Job responsibilities
JOB
PURPOSE
Under
the direction of the Stores Manager, to be responsible for the safe receipt
of goods into designated stores. Ensures that goods are accurately checked
against purchase orders and ensures timely and accurate computerised goods
receipting is undertaken
Liaises
with the Purchasing Department and Payments colleagues to promote the
effective management of the purchasing and payments systems.
Ensures
that stock is maintained at the appropriate level within the stores.
Provides
a comprehensive interface to both internal and external customers who receive
a stores and distribution service.
3. JOB DIMENSIONS
The
position forms part of a team of eight Whole Time Equivalents (WTE),
providing a stores and distribution service for a range of medical and
non-medical goods.
Whilst
there is no direct budget management the post holder will be expected to
understand the Trusts budgeting process and the allocation of cost
mechanism.
The
department is targeted with cash releasing targets in excess of £3m per annum
and the post holder will be expected to significantly contribute in meeting
this target.
It
is expected that a significant reduction in the levels of inventory that the
Trust currently holds can be achieved through a collaborative approach
between purchasing, stores and materials management. The post holder will work closely with the
Stores Manager to achieve this goal.
5. KNOWLEDGE, SKILLS AND EXPERIENCE
REQUIRED
Experience
of working within a stores and distribution environment.
Knowledge
and experience of the various procurement IT systems used within Supplies.
The
ability to work as a team member and liaise with colleagues and customers at
all levels.
Knowledge
of the receipting process, including delivery, ordering and invoicing
options.
Excellent
communication skills, particularly orally, and the ability to deal with
customers courteously and effectively within a hospital environment.
Understanding
of customer requirements that are particular to the Healthcare industry.
Ability
to recognise the issues which influence the management of the total supply
chain is essential.
Demonstrates
evidence of continual personal development and training, particularly working
towards relevant NVQs and CIPS is desirable.
Willingness
to undertake further training and development, either internally or Investors
in People standard. In addition, to undertake all mandatory training
externally, is essential in accordance with the departments accreditation to
the required for the role, particularly attending refresher training on an
annual basis.
To
ensure that all aspects of Health and Safety and security protocols are
adhered to.
A
good understanding of Supply Chain Management, and the critical areas to
consider when determining the appropriate supply route.
An
understanding of e-Commerce is essential.
6. THE LEEDS WAY VALUES
Our
values are part of what make us different from other trusts, so we see this
as a strength, as well as a responsibility. They have been developed by our
staff and set out what they see as important to how we work. Our five values are:
Patient-centred
Collaborative
Fair
Accountable
Empowered
All
our actions and endeavours will be guided and evaluated through these values
Additionally
the following are core values which relate specifically to this post:
The
post holder must appreciate how the role of Supplies fits into the strategic
and financial objectives of the Trust.
Professional
purchasing conduct and abide by the ethics as laid down by the Chartered
Institute of Purchasing and Supply.
Hardworking
and committed to the outcomes of the Organisation. Works with others,
internally and externally, to develop mutual respect, understanding and
trust.
Demonstrates
integrity and acts honestly, openly, impartially, objectively and fairly when
dealing with internal and external customers.
To
be flexible and adapt to changes in circumstances which impact on the total
Supply Chain.
To
be innovative and use a different perspective to challenge and improve the
service provided.
7. CORE BEHAVIOURS AND SKILLS
To
work within a team environment and contribute fully to the aims and
objectives of the department.
To
fully appreciate the needs of the customer and have the necessary skills and
knowledge to support the day to day running of the stores.
To
provide and receive routine information which requires tact and persuasive
skills and to fully appreciate the needs and demands of the Supply Chain.
Communicates
facts and ideas clearly and effectively to both staff and customers.
8. CORE KNOWLEDGE AND UNDERSTANDING
To
be aware of and, work within the Trusts Standing Financial Instructions.
Knowledge
of Health & Safety issues with particular knowledge of handling and safe
storage of materials and COSHH implications of material purchasing.
