Supply Chain Supervisor

Job responsibilities

Post Title: Supply Chain Supervisor

Pay Band: Band 4

Hours: 37.5

Contract: Permanent

Location and Department: Supply Chain Supervisor County Wide

Accountable to: Director of Procurement

Reports to: Deputy Supply Chain Managers

Key Working Relationships:

All customers of the Procurement and Supply Chain Department

Collaborative Partners

Procurement Managers

E-Procurement team

Trust financial colleagues

Suppliers and their Trade Associations

Clinical Teams and specialties

Job Purpose:

The post holder will be responsible for the day to day supervision of the General Supply Chain function and the Supply Chain team. They will 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.

Key Duties:

1. To be responsible for the day to day supervision of the Supply Chain function and the Supply Chain team, working independently and referring to the Deputy Supply Chain Manager when necessary.

2. To organise and prioritise the workloads of the Supply Chain team whilst managing these conflicting demands efficiently and ensuring contract lead times are adhered to you.

3. Deputise for the General Deputy Supply Chain Manager during their absence and manage departmental rotas. This should include appraisals, performance and absence management.

4. To take receipt, sign for and book in delivered goods whilst reporting any discrepancies and taking the appropriate corrective action.

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

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

7. To deliver goods to their correct end destination and obtain a signed delivery note where applicable. These will include clinical areas and patient and visitor consideration should be adhered to at all times.

8. Monitoring, creating and managing departmental Service Level Agreements and managing the teams performance against these.

9. 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.

10. To monitor and control replenishment levels using the PDA for in-house and ward level. To order and maintain optimum stock levels and replenish via economic ordering quantities. All in house stock replenishment should be ordered via the Trusts iProc ordering system.

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

12. To put away top up items in to agreed stock locations ensuring the stock rotation of goods ensuring patients emotional consideration at all times.

13. Arrange stock take duties of products and ensure these are inputted in an electronic spreadsheet and returned in a timely manner.

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

15. To maintain systems for filing of delivery notes and all associated paperwork and keep up to date electronic records and storage.

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

17. To train, educate and give guidance on ordering procedures to Trust personnel in the light of changing circumstances using Supply Chain and inventory management knowledge alongside policies and procedures.

18. To monitor contract compliance and advise Requistioners on the most efficient ordering procedures whilst adhering to Trust policies, Standing Financial Instructions and Procurement Law.

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

20. 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.

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

22. Provide advice and information to internal customers with regards to stock management and product availability by using E-mail, telephone and face to face meeting. Ensure electronic record keeping is obtained, making recommendations to procurement colleagues in line with contract awareness.

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. Co-Ordinate the response to Medical Device Notices and ensuring the appropriate action is taken and record responses and outcomes electronically.

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

27. Work with the Procurement team and co-ordinate new top up product ranges as part of the Trusts savings work plan.

28. Support the development of any stock or inventory management systems and become a point of contact for the department to liaise with. Analyse spend data for new areas and make recommendations and departmental development.

29. Support expansion within the Supply Chain team and provide supervisory cover for new areas that are adopted.

30. Liaise with suppliers to encourage and ensure they meet organisational needs and contractual arrangements.

31. Obtain quotes from suppliers when sourcing new products or changing supply route and make decisions about contract commitment in line with Trusts standing financial instructions and contract law.

32. Support and introduce new policies into the team as directed and feedback on areas of difficulty and suggest improvements.

33. Collate responses of departmental surveys as a result of Supply Chain reviews.

34. Adapt to changing working patterns which can involve assisting with deliveries and supporting the Supply Chain management team in office based duties.

Skills/ Knowledge

Essential

• 1. Knowledge of Supply Chain management.
• 2. Knowledge of Procurement law and activities in line with Standing Financial Instructions.
• 3. A working knowledge of basic office practices.
• 4. Customer-focus with effective written and communication skills.
• 5.Ability to liaise with suppliers to encourage them to meet Organisational needs.
• 6.Ability to persuade internal stakeholders to use contractual arrangements.
• 7.Able to organise and prioritise workload to optimise the service.
• 8.Appreciation of lean inventory management to maximise efficiency and minimise costs

Desirable

• 1. Knowledge of goods & services used within NHS.

Qualifications

Essential

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

Desirable

• 1. Knowledge and understanding of the NHS.
• 2. An understanding of the Trusts Standing Financial Instructions and Procurement procedures.
• 3. Supply Chain Qualification or studying towards or equivalent experience.

Experience

Essential

• 1. Supply Chain and Inventory Management experience.
• 2. Experience of bespoke 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.

Desirable

• 1. Experience in supervising a team in Supply Chain or a similar function

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.

Desirable

• 1. Analytical skills.

Other Job Requirements

Essential

• 1. Ability to work flexible hours and travel across Trust sites if required.
• 2. Ability to work unsupervised.
• 3. Satisfactory Occupational Health clearance.
• 4. Satisfactory CRB-Check.
• 5. Professional conduct at all times.
• 6. Smart/professional dress code.
• 7. Able to demonstrate behaviours that meet the Trust and Departmental values.