Detailed job description and main responsibilities

Main Duties / Key results areas:

Inventory Management:

§  Accurately scan, input and upload order information into the trust’s e-procurement or inventory management system for the ordering of products on wards/departments around the trust

§  Maintain sufficient and appropriate levels of stock across all materials managed wards/departments, working to agreed order and delivery schedules

§  Put away stock for wards/departments around the trust for order which have been ordered in via materials management, ensuring all products are checked for: condition of packaging and item code, quantity, description and unit of measure, against the delivery note provided

§  Act as a first point of contact for the Procurement Department, answering queries or questions where appropriate or suggesting other sources of information

§  Act as a source of knowledge/expertise in the supply of some products into the trust, persuading ward or departmental staff to maximise cost-effectiveness in their procurement activity

§  Ensure that stock does not become obsolete, identifying any products that will be at risk at least 2 months before expiry dates or prior to product changes

§  Maintain effective communications with suppliers; reporting discrepancies in deliveries and sourcing alternative products when required

§  Support the Logistics Supervisor in work planning

§  Ensure the Logistics Supervisor is kept informed of any problems or difficulties with maintaining appropriate stock levels of products on wards/departments; escalating to the Supply Manager if required

§  Assist the Logistics Supervisor to review stock levels and participate in stock review meetings

§  Assist in the upkeep of ward/department store areas (keeping areas tidy and clutter free)

§  Locate and provide emergency supplies of products to ward/department areas when required

§  Assist in the processing of ward specific non-stock materials management requests

§  Assist in the materials management stocktaking programme

§  Assist in the placing of non-materials management orders, when required, using the e-procurement system

Receipt and Dispatch (R&D):

§  Receive, check and accurately receipt deliveries into the R&D area using the e-procurement or inventory management system

§  Arrange receipted items logically within the store for onward delivery to the relevant wards and departments

§  Report any discrepancies between the physical goods and the supplier’s delivery note to relevant members of the trust, Procurement Team and suppliers

§  Arrange returns with suppliers when necessary

§  Answer the goods inward door to liaise with delivery drivers, checking the correct number of parcels are delivered and signed for

§  Take prompt action to deal with routine enquiries relating to the clearance of orders, invoice processing, proof of delivery etc.

§  Accurately deliver items to wards and departments following departmental procedures and ensuring relevant documentation is retained and returned to R&D for scanning and/or filing

§  Act as a first point of contact for the Procurement Department, answering queries or questions where appropriate

§  Act as a source of knowledge/expertise in the supply and onward delivery of some products into the trust

§  Maintain accurate records of completed transactions for future reference (including accurate scanning and electronic or paper filing of records)

§  Ensure safe custody of R&D and direct delivery items awaiting distribution or return

§  Keep working areas in a clean and tidy condition and free from obstructions, always adhering to health and safety instructions

§  Maintain a good working relationship with other Supply Chain Officers, communicating to achieve the most efficient delivery schedules and prioritising work appropriately

General Responsibilities:

§  Wear an identity badge to assist in maintaining the security of the hospital

§  Be observant, and not afraid to enquire of people as to their business in the hospital, reporting concerns promptly to a relevant member of staff

§  Maintain working areas in a clean and tidy condition and free from obstructions

§  Support the SWLPP Helpdesk activity where necessary

§  Remain calm under pressure and maintain a balanced approach to managing conflict

§  Service meets the expectation of internal and external customers and specialty departments

§  Work co-operatively with other SWLPP services and staff to improve the performance of the organisation as a whole

§  Assist in the training of new members of staff when appropriate

§  Wear the departmental uniform and all PPE

§  Keep general appearance to a high standard, including cleanliness of clothing, footwear and self

§  Return empty cages and other delivery equipment to Receipt & Delivery area

§  Undertake other duties, commensurate with the grade as and when instructed by the Line Manager, Supply Chain Manager or the Head of Supply Chain

§  Support the Procurement Director (Operations) and Head of Supply Chain to deliver the vision and strategy as set by SWLPP’s senior leaders

Training/ Self Development and Education:

§  To attend all statutory and mandatory training as and when required to do so

§  Adhere to all Trust policies

§  Act responsibly in respect of colleague’s health, safety and welfare following safe work practices and complying with the Trust’s Health and Safety Policies

§  Participate in an annual individual performance review process where objectives will be agreed, performance monitored and personal development needs discussed

§  Identify own training and development needs and undertake appropriate training/education as required