Job summary
This newly established position offers a chance to become part of a growing team within the Central Operations Directorate. We are looking to recruit a dynamic individual who possesses the enthusiasm and determination to identify and execute changes while contributing to the Health Board's decarbonisation initiatives.
The position will primarily be located at the Prince Philip Hospital site however, there will be an expectation to travel throughout all areas of the Health Board.
Main duties of the job
The individual in this position will perform advanced administrative functions to assist the Business and Governance Department. They will have responsibility for the effective implementation of ongoing storage initiatives, in addition to designing and executing specific projects that align with the Health Board's broader decarbonisation strategy.
Furthermore, the individual will oversee the Health Board's resource distribution system, known as 'Warp It', ensuring that Health Board employees utilise the system appropriately.
About us
Hywel Dda University Health Board is the planner and provider of NHS healthcare services for people in Carmarthenshire, Ceredigion, Pembrokeshire and its bordering counties. Our 12,000 members of staff provide primary, community, in-hospital, mental health and learning disabilities services to almost 400,000 people across a quarter of the landmass of Wales. We do this in partnership with our three local authorities and public, private and third sector colleagues, including our volunteers, through:
Four main hospitals: Bronglais General in Aberystwyth, Glangwili General in Carmarthen, Prince Philip in Llanelli and Withybush General in Haverfordwest.
Five community hospitals: Amman Valley Hospital and Llandovery Hospital in Carmarthenshire, Tregaron Hospital in Ceredigion and Tenby and South Pembrokeshire Hospital Health and Social Care Resource Centre in Pembrokeshire.
Two integrated care centres (Aberaeron and Cardigan, Ceredigion).
Community facilities, including:
48 General Practices (GP surgeries), 49 Dental Practices, 98 Community Pharmacies (chemists), 44 General Ophthalmic Practices (including eye health and low vision services), 38 sites providing mental health and learning disability services, care within your own homes
Highly specialised and tertiary services commissioned by the Welsh Health Specialised Services Committee, a joint committee representing seven health boards across Wales.
Job description
Job responsibilities
Oversee the organisation of storage and transportation logistics, which includes receiving and processing requests for storage needs, arranging the transportation of items and equipment, and accurately documenting these requests. Identify the most appropriate and cost-efficient solutions from various providers. Additionally, monitor usage, maintain precise inventories, and handle order processing and invoicing.
Maintain a comprehensive data collection system that encompasses financial details and a thorough record of all items in storage. Coordinate bookings and collaborate with external parties to ensure that the most effective and economical solutions are utilised to fulfill departmental requirements.
Conduct audits, risk assessments, and inspections of storage facilities and containers to ensure optimal utilisation of all available resources. Identify opportunities for consolidation and develop suitable solutions.
Operate independently, ensuring effective management of your workload while exercising sound judgment to seek guidance or notify senior management of any issues or concerns.
Take the lead in developing and executing projects or initiatives aimed at reducing waste and enhancing the volume of items that can be reused or repurposed, ensuring maximum cost-effectiveness.
Oversee the organisation of storage, which includes receiving and processing requests for storage needs, arranging the transportation of items and equipment, and accurately documenting these requests.
Identify the most appropriate and cost-efficient solutions from various providers. Additionally, monitor usage, maintain precise inventories, and handle order processing and invoicing
Maintain a comprehensive data collection system that encompasses financial details and a thorough record of all items in storage.
Proactively implement changes and effectively address challenges when requests are declined.
Conduct audits, risk assessments, and random inspections of storage facilities and containers to ensure optimal utilization of all available resources.
Identify opportunities for consolidation and develop suitable solutions. Arrange for the prompt transportation of items to minimize storage costs.
Take the lead in developing and executing projects or initiatives aimed at reducing waste and enhancing the volume of items that can be reused or repurposed, ensuring maximum cost-effectiveness.
You will be able to find a full job description and person specification attached within the supporting documents.
The Health Board is committed to supporting its staff to fully embrace the need for bilingualism thereby enhancing patient and service user experiences. In our commitment to increase the number of staff who are able to communicate in Welsh with patients and professionals, we welcome applications from Welsh speakers.
