Supply Chain Co-ordinator - Alexandra Hospital

Job responsibilities

Post title- Supply Chain Coordinator

Pay Band -Band 3

Department- Procurement & Supply Chain

Accountable to -Director of Procurement

Reports to -Deputy Supply Chain Manager

Job Summary -To undertake Supply Chain duties associated with economic ordering, receipting and efficient storage of goods. To promote and maintain a cost effective and proactive inventory management service in accordance with agreed policies and procedures.

Location -Procurement and Supplies Department Theatre Stores (Based at Worcester Royal Hospital). Countywide travel will be required.

Key Tasks -

1. Deal/distribute any post or incoming correspondence within the Supply Chain section.

2. To take receipt, sign for and book in delivered goods whilst reporting any discrepancies and taking the appropriate corrective action, and liaising with suppliers when items do not arrive as expected.

3. To undertake activities regarding stock movement analysis and re-order level assessment in conjunction with user requirements.

4. To advise and agree upon replenishment levels with authorised staff in accordance with agreed procedures as part of the Supply Chain Review Programme.

5. To deliver goods to their correct end destination and obtain a signed delivery note where applicable.

6. To continually develop and improve relationships with internal customers through regular personal contact with a view to developing knowledge of medical and surgical consumables to facilitate the Supply Chain Review Programme.

7. To monitor and control replenishment levels, in-house and at ward level. To order and maintain optimum stock levels and replenish via economic ordering quantities. Data is to be captured via the use of the hand held PDA and then transmitted to the relevant stock management or inventory management system.

8. Be aware of and adhere to, the correct ethics in transacting in public business. To display a high standard of conduct and a professional approach when in contact with internal and external customers.

9. To move and distribute materials using the appropriate manual handling equipment whilst observing Health and Safety Procedures at all times.

10. To put away top up items in to agreed stock locations ensuring the stock rotation of goods.

11. To operate mechanical aids in a responsible and safe manner, keeping equipment and working areas safe, clean and tidy whilst ensuring compliance to Health and Safety Procedures at all times. Non- compliance to be reported to the line manager.

12. To carry out stock taking duties in relevant areas.

13. Issue stock to internal and external sites adhering to prescribed procedures to facilitate the costing out of materials to the appropriate area.

14. To maintain systems for filing of delivery notes and all associated paperwork.

15. To participate in training sessions to assist in personal and departmental development

16. To train, educate and give guidance on ordering procedures to Trust personnel in the light of changing circumstances.

17. To monitor contract compliance and advise Requistioners on the most efficient ordering procedures whilst adhering to Trust policies.

18. Carry out Supply Chain staff relief duties at other locations as and when required.

19. Deal with queries in a professional and efficient manner, treating customers as you would wish to be treated and promoting a get it right first time ethos.

20. To arrange the return of products in accordance with prescribed procedures. Liaising with customers and suppliers, obtaining the relevant authorisation and packing the items for despatch where appropriate.

21. To organise and prioritise workloads which have competing deadlines, whilst managing these conflicting demands efficiently.

22. Provide advice and information to internal customers with regards to stock management and product availability by using E-mail, telephone, virtual and face to face meetings.

23. To use reporting programmes to interrogate systems for product analysis and provide usage data for budget holders.

24. Be responsible for the day to day security of all goods, equipment and materials within the materials management working environment.

25. Assist in the implementation of new product ranges on top up as advised by senior staff as part of the Trust Savings Work plan.

26. To actively contribute to the efficiency of the section by embracing the core values of the Departmental Strategy .To provide the level of service and performance to meet the departmental objectives as defined by Senior Management .This requires being flexible in approach to an ever changing ,demanding and dynamic NHS working environment.

27. To reorder T&O prosthesis and metal work from implant records in line with pre agreed top up levels.

28. To ensure stock rooms are kept clean and tidy and free from debris in line with Infection Control policies.

Experience

Essential

• 1. Supply Chain experience in a Theatres environment.
• 2. Experience of ordering systems.
• 3.Knowledge of Supply Chain Systems
• 4.Experience of IT Office Systems Microsoft, Excel, Word.
• 5.Experience of working in a business and distribution environment.

Qualifications

Essential

• 1. Good standard of General Education.
• 2. Good IT and keyboard Skills
• 3. Computer literate.

Desirable

• 1. C.I.P.S. or relevant Supply Chain qualifications, or studying towards.
• 2. Knowledge and understanding of the NHS.
• 3. An understanding of Trusts Standing Financial Instructions and Procurement procedures.

Skills / Knowledge

Essential

• 1. Knowledge of basic Supply Chain management
• 2. A working knowledge of basic office and business practices.
• 3. Customer-focus with effective written and communication skills
• 4. Able to organise and prioritise workload to optimise the service
• 5. Appreciation of stock management techniques

Desirable

• 1.Knowledge of goods & services used within NHS.
• 2. Analytical skills

Personal Qualities

Essential

• 1.To be able to prioritise and develop creative solutions.
• 2.Be able to keep accurate records of all activities for audit purpose.
• 3.Ability to be proactive and use own initiative.
• 4.Willingness to change and implement new ideas/concepts.
• 5.Demonstrate competence in planning and organising skills
• 6.Team player.
• 7.Be physically fit and able to handle all manual handling duties , lift and delivering using appropriate manual handling aids

Other Job Requirements

Essential

• 1. Ability to work flexible hours and travel across Trust sites.
• 2. Ability to work unsupervised.
• 3. Satisfactory Occupational Health clearance.
• 4. Professional and Business-like appearance and conduct at all times.
• 5. Able to demonstrate behaviours that meet the Trust and Departmental values.

Desirable

• 1. Driving license