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Purchasing Support Team Member

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Posted By: JHR
Address:
Contact: 0113 383 3738
Date Posted: 9th Oct 2008
Salary: £13000-14500
Location: Leeds (LS18)
Reference Code:
Views Since Posting: 32
Full Description:

We need candidates with at least 1 year’s experience working in a customer support environment within financial processing (or equivalent – invoicing, purchasing, purchase ledger etc) for our busy offices in Horsforth, LS18. You should have proven numeracy skills and the drive to work with attention to detail.
A customer service ethic and a professional telephone manner are essential. We can offer a salary of £13000-14500 plus extensive benefits including: Free parking, contributory pension, 25 days holiday and discounts at a wide range of stores.

JOB PURPOSE

We expect employees to give their personal best and strive for continuous improvement to ensure the highest standards of care and service are delivered to all customers.
The main requirements of the Purchasing Support Team Member are to:
• Provide a comprehensive support service to the e-Purchasing system users in a number of allocated care homes.
• Ensure that all requisitions that are placed are progressed accurately and promptly through the order despatch and receipting stages to permit timely and accurate payment of invoices.

ACCOUNTABILITIES
For the care homes that have been allocated, the Purchasing Support Team Member will be expected to:
• To communicate effectively with care home staff, specialist support teams in Group Purchasing and Membership Finance, peers and their subordinates.
• To create a strong supporting relationship with care home staff and to become their preferred contact when seeking advice and/or support.
• To ensure that the Care Services Personal Best philosophy is applied to all aspects of the Team Member duties.
• To approve, deny, refer and record any Special Request created by the care homes. Liaise with the care homes to explain when a Special Request is denied and find an acceptable alternative whenever possible.
• Be the first point of contact for the creation of user profiles for new staff and new supplier records. To request that old records and user profiles are deleted as appropriate
• To identify and help to resolve any order and/or invoice processing issues especially matched exceptions (with guidance when needed from a Purchasing Support Team Member Level 2) which may result in a delay to invoice payment.
• To record and report (using the call log) operational purchasing problems encountered by care home e-purchasing users and identify if they are caused by training, configuration or catalogue issues etc. To ensure that all customer queries are prioritised and resolved in a timely manner.
• Ensure teamwork is promoted throughout the team and with other departments within Care Services Finance
• Provide support and assistance to the Purchasing Support Team Leaders, and the Purchasing Support Manager
• Identify care homes that are having problems with any aspect of the e-Purchasing system or associated processes (e.g. receipting) and support and advise them to mitigate these problems and ensure that there is no operational impact for the home or for the wider business.

QUALIFICATIONS
The Purchasing Support Team Member Level 1must have the following:
• 1 year experience working in a customer support environment within financial processing (or equivalent).
• Proven numeracy skills and the drive to work with attention to detail.
• A customer service ethic and a professional telephone manner are essential.
• Experience of computerised systems and good keyboard skills are essential.

JUDGEMENT SKILLS
To perform the role accurately, efficiently and effectively so that the care home staff and other system users receive an excellent level of support, the Purchasing Support Team Member must be able to identify the best course of action to resolve all Purchasing related issues and problems reported by care home staff and to process match exceptions. This will include being able to decide when to refer something to a Purchasing Support Team Member Level 2 Purchasing Support Team Leader.

FREEDOM OF ACTION

The Purchasing Support Team Member will be:
• Required to challenge information/transactions, which in their opinion do not comply with company practice.
• Expected to give advice, respond to queries and resolve all processing issues on a timely basis and in line with agreed Service Levels.