Our client is seeking an Office Administrator to support within their Procurement Department at their Galway facility.
Temporary Contract, Monday – Friday – 35 hours weekly.
Responsibilities
The position of Supplies Officer Grade D encompasses administrative responsibilities which include the following:
Procurement Duties
- To participate in general Procurement activities including requisition processing, purchase ordering, receipt, recording and proper stock control of various items relative to the Grade.
- To assist the line manager in the day-to-day management of the assigned Procurement function.
- To monitor performance of suppliers.
- To ensure that all stock and other assets under his/her control are properly accounted for.
- To adhere to policies, procedures and regulations.
- To liaise with line manager in identifying items with contract potential.
- To assist in the development of Customer based service with assigned Service Users – i.e.
- Monitor Service Levels
- Product Performance
- Stock Holding Levels
- To work closely with relevant budget holders in relation to planning the required service.
- To source suppliers as required by customer demand.
- To work, manage and contribute to the HSE Procurement Systems in the day-to-day operation of the service.
- To keep records as may be directed and, in the manner so directed.
- Reporting any deficiency or irregularity which may arise during the course of their work.
- To ensure staff adhere to relevant HSE policies and regulations, e.g., Health & Safety, Procurement Policy and Financial Regulations.
- To liaise with other departments regarding requirements and provide advice and assistance as required.
- To participate in the most appropriate manner to deliver the supply service to end-users.
- To observe and adhere to appropriate financial regulations.
- To operate any systems used for the materials management function including computerised system, bar coded systems, top-up systems etc., in accordance with operational procedures.
- To provide administrative support to both Sourcing and Logistics functions.
Administration
- Ensure the efficient day-to-day administration of area of responsibility.
- Ensure deadlines are met and that service levels are maintained.
- Ensure an even distribution of workload among team, taking into account absence due to annual leave etc.
- Support the preparation and issuing of office documentation (correspondence, reports, etc.) to the highest possible standard by monitoring and reviewing team work to ensure quality and accuracy.
- Use appropriate technology to ensure work is completed to a high standard.
- Ensure that archives and records are accurate and readily available.
- Maintain confidentiality of documentation, records, etc.
- Co-operate and work in harmony with other teams and disciplines.
- Ensure line management is kept informed of issues.
- Ensure that the frontline of the service is kept informed and that their views are communicated to middle management.
- Attend meetings as required.
- Support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service.
Customer Service
- Promote and maintain a customer focused environment including monitoring efficiency of service provided by the team and notifying supervisor of any deficiencies.
- Ensure that service users are treated with dignity and respect.
- Act on feedback from service users/customers and report same to supervisor.
For a confidential discussion and more information on the role, please contact Emma Daly
emma.daly@collinsmcnicholas.ie
0861041202