Purchasing Officer

Location: Melbourne | Northern Metropolitan

Job type: Full time

Organisation: Austin Health

**Salary**: Salary not specified

Occupation: Procurement

Reference: 46176

**About Austin Health**

Austin Health is one of Victoria’s largest health care providers. Comprising the Austin Hospital, Heidelberg Repatriation Hospital, Royal Talbot Rehabilitation, Hospital in the Home and community based health services; Austin Health is an internationally recognised leader in clinical teaching, training and research, with numerous university and research institute affiliations.

Austin Health employs in excess of 8,000 staff across its sites; including over 1,000 doctors and 3,000 nurses, and delivers a full range of leading edge clinical services, including several state-wide services (liver transplant, spinal cord injury service, respiratory support service, child inpatient mental health service). In total, Austin Health provides over 900 beds, including mental health, aged-care and rehabilitation beds and a range of community and in the home services. The current annual operating budget is in excess of $900 million.

Austin Health delivers vital state-wide services to all Victorians, including to diverse multicultural and veteran communities. It also provides community and specialty services to the people of Melbourne’s north-eastern corridor in a safety-focused, team-oriented and stimulating work environment.

Austin Health’s current vision is to change healthcare for the better through world class research, education and exceptional patient care.

Austin Health is committed to providing an inclusive culture where all

employees can contribute to the best of their ability and strive to develop further.

**Position Purpose**

As a key member of the Purchasing and Supply operations team the primary responsibility of this position is to perform purchasing activities covering a diverse range of goods and services using best practice and in accordance with Health Service policies, procedures and probity guidelines.

Role Specific:

- Ensure approved requisitions (Catalogued Stock & Non-Stock items) and free text items) are processed into purchase orders within 24 hours from receipt in the Requisition Pool and free text items within 36 hours from receipt (using the Purchasing Main frame System).
- Creation of purchase orders and making sure pricing is correct prior to issuing to supplier.
- Managing the Item Master catalogue of regularly used products to ensure that the most appropriate products are listed, including regularly updating and cleansing the catalogue.
- For one off/free text requests where there is no listed product: advising the requestor of the most suitable course of action, guiding them through the process and assisting where appropriate.
- Managing overseas purchase including import duties, customs clearance etc as per Austin guidelines.
- Managing supplier database; monitoring name changes with the view to updating Vendor Contracts, item catalogues, supplier Purchase Order send method details as required and communicating with Accounts Payable to make necessary system changes.
- Review, negotiate and manage vendor pricing agreements and communicate to the relevant Austin wards/departments of impacts.
- Implement Health Share Victoria (HSV) contract, update Vendor Contracts changes and ensure compliance.
- Create Vendor Contracts in Workplace Req (WPR) for all approved pricing agreements.
- Sourcing products were required.
- Resolve purchase order price discrepancies, invoicing issues and liaise with Accounts payable to ensure prompt payment to suppliers.
- Manage return of goods to suppliers and update purchasing system.
- Source for alternate products if stock is unavailable.
- Following up suppliers on stock availability
- Checking all due purchasing policies have been followed by the requester up to the point of reviewing requisitions and prior to Purchase Order creation.
- Updating system with promised delivery dates against Purchase Order when advised of back orders and communicating to the requester.
- Confirming the validity of Quotes.
- Supporting the Procurement Team in identify saving and consolidation opportunities.
- Work closely with the warehouse teams regarding order discrepancies and receiving issues.
- Assisting with the management of suppliers and holding them accountable against KPI’s.
- Compiling reports and updating records as required.
- Identifying and driving process improvement opportunities.
- Liaising extensively as required with all stakeholders and suppliers to provide an uninterrupted supply of goods and services to Austin Health.
- Build close and collaborative relationships with clinical and Non-Clinical staff across Austin Health, and other Partner organisations.
- Maintain Probity in all purchasing activity.

Essential Knowledge and skills:

- Completed VCE or equivalent as a minimum or experience in a high-volume procurement and supply role, preferably, bu