Prosthetic & Orthotic Supply Chain Coordinator

Job responsibilities

SCOPE AND RANGE

To deliver an effective and competent level of administrative support and consistently deliver a client focussed service which promotes good customer service and effective working relationships.

To be responsible for providing daily stores administrative support in the allocated service areas ensuring business priorities are met for example: maintaining accurate records, databases and spreadsheets.

To carry out the goods in/out functions of the Prosthetics and Orthotics Services using multiple systems and to record and produce data and information and control all aspects of storage for these services.

The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The job holder will need to be flexible to carry out any other duties as may be reasonably required by their line manager.

MAIN DUTIES

To maintains stock at agreed levels; responsible for security of goods during receipting, delivery and/or put-away process/ on-site buyer for non-stock goods/services.

Maximise the use of electronic systems to enable effective management of the service area such as Microsoft Office and patient record systems.

Arrange courier services, via contact with supplier and patient as necessary, for the return of goods/prostheses, when required including warranty repair issues and repairs.

Maintain and record all patient specific orders on a spreadsheet, to include delivery dates, so that management can have oversight of patient orders and expenditure.

To respond to telephone, email, and written queries on behalf of the service area including call handling where appropriate as agreed with line manager.

Manage local profiles within Genesis. The Thornberry Centre, Workshop and Patient Specific.

Prepare for despatch, any parts and equipment, including faulty items.

To receive, unpack, store, record and process, all deliveries to the Thornberry Centre.

Updating System One with order details, prices etc, for patient specific orders. Tasking assistants with instructions received on non-stock order.

Process orders, receipt and deliver all orders for the Centre Specialist Nurse, using NHS Supply Chain.

Process orders for Prosthetics and Orthotics, complete receipting, maintain records, chase outstanding orders with Suppliers and ensure that goods are cost effective and received in a timely manner. Supply Chain Coordinator Band 3 AFC2116 Page 3 of 9

Access multiple accounts on ORACLE, GENESIS, NHS SUPPLY CHAIN.

Provide support to customer and visitor reception areas, acting as the first point of enquiry and sign posting individual to relevant information / service.

Promote the image of the department, checking that notices and leaflets are up to date & well presented.

Arrange appointments, meetings, and events on behalf of the service, making bookings where necessary and ensuring all equipment and documentation is available, in conjunction with line manager where required.

To produce informal minutes as an accurate record of meetings, transcribing and distributing as directed.

To liaise with manufacturers/suppliers on behalf of clinical and technical teams to source additional information regarding products as requested.

PRODUCT REALISATION

Monitor stock levels and raise requisitions as required for Prosthetics and Orthotics through the available systems in line with LSW policies and procedures ensuring that goods are cost effective and received in a timely manner.

Liaise with Suppliers and Departments to make sure that the goods ordered are the best value and price and codes.

To liaise with UK and International Suppliers via available means when order/delivery queries arise as well as for the return of items.

To sources prices and relevant information from suppliers when goods are not available via EPROC.

To provide inventory management service for The Thornberry Centre. To order, replenish, receipt, and stow stock using Genesis inventory system.

Manage loan items process with suppliers including the completion of Customs paperwork when returning items to Suppliers.

Use NHS Supply Chain catalogue for identify GAZ numbers and current prices.

Manage local profiles within Genesis - The Thornberry Centre, Workshop and Patient Specific.

OTHER

Take deliveries for other services within the building, including temperature-controlled items on behalf of the DN's and ensuring that these are refrigerated immediately.

To ensure there is a plentiful supply of limb storage bags prepared for use in the department.

Ensure that all complaints, compliments, concerns, comments and suggestions are appropriately recorded, and where possible resolved within level of role or escalated appropriately.

Medical Alerts and Recalls - React to product recall from suppliers providing data as requested.

Ensure that the stores area is clean and tidy, free of hazards, including the appropriate disposal of large amounts of packaging waste. Supply Chain Coordinator Band 3 AFC2116 Page 5 of 9

Train other employees in the department on stores systems as required.

Distribute Royal Mail throughout the building once delivered to The Thornberry Centre.

To install, Loctite, and torque pins into liners for pin lock suspension limbs.

Liaise with Limbs for Africa for collection of used limbs and componentry to the charity.

Cover reception duties as and when required.

Ensure scanners are synchronised regularly.

PERSONAL ATTRIBUTES

Responsible for prioritising own workload whilst frequently working alone within clearly defined procedures using own initiative when issuing stock, processing orders, carrying out stock adjustments, stocktaking and when allocating patient specific stock items and that records are accurate and updated in a timely fashion.

Frequently works alone and able to work on own initiative, prioritising work within defined policies and procedures to set timescales.

Knowledge of receipting process and material management theory, including stock control, delivery, ordering/invoicing options, customer care.

Be proactive and contribute ideas for improvement in the way the service is delivered.

Knowledge

Essential

• Proven knowledge of Microsoft applications,
• including Word, Excel, Outlook.
• Good understanding of confidentiality.
• Computer systems knowledge.

Desirable

• Knowledge of patient administration
• system S1.
• Understanding of Data Protection
• legislation.
• Demonstrable experience of NHS
• procurement systems.
• Ability to use Business applications and
• patient record systems.
• Knowledge of Genesis.
• Knowledge of Oracle.

Skills

Essential

• Good communication skills, written and verbal,
• with ability to demonstrate fluency, clarity and
• effectiveness at all levels.
• Ability to prioritise own workload.
• Ability to work effectively as part of a team.
• Able to use own initiative and to know limitations
• of own role and knowledge.
• Organised, efficient and accurate.
• Flexible and adaptable willing to learn new
• skills.
• Time management skills
• Able to diffuse complaints / conflict using tact and
• diplomacy.
• Team worker
• Accurate key board skills
• Proactive.

Experience

Essential

• Experience of working in an administrative
• environment using computerised data systems.
• Experience of team working.
• Demonstrable experience of working will multiple
• stakeholders including suppliers, Manufacturers,
• Clinical and Technical staff.

Desirable

• Experience of working in a health or social
• care office environment.
• Experience of working in a supply store
• environment.

Qualifications

Essential

• NVQ level 3 in either business administration or
• related subject or equivalent demonstrable
• experience.
• Good general education to GCSE level or
• equivalent.

Desirable

• Computer/Word processing qualifications
• i.e. RSA2/3 or equivalent.
• ECDL (European Computer Driving
• License)

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).