To
be fully conversant with the Trusts Health and Safety Policies and the
Trusts Grievance Policies as appropriate.
9. PRINCIPAL DUTIES & AREAS OF
RESPONSIBILITY
To
ensure goods are marshalled within the stores for effective distribution by
porters and Materials Management staff.
Works
independently for most of the time, referring to the Stores Manager only when
necessary.
The
receipt, moving, handling, safe custody and distribution of goods to the
appropriate Wards and Departments.
Resolves
receipting issues, including stock deficiencies, and prioritises urgent
deliveries.
Undertakes
stock checking, recording stock information as required.
Liaises
with the Purchasing and Accounts Payable Department to ensure that all
queries are resolved.
Maintains
adequate file records of receipts as required in accordance with Supplies and
Audit requirements.
Offloads
goods from delivery vehicles as required utilising lifting and handling
equipment.
Completes
internal documentation as required to produce an internal audit trail of
non-stock and local inventory items.
Ensures
that the stores is in a safe and tidy environment and that all necessary
security procedures for the safe storage and distribution of goods are in
place.
Develops
good customer relations with user departments.
Ensures
that information as required by customers and required by Supplies procedures
is both accurate and timely.
Health
and Safety/Risk Management
All
staff are responsible for working with their colleagues to maintain and
improve the quality of services provided to our patients and other service
users. This includes complying at all
times with the Leeds Teaching Hospitals NHS Trust Policies, including Health
and Safety policies, in particular by following agreed safe working
procedures, and reporting incidents using the Trust Incident Reporting
system.
Equality
and Diversity
The
post holder must comply with all policies and procedures designed to ensure
equality of employment and that services are delivered in ways that meet the
individual needs of patients and their families. No person whether they are staff, patient
or visitor should receive less favourable treatment because of their gender,
ethnic origin, age, disability, sexual orientation, religion etc.
Patient
and Public Involvement
The
Trust has a statutory duty to involve patients and public in evaluating and
planning services. All staff have a
responsibility to listen to the views of patients and to contribute to
service improvements based on patient feedback.
Training
and Personal Development Continuous Professional Development
The
post holder must take responsibility in agreement with his/her line manager
for his/her own personal development by ensuring that Continuous Professional
Development remains a priority. The
post holder will undertake all mandatory training required for the role.
Respect
for Patient Confidentiality
The
post holder should respect patient confidentiality at all times and not
divulge patient information unless sanctioned by the requirements of the
role.
10. COMMUNICATION
& WORKING RELATIONSHIPS
The
post holder will report to the Stores Manager and be accountable to the Head
of Supplies.
A
close working relationship will be required with the Purchasing and Payments
team.
Provide
and receive routine information requiring persuasive skills. Negotiate with
suppliers on deliveries, including delivery times and damaged goods.
External
links will be required with external suppliers and distributors to the Trust.
11. SPECIAL WORKING CONDITIONS
i) Physical Effort:
The
post holder is required to have standard keyboard skills, and there is a need
for speed and accuracy.
The
ability to use lifting and handling equipment, such as roll cages, trolleys
and pallet lifters.
Frequent
requirement to exert moderate physical effort for several periods during the
working day. Involves the movement of goods to various sites, using roll
cages which can be excessively heavy, up to 200kgs and decanting packages and
tote boxes etc, which can each weigh up to 40kgs.
ii) Mental Effort:
There
is an occasional requirement for concentration where the work pattern is
unpredictable. Occasional interruptions cause the post holder to change from
one activity to another.
Ability
to evaluate situations quickly in order to provide advice to customers and
offer guidance.
A
frequent need to meet deadlines on a daily basis to ensure receipting and
delivery schedules are met.
Occasional
need to drive internal delivery transport.
iii) Emotional Effort:
Dealing
with aggressive and intimidating behaviour or diffusing potentially
confrontational situations involving internal and external customers when the
quality of service falls below their expectations.
