Job responsibilities
1.1 COMMUNICATION AND RELATIONSHIP SKILLS
1.1.1 To respond in a timely and courteous manner to all enquiries and queries relating to Goods receipts, and wards supply of materials.
1.1.2 Refer those that cannot be resolved to the appropriate team member escalating appropriately.
1.1.3 To contact and or meet with suppliers building relationships as required.
1.1.4 To build working relationships with ward managers who receive a materials management service.
- Act as a liaison between the ward/clinical dept and other members of the Supplies Team and the Finance Departments such as AP (accounts payable) and AR ( accounts receivable ).
- To attend meetings either in person, of though other communication devices such as conference calls.
- Conduct daily KPIs as dictated and report these findings covering Goods Receipt & Distribution outputs including all mat man services.
1.2 KNOWLEDGE, TRAINING AND EXPERIENCE
1.2.1 Attend mandatory training as required by the Trust.
1.2.2 Degree level education.
1.2.3 Actively perform appraisals, identify personal development plans for Staff responsible for.
1.2.4 Should have NVQ level 3 or above customer services or equivalent NHS experience working in a similar role 7 years or more.
1.2.5 Good knowledge of excel and other such as systems that manage inventory including finance systems and running reports from these..
1.3 ANALYTICAL AND JUDGEMENT SKILLS
1.3.1 To understand the limitations and authority of the post.
1.3.2 To understand when an issue requires the attention of a more senior member of staff and to pass on as appropriate.
- Be able to monitor and report on stock levels in conjunction with the ward/dept. manager.
- Analyse and report on activity with in materials management and goods inward using various system to obtain and cleanse data before presenting this as required
- Be aware of the and advise requisitioners of the purchase orders status analysing the data provided .
- Make informed judgements on staff allocation to tasks taking skill mix into account
- Amend ordering patterns to accommodate Bank Holidays.
1.4 PLANNING AND ORGANISATIONAL SKILLS
1.4.1 To prioritize own work.
1.4.2 To plan and organize working staff Rota in R&D and materials team .
1.4.3 To manage Annual leave, and sickness as necessary.
1.4.4 To be aware of tasks with deadlines, carrying out the necessary actions to ensure their timely completion.
1.5 PHYSICAL SKILLS
1.5.1 Raise purchase orders on the designated computer system.
1.5.2 Utilise P.C. office applications to maintain relevant records, correspondence and e-mail communications.
- To assist where applicable in deliveries to wards & departments as required using manual handling equipment such as pallet trucks and other manual handling equipment necessary to perform the tasks.
- To assist where applicable and put away goods in clinical areas, using ladder/steps where necessary.
1.6 RESPONSIBILITIES FOR PATIENT/CLIENT CARE
1.6.1 To expidite urgent deliveries as instructed by clinical staff and ensure such item are delivered as priority.
- Source requirements and clear purchase orders on the designated computer system for payment within the required timescales.
- To ensure that the right products arrive at the correct place, enabling clinicians to deliver the required patient care.
- Place urgent orders when required.
- Ensure goods which arrive and require additional storage such as chilled goods and or frozen are place in these conditions on acceptance maintaining these conditions prior to delivery.
1.7 RESPONSIBILITIES FOR POLICY AND SERVICE DEVELOPMENT IMPLEMENTATION
- To work within the policies & procedures of the Supplies Department, Finance Department and the Trusts regulatory framework.
- To encourage ideas from team and develop and implement these as necessary
- To implement any additional change requested be Deputy Logistics Manager.
1.8 RESPONSIBILITIES FOR FINANCIAL & PHYSICAL RESOURCES
1.8.1 To be responsible for the maintenance and upkeep of manual handling equipment including ordering stationery for department.
- To request and approve agency timesheets as required, including using the Bank staff system for filling shifts under procurement as required.
- To ensure ant procurement expenditure is monitored and all requests are forwarded to Deputy Logistics Manager for Payments to be auctioned.
- Check deliveries, notify supplier of any queries or discrepancies, and arrange uplifts and credits where necessary.
- Put stock away, ensuring goods are continuously rotated, and ensuring all managed items are labelled.
- Carry out annual stock check for all wards and clinical departments. Also at the request of finance department, Cynical counts may be required.
- Responsible for generating for authorising all materials managed orders to agreed Par levels
- RESPONSIBILITES FOR HUMAN RESOURCES (HR)
- Demonstrate duties to new starters and others, including those outside of Trust as requested.
- Supervise distribution and top up staff on a daily basis.
- Build a good relationship with Agency who supply staff as a resource ensure the staff supplied are compatible to the task which need to be completed.
1.10 RESPONSIBILITIES FOR INFORMATION RESOURCES
1.10.1 To enter data accurately, in the appropriate format and fields so as to maintain the integrity of the computer system and enable meaningful reports to be produced.
- Obtain product literature as required and disseminate to staff as applicable to the requirement such as Medical device alerts and other information which need immediate action taken..
- Maintain the database of items purchased through the materials management service
- Report on ward expenditure on a monthly basis using various system to collate data
- Produce reports when required using excel and be able to present to a wider audience as required for example a ward managers meeting.
1.11 RESPONSIBILITIES FOR RESEARCH & DEVELOPMENT
1.11.1 To obtain product literature from suppliers as and when requested by other members of the team or other Trust staff.
- Market research of products through supplier literature, supplier representatives, relevant websites.
- To be aware of all logistics development such as changes in traffic restrictions which may have an effect on delivery schedules?
1.12 FREEDOM TO ACT
1.12.1 To arrange agency staff booking as required.
1.12.2 To undertake other duties as requested by the Deputy Logistics Manager.
1.12.3 To sign off on agency timesheets as requires
1.12.4 To decide and allocate staff to areas of need providing skill mix is right for the area.
1.12.5 To sign off all ESR leave and or refuse request as policy dictates.
1.13 PHYSICAL EFFORT
1.13.1 Standing, sitting, walking, use of VDU and Keyboard and other office equipment e.g. data capture equipment.
- Daily requirement for light to heavy physical effort.
1.14 MENTAL EFFORT
1.14.1 Attention to detail when transcribing requisitions into orders.
1.14.2 Accurate data entry into I.T. Systems
1.14.3 Maintaining accuracy and effectiveness when dealing with a variety of interruptions.
- Accurate calculation of costs and savings
1.15 EMOTIONAL EFFORT
1.15.1 Use of tact and diplomacy when dealing with enquiries and complaints.
1.16 WORKING CONDITIONS
1.16.1 Using a VDU, keyboard and PDA on a daily basis.
1.16.2 Working in confined spaces in some wards and departments.
1.16.3 Exposed to dust, dirt and obnoxious smells.
