Job summary
Supports the Materials Management Supervisor and
Inventory System Manager in the delivery of an efficient materials management
service using either bar coded data capture systems or the Omnicell inventory
management system to ensure that all wards and theatres have the correct stock
of medical consumables and to order and put away replacement stock as and when
required.
Provides
internal supply chain services e.g. receipts, distribution for materials
management using computerised receipts, storage and/or bar coded data capture
systems. Manage the stock inventory held in the Omnicell cabinets.
Unpacks
and checks delivered items against delivery/order information, takes corrective
action, maintains audit records
May
hold and store ward/department stock records and replenish products in
accordance with agreed procedures
Liaises
with internal personnel and external suppliers on supplies/stock
management/rationalisation/delivery, related issues.
Main duties of the job
1.
To
be fully conversant with the Procurement Departments Materials Management
programme and procedures.
2.
To
use a hand held device to scan bar codes where required and order product lines
to bring stock levels to agreed max stock levels, based on a top-up system as
directed. Orders will be placed via SBS or NHS Supply Chain EDC or on-line systems.
3.
Deliver
roll cages to wards and departments, break down roll cages, unpack and
replenish cabinets, stores or store rooms in relevant wards and clinical
departments whilst ensuring that stock rotation is carried out continuously.
4.
To
ensure that deliveries are correct against the requisition, including unit of
issue, investigate discrepancies and resolve queries. Arrange uplifts request credit where
necessary for the relevant department.
5.
To
assist Materials Management Supervisor in assimilating, processing and keeping
Materials Management performance records using key performance indicators
(KPI). Complete all documentation
necessary for issue.
6.
To
ensure that Wards and Clinical Departments concerned have sufficient product
lines to carry them over weekends and Bank Holidays.
7.
Carry
out monthly cycle counts to verify stock levels in the Omnicell cabinets and
for non-cabinet areas carry out stock checks at least annually.
About us
Royal Surrey NHS Foundation Trust is a friendly, supportive, busy but welcoming acute and community Trust that is ambitious about developing our services and your career.
Our compassionate, caring and friendly colleagues make up our Royal Surrey family and are at the heart of what we do. We all have a passion for learning, continuous improvement and excelling together through innovation, research and development. There are over 4,500 members of our Royal Surrey family.
We are clinically led and provide joined up care by bridging the gap between hospital and community services alongside regional specialist cancer care. Our main acute hospital site is in Guildford with community hospital sites at Milford, Haslemere and Cranleigh. We provide adult community health services in the community and homes across Guildford and Waverley.
We have received an overall Good rating from the CQC with Medical care (including older peoples care), End of Life Care and Maternity services being deemed Outstanding by the CQC. We are investing in our colleagues through our health and wellbeing programme and a commitment to supporting professional development as well as investing more than £45 million in our physical environment and new equipment in the next few years.
There has never been a better time to join us.
Job description
Job responsibilities
KEY
RESULT AREAS/MAIN DUTIES AND RESPONSIBILITIES:
1.
To
be fully conversant with the Procurement Departments Materials Management
programme and procedures.
2.
To
use a hand held device to scan bar codes where required and order product lines
to bring stock levels to agreed max stock levels, based on a top-up system as
directed. Orders will be placed via SBS or NHS Supply Chain EDC or on-line systems.
3.
Deliver
roll cages to wards and departments, break down roll cages, unpack and
replenish cabinets, stores or store rooms in relevant wards and clinical
departments whilst ensuring that stock rotation is carried out continuously.
4.
To
ensure that deliveries are correct against the requisition, including unit of
issue, investigate discrepancies and resolve queries. Arrange uplifts request credit where
necessary for the relevant department.
5.
To
assist Materials Management Supervisor in assimilating, processing and keeping
Materials Management performance records using key performance indicators
(KPI). Complete all documentation
necessary for issue.
6.
To
ensure that Wards and Clinical Departments concerned have sufficient product
lines to carry them over weekends and Bank Holidays.
7.
Carry
out monthly cycle counts to verify stock levels in the Omnicell cabinets and
for non-cabinet areas carry out stock checks at least annually.
8.
At
times of high demand or when the need for special requirements exist within a
department or ward, attempt to source products from elsewhere in the Trust
including asking neighbouring Trusts or the Nuffield for support.
9.
To
build and strengthen working relationships with customers. Assess requirements and the use to which
products are applied.
10.
To
assist the Materials Management Supervisor and ward managers with the promotion
of product rationalisation and reduce stock holding.
11.
To
provide a quality service to agreed stock levels and timetable meeting the
required standards.
12.
To
assist ward and department managers in managing their purchases and levels of
stock.
13.
Implement
product changes in the storage areas including re-labelling, new bar codes etc.
as directed by the Materials Management Supervisor.
14.
To
assist the Procurement Department in the implementation of any new stock
management or Materials ordering system that may be adopted.
15.
To
generally act as liaison officer between ward and clinical departments and all
sections of the Procurement Department.
16.
To
provide cover for staff who are on annual or sick leave.
17.
