Detailed job description and main responsibilities

               Key Responsibilities

• The post holder will be required to communicate and negotiate with clinical staff and patients on a daily basis and must be able to deal with often complex medical terminology.

• They will be required to carry out in part the ordering, receipt and acceptance for payment of several million pounds worth of equipment and services annually.  Regularly, many of the orders placed will be in excess of £10K.

• To promote the consistent and effective use of best practice purchasing systems as directed by the Trust.  It is anticipated that the post holder will be the first point of contact for any procurement related issues and will provide appropriate support for theatre staff.

• The post holder will have a key role in scrutinising demands requested by clinical staff to ensure that duplicate ordering and stock piling does not take place.

Skills

• Have the ability to work in a methodical, ordered way to ensure that work is completed in an orderly manner.

• Should have good problem-solving skills and the ability to pre-empt issues.

• Ordered and efficient, they should maintain records that are accurate and easily auditable.

• Must be able to remain flexible and adapt to changing priorities.

• Ideally, will have previous experience of working within an NHS stores or A&C environment and be conversant with the appropriate systems.

• Have an appreciation of the various specialities within the theatres department and how their role interfaces with them.

• Proficient in the use of MS Word, Outlook and Excel to facilitate good communications and production of workable data.

• Work closely with the lead clinicians and advise them on stock holding levels to be achieved.

• Provide comprehensive administrative support to the theatre suite.

Knowledge

• An in depth understanding of procedures and practices to facilitate control over the ordering and contractual protocols.

• The ability to work in an autonomous way with minimal managerial input.

• Excellent investigative ability to resolve queries and errors including escalating issues where necessary.

• Able to monitor, review and set purchasing patterns to identify savings and cost reduction measures.

• Entering data into and interrogating the hospital Patient Administration System (Trakcare)

Attributes

• Must have a professional and helpful attitude at all times and a highly developed telephone manner; this is imperative when working in a highly pressured environment. 

• Confident and calm communicator who can explain procedural constraints to service users and advice on alternative courses of action.

• Methodical and systematic approach to work with excellent clerical abilities.Communications and Working Relationships

The post holder will have highly developed communication skills.  The role will require them to use an empathetic style and a degree of tact when dealing with the requests of clinical staff and patients.  They will require good persuasive skill to facilitate change of practice and preference when introducing new products within the theatre’s environment; this can be a very contentious area and often causes unrest.  Therefore, the ability to stay calm and persuade the staff to engage the elements of change is essential.

The post holder will have the following working relationships:

• Theatres Managers, Managed Service Coordinators (Genmed)

• Consultants, Lead nurse, nursing staff of all grades.

• CSSD staff.

• Procurement/NHS Supply Chain staff

• Company representatives, customer services.

• Theatre management staff

KEY RESULT AREAS 

• To ensure the prompt processing of all requests and receipts in order to provide the best service possible to the theatres department

• To co-ordinate, progress and hasten the flow of goods receipt notes, proof of delivery notes and invoices throughout the Theatres directorate.

• To monitor the efficiency of the service provided by numerous suppliers and to challenge any shortfall in this service.

• To negotiate with theatre and procurement staff on the use of a range of products and to recommend the most appropriate supplier after a comparison of all options.

• To inform the Senior Storekeeper Supervisor of any change to stock requests in terms of volume, supplier, new items and so on and to take action to ensure that the non-pay budget is not exceeded.
• To audit usage of stock and to set the most appropriate holding level.  This is a key aspect of the role and the post holder will have responsibility for this task.

• To conduct an accurate, stocktake of all areas when requested.  This is usually once or twice a year or when requested by the Finance Department.

• To analyse and make recommendations on the harmonization of stock within the department.  This is based on a number of factors such as: cost, preference, availability, suitability, volume usage, packaging etc.

• To have demonstrable experience in the following areas:

o   Basic word processing and computer skills, with the ability to input data accurately.

o   Evidence of a reasonable standard of literacy and numeracy.

o   Clerical and/or Reception experience

     General Working Conditions 

• The post requires sitting for extended periods of time at a VDU.

• There is the requirement to remain flexible in working practice as periods of concentrated work will regularly be interrupted by enquiries and requests from third parties.  These requests will often require immediate attention.

• The post requires dealing with emotional and stressful situations involving conflicting views over priorities and service delivery.

• There is the requirement to spend time within the theatres department and therefore contact with the associated risks.

• There will be a significant degree of manual handling to be undertaken when processing the goods inward and distributing them accordingly. 

MOST CHALLENGING PART OF THE JOB

·         Working in a pressured environment to achieve results with an often-compressed timeframe.

·         Dealing with queries from clinical staff and resolving issues as efficiently as possible.

·         Working within the confines of the NHS procurement system while trying to provide a prompt and effective service.

·         Having to often change work priorities in response to immediate requests or queries from clinical staff members.

·         Allowing for the constant development of the service by means of trialling and testing new products and equipment, while striving to manage expectations with regard available funds.