IT Sourcing Supervisor

at  NHS South Central and West Commissioning Support Unit

The primary aim of this role is to manage the IT Sourcing Team operations to ensure alignment with organisational goals. Working in collaboration with the Contract Managers and Authorised Officers (as defined by ITIL) to assess the quality and effectiveness of suppliers. Providing detailed financial reports to deliver savings through purchase aggregation and ensuring value for money.
SCW is committed to our process of redeployment of at-risk members of our existing workforce to new roles. As such, all job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed. If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed, and contact the named contact if you have any questions.
This dynamic and demanding role will require you to utilise a diverse set of competencies, allowing for flexible work and personal development.

You will bring valuable experience as an administrator in IT Sourcing, contributing to the delivery of high-quality service across the organisation by:

• Providing excellent support: Serving as a pivotal member of the wider Informatics team, ensuring issues are resolved effectively and promptly while adeptly managing shifting priorities.
• Maintaining accurate records: Contributing to effective record-keeping and management of the IT supply chain and processes to support the broader Informatics team.
• Proactively managing initiatives: Working on assigned projects to ensure smooth administration and provide support to your colleagues.
• Allocating tasks and supervising: Overseeing task allocation and providing first-line professional supervision to the team.

Serving as a Subject Matter Expert: Offering expertise in the use of ISFE products, TopDesk, and other in-house systems.
The IT Sourcing Team plays a unique yet pivotal role in supporting the broader SCW DDaT service lines, as well as our ICB and SCW customers. We collaborate closely with our colleagues in Procurement and Finance to deliver a comprehensive end-to-end service for all DDaT purchases. This role will involve leading and mentoring the IT Sourcing Officers and Requisition Administrators, as well as serving as a valuable resource for our wider customer base. Looking ahead, this position will be essential in ensuring we provide an excellent service that offers value for money and consistency to our customers.
To find out more about what SCW has to offer, please visit Our offer to you page.
The following is an outline of the tasks, responsibilities, and outcomes required for this role. The postholder may be asked to carry out any other duties reasonably required by their line manager.
Maintain the SCW schedule of catalogue and routine purchases on TopDesk.
Act as a liaison between the local Business Relationship Manager (BRM) and suppliers regarding issues related to routine stock availability, including weekly reporting on stock availability during Brexit and global supply chain disruptions.
Investigate queries related to these reports and resolve supply-related issues, such as deliveries, receipting, and invoicing. Offer alternative suppliers and liaise with TMA to ensure all catalogues and peripherals meet the requirements of the Warranted Environment (hardware) and Common Platform (software). Serve as a subject matter expert and suggest alternative suppliers and products to end users when appropriate.
Raise requisitions on ISFE/SBS (the NHS online ordering and finance portal) for items listed as standard on TopDesk.
Produce library copies of current standard item quotes for the wider team to facilitate requisition raising.
Act in a requisitioner role, tracking orders to ensure timely delivery, arranging installation, and updating the inventory while recording all related activities.
Liaise with the Assets Team and GPIT Service Leads to trace and receipt goods, following up on late deliveries with suppliers.
Receipt goods and correctly assign them, recording all warranty and serial numbers against either project codes or replacement programmes for entry into Certero, if required.
Liaise with the Creditor Payments Department to ensure invoices are processed promptly according to agreed standards.
Ensure suitable cover for the leave and absence of other administrative officers within IT Sourcing Team.
Follow Trust policies and procedures, suggesting changes to departmental procedures where necessary.
Work with Procurement and Project teams to ensure accurate budget coding, communicating statutory financial and procurement procedures to non-supply personnel and providing advice on the best route to market.
Produce reports from SBS on IT Sourcing KPIs to assist in monthly reporting, including simple reports detailing spend, accruals, and GRNI for finance colleagues.
Collaborate with the Contracts Governance Officer to monitor renewals and spending on major contracts, recommending the consolidation of smaller contracts into single procurements and advising when aggregated spend limits are reached.
Work with GPIT Leads, Project Teams, and BRMs to plan and coordinate contracts and work plans, including operational requirements for Capital Schemes.
Manage the IT Sourcing Team, including the selection and induction of staff, working with new team members to introduce them to NHS SCW CSU and providing in-depth training on local systems (TopDesk). Conduct annual performance reviews and prepare staff Personal Development Plan (PDP) objectives.
Conduct surveys or audits of personal and team objectives to ensure standards are met.
Liaise with TMA to ensure that new product and equipment trials, as well as evaluation sheets, are completed and analysed.
Serve as the central point for enquiries related to Freedom of Information requests for the SCW Informatics team

Please refer the Job description for details