Job summary
Theatre Clinical Supplies Administrator - Cross Site, Band 5
1x Permanent post
An exciting opportunity has become available within our Operating Theatres supply team
We are currently recruiting for a Theatre Clinical Supplies Administrator - Cross Site, Band 5
Applications are welcomed from applicants who wish to apply for the position on the basis of a smarter or flexible working arrangement. Where candidates are successful at interview, such requests will be taken under consideration and accommodated where the needs of the service allow.As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you.
PLEASE NOTE ADVERT WILL BE CLOSED ONCE SUFFICIENT NUMBER OF APPLICATIONS HAVE BEEN RECEIVED
Main duties of the job
The post holder will be responsible for the ordering of supplies and equipment across all theatre areas of Chelsea & Westminster Hospital, to ensure that all equipment and stock supports clinical staff in the delivery of first class patient care by ensuring that products are available in the right place, at the right time and in the right quantity.
The post holder will liaise with the Theatre staff and Procurement staff to ensure that stock is managed efficiently with minimal disruption to supply and ensuring that product standardisation is adhered to across all theatre areas.
About us
Chelsea and Westminster Hospital NHS Foundation Trust provide services from two main hospitals,Chelsea and Westminster Hospital and West Middlesex University Hospital, and a number of clinics across London and the South-East.
We have nearly 7,000 members of staff that are PROUD to Care for nearly one million people.Both hospitals provide full clinical services, including full maternity, emergency and children's,in addition to a range of community-based services across London, such as award-winning sexual health and HIV clinics.
We're one of the best performing Trusts in the country. We're also one of the top trusts to work for -our staff says they're engaged, motivated, and would recommend us as a place to work and receive treatment.
Our Trust has been rated by the Care Quality Commission as 'Good' in all five of the main domains of safe,effective, caring, responsive and well-led, giving an us overall rating of 'Good'. We've also been awarded an'Outstanding' rating for 'use of resources' by an NHS Improvement inspection.
Our facilities are some of the best in the country. We have been investing significant Capital year on year in our estate.We have recently completed a £30m expansion of our adult and neonatal critical care facilities at Chelsea and Westminsterand are planning an ambitious £60m development of an Ambulatory Diagnostics Centre at West Middlesex.
Job description
Job responsibilities
- Operational Management
- Responsible for the day to day management of all stores across CW Main Theatres, paediatric theatres, Treatment Centre
- Day to day management of the theatre supplies administrator with regards to performance, sickness absence management and appraisals in line with Trust policy.
- Develop written operational standards and procedures for stores related duties.
- To assist in the training and support of all staff with the Eproc ordering system, and NHS Supply Chain.
2 General Responsibilities.
- Responsible for the availability of consumables at pre agreed levels agreed by the clinical theatre staff.
- Ensure that High cost items are recorded and added to the relevant system each month.
- Responsible for the ordering and organisation of loan kit when required.
- Ensure that physical checks and replenishment of stock takes place on a daily / weekly basis.
- Ensure orders are placed correctly with the right cost centre description on the Eproc ordering system, and NHS Supply Chain.
- Record and report all delivery discrepancies (e.g. incorrect quantity or item received) to suppliers and arrange invoice credits or organise the correct product delivery ASAP.
- To over sea the day to day NHSSC ordering of all non-stock ensuring all orders are submitted in a timely fashion ensuring Theatre activity is not impacted by non-delivery of essential stocks.
- To maintain Theatres stock rooms, managing all labels and stock par levels. Support the control of high value consignment stocks, managing the replacement, replenishment and return of implants in line with Theatre lists.
- Work with senior theatre staff to support forward planning of theatre lists by ensuring key stock lines are received in a timely fashion to avoid high value delivery charges and associated risk to patient care in delayed receipt of goods.
- Maintain the stock areas to support efficient theatre working practises, and link with CW theatres to ensure standardised product ranges are deployed cross the Trust.
- Be an integral part of the Theatres team.
- Continually assess appropriate reorder levels and top up all NHSSC products according to a timetable agreed by the Supply Chain and Logistics manager and with full engagement with clinical staff.
- Inform clinical staff with any problems with ordering or delivery of products within good time, to ensure alternative arrangements can be made to prevent any patient cancellation.
- Monitor all orders going through the Eproc ordering system & Trust inventory management system. Expedite any urgent orders by telephone to the suppliers to minimise delivery delays.
- Identify alternate products with liaison of clinical team if pre ordered products are not available in time.
- In conjunction of support from the theatre clinical staff - keep stock at optimum levels by monitoring and with the authorisation of the budget holder adjust levels where necessary.
- Reduce waste by effective stock rotation.
3. Service Improvement
- Act as a champion for the inventory management system, ensuring best practice is applied.
- Allowing the theatre nursing staff to concentrate on clinical issues, and not on supplies.
- To monitor loan equipment kit from companies.
- To ensure there is complete standardisation of all equipment / stock across the 3 theatre areas.
