meeting the needs of the LDP and cost improvement initiatives. • Promotes the adoption of emerging better practice endorsed by the Patient Safety Agency. Management of Organisational Activity • Conducts opportunity assessments and plans projects covering major areas of spend on behalf of multiple organisations to deliver significant cash releasing and other benefits while ensuring sustainable quality and value. • Uses initiative to improve results, share good and better practice and develops team working through training, mentoring etc • Sets and monitors appropriate collective and individual project-specific targets and performance indicators. • Monitors own service provision to customers against agreed objectives and quality standards. • Audits supplier performance and develops best value process improvements Version 1 6 October 2006
  7. 7. on a recurring basis, sharing findings with colleagues, other Hubs, PaSA, and other NHS government/agencies. • Encourages and supports team working between category teams, system re- engineering specialists, suppliers and staff throughout the supply chain. • Liaises with the NHS Institute of Innovation and Technology, Regional Development Agency, HTA, HITF, ABHI and other related agencies. Sourcing Development • Plans and undertakes effective product performance reviews (clinical and economic evidence based) with Executives, managers, patient groups, customers, stakeholders and suppliers. • Influences and manages the preparation of specifications, invitations to tender and quotations to meet project plans. • Ensures all sourcing activity complies with relevant legislation, policy and procedures and proposes changes when necessary. • Manages the whole system – integrated care pathway - ensuring all equipment and revenue items are compatible to drive efficiency within life cycle value analysis. • Develops the use of information technologies to improve purchasing and supply performance, support electronic purchasing, e-auctions and other sourcing and evaluation tools • Integrates market categorisation across the NHS in support of, or to lead market management initiatives. Change Management • Embraces the Hub’s and stakeholder co-created mission, vision, values, project way of working and ‘achievement through co-operation’, to support the team’s transformation in achieving supply chain excellence. • Has delegated authority to act in agreeing and prioritising projects to achieve strategic aims and enhance operational efficiency • Identifies key stakeholders, potential barriers, facilitators, risks and resource requirements to drive change. • Maintains an overview of all projects within designated markets and associated networks, briefing Executives or Senior Management on interdependencies, risks, issues and progress. • Drafts project opportunity assessment group objectives and implements gateway review stage(s), briefing the sourcing team on respective roles, responsibilities and accountability. • Evaluates the effectiveness of change including benefits realisation tracking, routinely producing an end of project report or case study. • Influences stakeholders and suppliers to provide innovative solutions including the re-engineering of business processes to meet customer needs, relating to ‘quality’, ‘cost’ and performance targets across the patient pathway and associated supply chain. 7. KEY RESULT AREAS − Delivers against core annual objectives agreed with the Executive team. − Ensures that shareholder requirements are understood and met by the strategy and annual plans. − Ensures that the Hub is fully integrated with the operational and strategic Version 1 7 October 2006
  8. 8. needs of the health economy. − Designs an operational supply chain development strategy, enabling the Hub to continue to deliver benefits for the health economy over the longer term. − Secures commitment of the clinical community to support the alignment of mutually accountable objectives. − Establishes the Hub as the centre of supply chain excellence within the health economy. 8. COMMUNICATIONS AND WORKING RELATIONSHIPS The Post Holder will work with relevant staff from: − NHS organisations within the region − Department of Health − NHS Purchasing and Supply Agency − NHS Supply Chain − Other collaborative organisations − Patient Safety Agency − Government departments and other agencies − Suppliers and their Trade Associations − Development Agency and related organisations − NHS Innovations Hub 9. GENERAL TERMS AND CONDITIONS The post is offered on a permanent basis. 10. JOB DESCRIPTION AGREEMENT (including the attached person specification) Job Holder’s Signature Manager’s Signature: Date: Version 1 8 October 2006
  9. 9. Supply Chain Project Manager Personal Specification ATTRIBUTES ESSENTIAL DESIRABLE • Registered full Member of the Chartered Institute of Purchasing MBA QUALIFICATIONS and Supply (MCIPS) & • Full UK driving licence TRAINING • Business degree or equivalent • Highly significant senior management/strategic role working in a in a complex organisation • Recognised continuing professional development at Masters level • Evidence of change and relationship management, behavioural science and programme management training at an advanced level Highly developed specialist knowledge of: Health economics SPECIFIC • Research, knowledge and information management International trade KNOWLEDGE • Strategic sourcing & SKILLS • Innovation and intellectual property • Health & Safety • Procurement law • Cost and price management • GATT and EU procurement • CE registration and classification • UN global standards • Supplier/Market management • Change management • Customer relationship management • Team based working • Production of policies and procedures • IT literate in procurement systems • Microsoft applications, contract and compliance monitoring tools • Product and equipment evaluation techniques • Supply chain networks • Business acumen and the ability to influence and manage commercial opportunities across the continuum of care and multi- organisations within complex network • Extensive and highly significant senior experience in the Staff management SPECIFIC procurement field within a complex organisation. experience EXPERIENCE • Category portfolio management Strong organisational skills • Programme and project management Six SIGMA • Proven track record of influencing change to deliver innovative Lean supply solutions • Policy development • Research and development • High level of stamina PHYSICAL • Driving for long periods SKILLS & • Daily requirement to sit in a restricted position Version 1 9 October 2006
  10. 10. EFFORT • Constant detailed systems work and data manipulation requiring use of the monitor, keyboard and mouse • Fact based dynamic decision making • Supports and encourages enthusiastic teamwork, partnering with MENTAL colleagues, working groups, suppliers, stakeholders, customers & and patient groups to ensure that common objectives are EMOTIONAL embraced with clarity about where accountability lies to deliver EFFORT strategic impact • Deals with conflict when challenging customers’ existing arrangements and preferences to support multi-organisation product and supplier standardisation, controls cost and mitigates risks, in the delivery of creative solutions to meet the demands of patients across the continuum of care • Meets tight deadlines in a fast paced dynamic environment with consistently high levels of performance • Appropriately responds to aggressive resistors to change • Thinks strategically, whilst applying self and others to drive for ABILITY results across a number of complex projects with numerous TO ACT interdependencies, supporting colleagues to deal with ambiguity and changing priorities • Requires sound judgement, focus, openness, excellent communication, constructive and challenging advice and feedback, as a contributor to team or working one to one at all levels of multi-organisations, including clinical and Executive Director level and with the Department of Health and other government agencies • Empowered to determine how best to realise performance plans, within guiding principles, aligned to policy, legislation and strategy REQUIREMENTS • Able to organise own workload and others’ and to plan ahead DUE TO including the use of laptop and mobile communication devices WORKING ENVIRONMENT OUTSIDE • Some involvement with club/organisation sport/recreational INTERESTS activity SPECIAL • Commitment to the Hub and long term career/personal Ambitious, eager to REQUIREMENTS development in the role progress OF THE POST • Judgements requiring analysis and interpretation of complex economic and clinical data, with comparison of multiple options PERSONAL • Self reliant and tenacious Strong leadership QUALITIES • Highly analytical skills & • Dependable TEMPERAMENT • Plenty of drive and initiative • Willingness to implement new concepts • Politically astute • Emotionally intelligent • Innovative and forward thinking Version 1 10 October 2006
  11. 11. Version 1 11 October 2006