The ability to communicate in Welsh is desirable for this post. If you do not meet the Welsh Language requirements specified, the Health Board offers a variety of learning options and staff support to help you meet these minimal desirable requirements during the course of your employment with us.
Interviews will be held on 13/03/2025
Job description
Job responsibilities
Oversee the organisation of storage and transportation logistics, which includes receiving and processing requests for storage needs, arranging the transportation of items and equipment, and accurately documenting these requests. Identify the most appropriate and cost-efficient solutions from various providers. Additionally, monitor usage, maintain precise inventories, and handle order processing and invoicing.
Maintain a comprehensive data collection system that encompasses financial details and a thorough record of all items in storage. Coordinate bookings and collaborate with external parties to ensure that the most effective and economical solutions are utilised to fulfill departmental requirements.
Conduct audits, risk assessments, and inspections of storage facilities and containers to ensure optimal utilisation of all available resources. Identify opportunities for consolidation and develop suitable solutions.
Operate independently, ensuring effective management of your workload while exercising sound judgment to seek guidance or notify senior management of any issues or concerns.
Take the lead in developing and executing projects or initiatives aimed at reducing waste and enhancing the volume of items that can be reused or repurposed, ensuring maximum cost-effectiveness.
Oversee the organisation of storage, which includes receiving and processing requests for storage needs, arranging the transportation of items and equipment, and accurately documenting these requests.
Identify the most appropriate and cost-efficient solutions from various providers. Additionally, monitor usage, maintain precise inventories, and handle order processing and invoicing
Maintain a comprehensive data collection system that encompasses financial details and a thorough record of all items in storage.
Proactively implement changes and effectively address challenges when requests are declined.
Conduct audits, risk assessments, and random inspections of storage facilities and containers to ensure optimal utilization of all available resources.
Identify opportunities for consolidation and develop suitable solutions. Arrange for the prompt transportation of items to minimize storage costs.
Take the lead in developing and executing projects or initiatives aimed at reducing waste and enhancing the volume of items that can be reused or repurposed, ensuring maximum cost-effectiveness.
You will be able to find a full job description and person specification attached within the supporting documents.
The Health Board is committed to supporting its staff to fully embrace the need for bilingualism thereby enhancing patient and service user experiences. In our commitment to increase the number of staff who are able to communicate in Welsh with patients and professionals, we welcome applications from Welsh speakers.
The ability to communicate in Welsh is desirable for this post. If you do not meet the Welsh Language requirements specified, the Health Board offers a variety of learning options and staff support to help you meet these minimal desirable requirements during the course of your employment with us.
Interviews will be held on 13/03/2025
Person Specification
Qualifications and Knowledge
Essential
- Level 3 qualification in a relevant subject or equivalent demonstrable knowledge and experience of secretarial or administrative procedures and experience of dealing with non-routine tasks, such as answering queries or solving problems
- Competent with a broad range of Microsoft applications
Desirable
- To have knowledge of financial procures with the organisation
Experience
Essential
- Experience in leading and managing improvement initiatives/ projects and delivering identified benefits
- Experience of setting up spreadsheets and databases
- Experience of report writing and excellent organization and planning skills
Desirable
- Experience of using the Oracle Procurement System
- Experience working within the NHS
- Experience of training and staff support in development
- Experience of working in a storage or stock management environment
Other
Essential
- Ability to travel between sites in a timely manner
- Flexible approach to the needs of the service
Desirable
Person Specification
Qualifications and Knowledge
Essential
- Level 3 qualification in a relevant subject or equivalent demonstrable knowledge and experience of secretarial or administrative procedures and experience of dealing with non-routine tasks, such as answering queries or solving problems
- Competent with a broad range of Microsoft applications
Desirable
- To have knowledge of financial procures with the organisation
Experience
Essential
- Experience in leading and managing improvement initiatives/ projects and delivering identified benefits
- Experience of setting up spreadsheets and databases
- Experience of report writing and excellent organization and planning skills
Desirable
- Experience of using the Oracle Procurement System
- Experience working within the NHS
- Experience of training and staff support in development
- Experience of working in a storage or stock management environment
Other
Essential
- Ability to travel between sites in a timely manner
- Flexible approach to the needs of the service
Desirable
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
