Digital Procurement Administrator

Overview

Manage digital procurement processes, including obtaining quotations, negotiating with suppliers, analysing and converting quotes into orders and ensuring current contractual arrangements are used and referenced on orders. Track and expedite deliveries, resolve issues such as damaged goods or delays, and maintain effective communication with suppliers to meet organisational needs. Maintain accurate administrative systems and processes to ensure efficient service delivery. Provide support for financial management and supply chain operations, contributing to the development and delivery of cost-saving initiatives. Act as a key point of contact for internal and external stakeholders, responding to queries via telephone and email. Provide advice and assistance on routine digital-related queries, ensuring excellent customer service in a busy, technically challenging environment. Contribute to service improvement initiatives within the Digital Directorate. Ensure compliance with organisational policies, including Data Protection and confidentiality standards, while working independently and flexibly.

Main duties of the job

Join Our Digital Team! We're looking for an organised, proactive individual to support planning, procurement, and digital operations across the Health Board.

What you'll do:

• Plan & Organise: Prioritise workloads, manage deliveries, and keep systems up to date.
• Drive Improvement: Support audits, produce KPI reports, and help refine processes.
• Communicate & Collaborate: Be the go-to contact for suppliers and teams, process orders, and ensure compliance with procurement and financial standards.
• Manage Finance: Handle requisitions, invoices, and budgets using ERP systems like Oracle.
• Support Digital Services: Maintain catalogues, update assets, manage calls, and research hardware/software solutions.
• Lead & Mentor: Share knowledge, train new staff, and help implement new procedures.

Why you'll love it:

You'll play a key role in delivering efficient, compliant, and innovative digital services that support the Health Board's mission.

About us

Aneurin Bevan University Health Board is a multi-award-winning NHS organisation with a passion for caring. The Health Board provides an exceptional workplace where you can feel trusted and valued. Whatever your specialty or stage in your career, we have opportunities for everyone to start, grow and build your career. The health board provides integrated acute, primary and community care serving a population of 650,000 and employing over 16,000 staff.

We offer a fantastic benefits package and extensive training and development opportunities with paid mandatory training, excellent in-house programmes, opportunities to complete recognised qualifications and professional career pathways including a range of management development programmes. We offer flexible working and promote a healthy work life balance, provide occupational health support and an ambitious plan for a Wellbeing Centre of Excellence to support you at work.

Our Clinical Futures strategy continues to enhance and promote care closer to home as well as high quality hospital care when needed. Join us on our journey to pioneer new ways of working and deliver a world-class healthcare service fit for the future.

Job responsibilities

Job Summary

We are looking for a highly organised and proactive individual to join our Digital Directorate, managing procurement processes and supporting operational delivery. This role involves coordinating supplier relationships, financial management, and digital systems to ensure efficient, compliant, and cost-effective services.

Main Responsibilities

• Procurement & Finance: Obtain and negotiate quotations, convert quotes into orders, track deliveries, and resolve issues. Process requisitions, invoices, and budgets using ERP systems (e.g., Oracle), ensuring compliance with procurement frameworks and financial regulations.
• Planning & Administration: Prioritise workloads, maintain accurate records, manage storeroom operations, and update order systems to support smooth service delivery.
• Digital Support: Maintain Oracle catalogues, update pricing and product details on SharePoint, manage Halo calls, and keep asset records current. Research hardware/software options and alternative suppliers.
• Communication & Customer Service: Act as a key contact for suppliers and internal teams, handle queries, and provide advice on routine digital matters while maintaining positive relationships.
• Improvement & Compliance: Contribute to service improvement initiatives, produce KPI reports, support audits, and ensure adherence to Data Protection, confidentiality, and Health Board policies.
• Leadership & Training: Demonstrate tasks to new staff, mentor junior team members, and assist in implementing new procedures.

Person Specification Experience

• Meets all essential criteria as per attached job description/person specification
• Meets all desirable criteria as per attached job description/person specification

Skills and Attributes

• Meets all essential criteria as per attached job description/person specification
• Meets all desirable criteria as per attached job description/person specification

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.