Clerical Officer - Procurement

Reporting

The post holder will report to the Procurement Office Manager.

Salary

Salary on offer €29,000 – €46,000 Depending on relevant experience

Permanent fulltime contract with pension and public sector benefits

Job Summary

The Clerical Officer will assist in the procurement & purchasing duties. The officer’s

duties will regularly involve decision making and the Clerical Officer may be involved in duties

which are non-routine in nature.

Duties & Responsibilities:

• Contribute to the efficient day-to-day administration of the procurement & purchasing

department with particular regard to the achievement of high standards of work and the

meeting of deadlines.

• Provide support in all areas of the procurement & purchasing Department when required

by the procurement & purchasing Manager.

• Communicate effectively with all staff / departments within the Hospital and with external

bodies maintaining a high standard of customer care at all times.

• Ensure that service users and colleagues are treated with dignity and respect at all times.

• Ensure that records are managed in a manner which ensures accuracy, timely availability

and confidentiality.

• Participate in and cooperate with initiatives to implement and improve procedures.

• Any other duties as may be assigned from time to time by the designated line manager

• Ensure optimum and effective use of staff through the efficient organisation of the daily

workload.

• Promote an awareness of Health and Safety in the workplace and maintain a safe working

environment for all staff and ensure that all Risk Management & Health & Safety strategies,

policies and procedures are implemented.

• Adhere to and implement Human Resources policies and procedures & Occupational Health

Policies & procedures.

• Manage and maintain staff annual leave and sickness records / system when required.

• Foster a good working relationship with Hospital Staff and outside agencies.

Procurement Main Duties & Responsibilities:

• Creating and emailing purchase orders for stock & non-stock

• Placing PO's from the stock re-order report daily and ensuring to check if it is already on

order

• Taking goods out of the system. Goods Issues once they have been picked by the Porter

• Entering stock counts on the system

• Contacting Vendors about delivery discrepancies also ensuring to notify Creditor Accounts

via email and following up on same until sorted

• Updating delivery problems spreadsheets and notifying relevant staff of any delays to

orders

• Filing \ Scanning

• Collect the mail each morning and deliver mail to post boxes each evening

• Dealing with Repairs – creating PO's & liaising with internal department and vendors

• Print Jobs – seek quotes for new print jobs & forward proofs on a timely basis

• Seeking quotes as required

• Ordering of new stamps and labels

• Notifying the supplies or purchasing officer of any price increases

• Taking in deliveries when the porter is not present

• Receiving in goods to the system, GRN's if necessary

• Any other duties as assigned by the Department

Training and Development:

• Co-operate with arrangements in the department for educating and training staff and in

the assessment of training needs.

• Attend appropriate in-service training and education programmes and facilitate staff to

attend same.

Policies and Procedures

• Be aware of and comply with and adhere to all Hospital policies and procedures.

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 service business.

Qualifications and/or experience

Have obtained at least Grade D (or a Pass), in Higher or Ordinary Level, in five subjects

from the approved list of subjects in the Department of Education Established Leaving

Certificate Examination or

Leaving Certificate Vocational Programme or Leaving Certificate Applied.

Or

Have passed an examination of at least equivalent standard.

Or

Have satisfactory relevant experience which encompasses demonstrable equivalent

skills.

And

Have a proficiency in MS Windows environment and familiar with PC Navigation

Desirable

Knowledge / experience of Excel and SAP.

Relevant Diplomas or Professional Qualifications.