- Agree minimum / maximum stock levels with the different speciality leads so optimum amounts of stock are available. But preventing over ordering of stock.
- Supervise and support the theatre supplies administrator, in carrying out these tasks.
- Develop and maintain effective communication and working relationships with other professional groups, and staff generally within the Division and the Trust.
- Lead on specific projects, as indicated and agreed by manager
- Act as a resource for staff
- Have a working knowledge of budget arrangements for area, focussing on cost effectiveness and quality, to ensure maximum use of resource
- Undertake a professional development plan and demonstrate achievement of objectives
- Ensure adherence to Trust policy and guidelines at all times
- Role model of the Trust values at all times
- To initiate the centralisation of all non-stock / top up ordering for all specialities across the three theatre areas. Therefore reducing the high delivery costs the Trust is currently paying.
- Lead in the rollout the automated inventory management system
- Act as a champion for the inventory management system, ensuring best practice is applied.
- Allowing the theatre nursing staff to concentrate on clinical issues, and not on supplies.
- To monitor loan equipment kit from companies.
- To ensure there is complete standardisation of all equipment / stock across the 3 theatre areas.
- Agree minimum / maximum stock levels with the different speciality leads so optimum amounts of stock are available. But preventing over ordering of stock.
- Supervise and support the theatre supplies administrator, in carrying out these tasks.
- Develop and maintain effective communication and working relationships with other professional groups, and staff generally within the Division and the Trust.
- Lead on specific projects, as indicated and agreed by manager
- Act as a resource for staff
- Have a working knowledge of budget arrangements for area, focussing on cost effectiveness and quality, to ensure maximum use of resource
- Undertake a professional development plan and demonstrate achievement of objectives
- Ensure adherence to Trust policy and guidelines at all times
- Role model of the Trust values at all time
4. EDUCATION AND DEVELOPMENT
- To develop a personal development plan in conjunction with line manager
- To attend any mandatory training as specified by line manager
- To be aware of factors that can negate health and safety in the workplace and report such incidents ton the nurse in charge
- To actively participate in team meetings
- To participate in the orientation and educational programmes for theatre staff
PLEASE SEE JD/PS FOR FULL ROLE DETAILS
Job description
Job responsibilities
- Operational Management
- Responsible for the day to day management of all stores across CW Main Theatres, paediatric theatres, Treatment Centre
- Day to day management of the theatre supplies administrator with regards to performance, sickness absence management and appraisals in line with Trust policy.
- Develop written operational standards and procedures for stores related duties.
- To assist in the training and support of all staff with the Eproc ordering system, and NHS Supply Chain.
2 General Responsibilities.
- Responsible for the availability of consumables at pre agreed levels agreed by the clinical theatre staff.
- Ensure that High cost items are recorded and added to the relevant system each month.
- Responsible for the ordering and organisation of loan kit when required.
- Ensure that physical checks and replenishment of stock takes place on a daily / weekly basis.
- Ensure orders are placed correctly with the right cost centre description on the Eproc ordering system, and NHS Supply Chain.
- Record and report all delivery discrepancies (e.g. incorrect quantity or item received) to suppliers and arrange invoice credits or organise the correct product delivery ASAP.
- To over sea the day to day NHSSC ordering of all non-stock ensuring all orders are submitted in a timely fashion ensuring Theatre activity is not impacted by non-delivery of essential stocks.
- To maintain Theatres stock rooms, managing all labels and stock par levels. Support the control of high value consignment stocks, managing the replacement, replenishment and return of implants in line with Theatre lists.
- Work with senior theatre staff to support forward planning of theatre lists by ensuring key stock lines are received in a timely fashion to avoid high value delivery charges and associated risk to patient care in delayed receipt of goods.
- Maintain the stock areas to support efficient theatre working practises, and link with CW theatres to ensure standardised product ranges are deployed cross the Trust.
- Be an integral part of the Theatres team.
- Continually assess appropriate reorder levels and top up all NHSSC products according to a timetable agreed by the Supply Chain and Logistics manager and with full engagement with clinical staff.
- Inform clinical staff with any problems with ordering or delivery of products within good time, to ensure alternative arrangements can be made to prevent any patient cancellation.
- Monitor all orders going through the Eproc ordering system & Trust inventory management system. Expedite any urgent orders by telephone to the suppliers to minimise delivery delays.
- Identify alternate products with liaison of clinical team if pre ordered products are not available in time.
- In conjunction of support from the theatre clinical staff - keep stock at optimum levels by monitoring and with the authorisation of the budget holder adjust levels where necessary.
- Reduce waste by effective stock rotation.
3. Service Improvement
- Act as a champion for the inventory management system, ensuring best practice is applied.
- Allowing the theatre nursing staff to concentrate on clinical issues, and not on supplies.
- To monitor loan equipment kit from companies.
- To ensure there is complete standardisation of all equipment / stock across the 3 theatre areas.
- Agree minimum / maximum stock levels with the different speciality leads so optimum amounts of stock are available. But preventing over ordering of stock.
