Suppliers
EDI action goes beyond the internal operations of an organisation to include external relationships too. NHS Supply Chains are committed to improving diversity, equality and inclusion within the health sector, with many incentives already in place, as well as a five year EDI strategy. This section of the toolkit offers recommendations on how you as an organisation can help to foster and sustain a diverse and inclusive supply chain, whilst being compliant with procurement legislation and internal Standing Financial Instructions (SFIs). It also provides guidance on maintaining strong relationships with suppliers, helping encourage new organisations into the supply chain list, as well as the impact of sustained and positive communications with supply chain partners.
Another consideration is the Framework Agreements developed by the NHS LPP. Suppliers who wish to join the NHS LPP framework have to complete a pre-qualifying questionnaire (PQQ), and await an invitation to tender (ITT).
Working in partnership or collaboration with suppliers who are embedding their own EDI strategies serves to exponentially improve the experiences of your organisation’s employees. Supplies directly contribute to outputs; in the case of the health sector it provides positive connections and provisions for smaller organisations, improving community cohesion, and providing opportunities within the health sector. Find out information.
Encourage local minority-owned organisations to apply to be accredited NHS suppliers
Being intentional about EDI means recognising the value that it can bring to every aspect of your organisation, and this includes procurement. The health sector utilises an accredited supply chain list, which can limit reach in relation to supplier diversity and EDI in particular. However, an accredited list can still be utilised to seek out the most diverse suppliers amongst them.
An excellent way of promoting EDI and diversity within the supply chain, is through encouraging diverse suppliers within the local community to apply to be accredited NHS suppliers. Taking a positive step towards diversifying the supply chain, particularly within your local community, helps show that your organisation’s actions align with its words, and you are making a positive contribution to a fairer society.
Take note of the work done by NHS Greater Glasgow and Clyde to encourage diverse suppliers into their accredited lists.
You can start to develop relationships with potential future diverse suppliers by hosting information events on your organisation and how you procure contracts. This can work to ensure that diverse suppliers feel better prepared to submit proposals when opportunities arise. If you are a general practice, one-to-one meetings are a good way of getting to know potential diverse suppliers. Remember to always give feedback to suppliers if they are unsuccessful, to help them learn and grow from the experience.
If you don’t already, you can also ensure there is an easy to follow guide on your website to help potential new suppliers with the supply chain process.
GPs and NHS Trusts - suggested actions
It can be helpful to recognise that not all health sector employees are up to speed on the supplier diversity program. From informal conversations to sector-wide emails, try to convey what you’re trying to achieve and encourage through supplier diversity efforts. For example, if you’re trying to reach a goal of growing your supplier diversity by a certain percentage in 2024, communicate that to employees so they can stay on the lookout for opportunities. Employers have the power to impact the industry, workforce and local communities through meaningful and proactive action, as well as conversation.
Encourage existing suppliers to improve diversity in their organisations
Committing to supplier diversity does not mean uprooting your existing suppliers and starting again. In fact, having a great relationship with your existing suppliers is likely to place you in a position to encourage and influence them about their own approach to EDI.
Organisations within the health sector must also ensure they are utilising suppliers from the accredited supplier list, which can limit their reach in relation to diversity.
On a practical level, highlighting your commitment to diversity to current suppliers could include:
- Sharing your commitment to improve EDI in your supply chain, focusing on why this is an important objective for your organisation.
- Expressing your desire to continue a working relationship with them.
- Engaging in conversation with your supplier regarding the diversity of their workforce and why EDI is so important to the health sector.
- Encouraging them to be intentional about their approach to EDI, and commit to change where gaps have been identified, reiterating that this is a mainstream policy within your own organisation.
It is helpful to recognise that this may take time; rushing this process could create friction with your supplier, and could lead to ‘tick box’ actions rather than positive, sustainable change. Working with your suppliers to support and refine their approaches to EDI will help to ensure that change happens for the right reasons and that both parties have a clear understanding of the benefits greater diversity will bring.
The GOV.UK Department of Health guide has helpful information on best practice procurement within the NHS.
Restore Digital also provided a white paper on the procurement process within the NHS.
The NHS London Anchors Network can be used to explore your role as an anchor in the local economy to promote increased diversity through your procurement activity.
The East London NHS Foundation Trust has been awarded funding to develop and implement an evaluation framework for social value procurement, with the aim of generating learning and identifying improvements and best practice.
NHS Trusts - suggested actions
Within the healthcare sector, lower paid roles are generally outsourced - this includes cleaners, porters and caterers. Ethnic minority workers are significantly overrepresented in these roles, with many feeling isolated and detached from the workplace. When the facilities management is outsourced, the organisation itself has very little control over the fair treatment or wellbeing of the outsourced staff.
Bringing these contracts in-house puts your organisation in control of improving the working conditions of these employees, providing mentoring and personal development opportunities for staff to upskill. It will help you foster a more inclusive environment, where everyone is treated as a part of the same team. Additionally, it helps to improve progression within the NHS for those in the Priority Groups, who are overrepresented in these roles.
When all contracts are in-house it is also easier for an employer to ensure that policies and procedures are followed by everyone. You can collect staff data more easily and in a consistent way, building a more realistic picture about your workforce diversity.
An open and transparent approach to procurement will help ensure all potential providers are clear on NHS Supply Chain requirements. This can be particularly helpful for small independent suppliers who may have less experience with tendering procedures.
While you may wish to adopt a positive action approach (such as connecting with relevant minority-owned organisations and inviting them to tender), any tips and advice should be included publicly on your website for all potential bidders to see - ensuring fairness and transparency. Organisations which may not have initially submitted a tender submission may be more inclined to do so knowing that you are interested in hearing from them.