The
post holder will be expected to carry out other appropriate duties as directed
by the Materials Manager, which may include duties elsewhere within the Trust.
18.
The
contents of this post will be reviewed with the post holder in the light of
future development of the Materials Management function.
Customer Liaison
1.
Work
as part of a flexible, customer orientated team ensuring that a high quality of
service is constantly maintained.
2.
Liaise
with all groups of staff within the trust and external trusts and agencies
using the most appropriate method of communication (telephone, facsimile,
electronic mail, written)
Other duties to include
1.
Co-operate
with wards and departments in reporting accidents and/or serious defects in
medical products or other supplies.
Liaise with the appropriate distributor, supplier or the Medical Devices
Agency to ensure compliance with Health and Safety and MDA regulations.
2.
Any
other duties consistent with the nature and grade of the post. Develop and
improve relationships with other trust departments by ensuring quick and
effective response to queries and complaints.
3.
Seek
to develop productive on-going relationships with procurement, clinical and
trust staff and suppliers.
Job description
Job responsibilities
KEY
RESULT AREAS/MAIN DUTIES AND RESPONSIBILITIES:
1.
To
be fully conversant with the Procurement Departments Materials Management
programme and procedures.
2.
To
use a hand held device to scan bar codes where required and order product lines
to bring stock levels to agreed max stock levels, based on a top-up system as
directed. Orders will be placed via SBS or NHS Supply Chain EDC or on-line systems.
3.
Deliver
roll cages to wards and departments, break down roll cages, unpack and
replenish cabinets, stores or store rooms in relevant wards and clinical
departments whilst ensuring that stock rotation is carried out continuously.
4.
To
ensure that deliveries are correct against the requisition, including unit of
issue, investigate discrepancies and resolve queries. Arrange uplifts request credit where
necessary for the relevant department.
5.
To
assist Materials Management Supervisor in assimilating, processing and keeping
Materials Management performance records using key performance indicators
(KPI). Complete all documentation
necessary for issue.
6.
To
ensure that Wards and Clinical Departments concerned have sufficient product
lines to carry them over weekends and Bank Holidays.
7.
Carry
out monthly cycle counts to verify stock levels in the Omnicell cabinets and
for non-cabinet areas carry out stock checks at least annually.
8.
At
times of high demand or when the need for special requirements exist within a
department or ward, attempt to source products from elsewhere in the Trust
including asking neighbouring Trusts or the Nuffield for support.
9.
To
build and strengthen working relationships with customers. Assess requirements and the use to which
products are applied.
10.
To
assist the Materials Management Supervisor and ward managers with the promotion
of product rationalisation and reduce stock holding.
11.
To
provide a quality service to agreed stock levels and timetable meeting the
required standards.
12.
To
assist ward and department managers in managing their purchases and levels of
stock.
13.
Implement
product changes in the storage areas including re-labelling, new bar codes etc.
as directed by the Materials Management Supervisor.
14.
To
assist the Procurement Department in the implementation of any new stock
management or Materials ordering system that may be adopted.
15.
To
generally act as liaison officer between ward and clinical departments and all
sections of the Procurement Department.
16.
To
provide cover for staff who are on annual or sick leave.
17.
The
post holder will be expected to carry out other appropriate duties as directed
by the Materials Manager, which may include duties elsewhere within the Trust.
18.
The
contents of this post will be reviewed with the post holder in the light of
future development of the Materials Management function.
Customer Liaison
1.
Work
as part of a flexible, customer orientated team ensuring that a high quality of
service is constantly maintained.
2.
Liaise
with all groups of staff within the trust and external trusts and agencies
using the most appropriate method of communication (telephone, facsimile,
electronic mail, written)
Other duties to include
1.
Co-operate
with wards and departments in reporting accidents and/or serious defects in
medical products or other supplies.
Liaise with the appropriate distributor, supplier or the Medical Devices
Agency to ensure compliance with Health and Safety and MDA regulations.
2.
Any
other duties consistent with the nature and grade of the post. Develop and
improve relationships with other trust departments by ensuring quick and
effective response to queries and complaints.
3.
Seek
to develop productive on-going relationships with procurement, clinical and
trust staff and suppliers.
Person Specification
Qualifications
Essential
- English and Mathematics to O/GCSE level or equivalent or good standard of education
Desirable
Experience
Essential
- Experience of working in a customer service environment
- Experience of working in similar environment of stock control, warehousing order processing and follow up
Knowledge and skills
Essential
- IT Skills, MS Office
- Excellent communication and interpersonal skills
- Ability to undertake physical/manual handling tasks
Desirable
- IT Skills, ECDL
- Negotiation Skills
Person Specification
Qualifications
Essential
- English and Mathematics to O/GCSE level or equivalent or good standard of education
Desirable
Experience
Essential
- Experience of working in a customer service environment
- Experience of working in similar environment of stock control, warehousing order processing and follow up
Knowledge and skills
Essential
- IT Skills, MS Office
- Excellent communication and interpersonal skills
- Ability to undertake physical/manual handling tasks
Desirable
- IT Skills, ECDL
- Negotiation Skills