- Supervise and support the theatre supplies administrator, in carrying out these tasks.
- Develop and maintain effective communication and working relationships with other professional groups, and staff generally within the Division and the Trust.
- Lead on specific projects, as indicated and agreed by manager
- Act as a resource for staff
- Have a working knowledge of budget arrangements for area, focussing on cost effectiveness and quality, to ensure maximum use of resource
- Undertake a professional development plan and demonstrate achievement of objectives
- Ensure adherence to Trust policy and guidelines at all times
- Role model of the Trust values at all times
- To initiate the centralisation of all non-stock / top up ordering for all specialities across the three theatre areas. Therefore reducing the high delivery costs the Trust is currently paying.
- Lead in the rollout the automated inventory management system
- Act as a champion for the inventory management system, ensuring best practice is applied.
- Allowing the theatre nursing staff to concentrate on clinical issues, and not on supplies.
- To monitor loan equipment kit from companies.
- To ensure there is complete standardisation of all equipment / stock across the 3 theatre areas.
- Agree minimum / maximum stock levels with the different speciality leads so optimum amounts of stock are available. But preventing over ordering of stock.
- Supervise and support the theatre supplies administrator, in carrying out these tasks.
- Develop and maintain effective communication and working relationships with other professional groups, and staff generally within the Division and the Trust.
- Lead on specific projects, as indicated and agreed by manager
- Act as a resource for staff
- Have a working knowledge of budget arrangements for area, focussing on cost effectiveness and quality, to ensure maximum use of resource
- Undertake a professional development plan and demonstrate achievement of objectives
- Ensure adherence to Trust policy and guidelines at all times
- Role model of the Trust values at all time
4. EDUCATION AND DEVELOPMENT
- To develop a personal development plan in conjunction with line manager
- To attend any mandatory training as specified by line manager
- To be aware of factors that can negate health and safety in the workplace and report such incidents ton the nurse in charge
- To actively participate in team meetings
- To participate in the orientation and educational programmes for theatre staff
PLEASE SEE JD/PS FOR FULL ROLE DETAILS
Person Specification
Education and Qualifications
Essential
- Degree level standard of education and / or relevant experience.
- Proven administration skills
Experience
Essential
- Experience in working in a theatre environment.
- Proficient and experienced in the use of stock ordering systems (Eproc)
- Proficient and experienced in CERNER and other systems used within theatres
- Significant experience of stores / stock control / materials management inventory management systems
Skills and knowledge
Essential
- Excellent Computer literacy skills
- Excellent communication skills. Including in challenging situations, demonstrating respect and kindness.
- Ability to investigate and resolve complex issues
- Ability to work under pressure, flexibly and as part of a team.
- Knowledge of budgets
- Proven knowledge linked to the theatre specialty
- Self motivated & able to work under own initiative
- Commitment to educating clinical and non-clinical staff.
- Budgetary awareness
- Understands issues affecting the provision of health care
- A commitment to providing a quality service and quality improvement.
- A good understanding and demonstration of Customer Service standards.
Desirable
- Working knowledge of business planning process
- Experience of data collection for quality monitoring / audit
- Experienced in clinical supervision/clinical supervisor
Personal qualities
Essential
- Effective role model, demonstrating values of safety, respect kindness and excellence
- Effective team member
- Able to prioritise workload
- Self-starter and able to work on own initiative
Person Specification
Education and Qualifications
Essential
- Degree level standard of education and / or relevant experience.
- Proven administration skills
Experience
Essential
- Experience in working in a theatre environment.
- Proficient and experienced in the use of stock ordering systems (Eproc)
- Proficient and experienced in CERNER and other systems used within theatres
- Significant experience of stores / stock control / materials management inventory management systems
Skills and knowledge
Essential
- Excellent Computer literacy skills
- Excellent communication skills. Including in challenging situations, demonstrating respect and kindness.
- Ability to investigate and resolve complex issues
- Ability to work under pressure, flexibly and as part of a team.
- Knowledge of budgets
- Proven knowledge linked to the theatre specialty
- Self motivated & able to work under own initiative
- Commitment to educating clinical and non-clinical staff.
- Budgetary awareness
- Understands issues affecting the provision of health care
- A commitment to providing a quality service and quality improvement.
- A good understanding and demonstration of Customer Service standards.
Desirable
- Working knowledge of business planning process
- Experience of data collection for quality monitoring / audit
- Experienced in clinical supervision/clinical supervisor
Personal qualities
Essential
- Effective role model, demonstrating values of safety, respect kindness and excellence
- Effective team member
- Able to prioritise workload
- Self-starter and able to work on own initiative
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.
Employer details
Employer name
Chelsea and Westminster Hospital NHS Foundation Trust
Address
Cross Site
Fulham Road London and Twickenham Road Isleworth
London and Isleworth
SW10 9NH
Employer's website
https://www.chelwest.nhs.uk/ (Opens in a new tab)