Logistics and Supply Chain Supervisor - Preston, United Kingdom - East Lancashire Hospitals NHS Trust

Description

Job overview

Are you ready to lead the charge in ensuring seamless operations within Lancashire Teaching Hospitals NHS FT?

We are seeking a Logistics and Supply Chain Supervisor to spearhead our professional and customer focused teams. From managing inventory to optimising supply routes, this role is at the forefront of healthcare logistics, making a tangible impact on patient care.

Main duties of the job

• Will provide leadership and management to the Materials Management team to ensure the provision of a Materials Management service for dedicated Ward, Department and Theatre.
• Operating within broad procedural guidelines the objective is to coordinate and manage the timely and effective top up stock and non-stock system, replenishing stock to agreed levels, checking and put away of goods. Manager will require independent judgment.
• The post holder will manage a team of Materials Management Assistant personnel. This will include sickness absence management, and compiling of staff rosters to ensure all areas are safely covered, staff appraisals, staff training and any performance /disciplinary issues
• Lead effective team meetings to inform, engage and motivate the Materials Management team. Establish a clear focus and direction for the team, ensuring all members understand their role and how it sits within the department, directorate and Trust
• To be key point of contact liaising with clinical ward and theatre staff being visible and accessible, co-ordinating all aspects of supplies management.
• Be the focal point for customer enquiries, projects (e.g. standardisation/rationalisation programmes, user trials, product match exercises) and issues.
• This post covers a range of tasks some of which require the exercise of initiative.
• To provide in association with other staff, a professional procurement and logistics service to the Trust.

Working for our organisation

The Lancashire Procurement Cluster is a ground breaking shared service which is creating a step change in procurement and supply chain maturity for the member trusts; Blackpool Teaching Hospitals NHS FT, East Lancashire NHS Trust and Lancashire Teaching Hospitals NHS FT. It is fundamentally re-shaping the role of Procurement across the local health economy to ensure the service is fit for purpose and can deliver value and customer satisfaction in a sustainable manner.The LPC is hosted by ELHT but staff are based across all three organisations.

Why Join Us?

• Opportunity to work on groundbreaking technology that is reshaping inventory management systems within the NHS.
• Collaborative and inclusive work environment that encourages innovation and creativity.
• Numerous non-pay benefits including NHS pension scheme, car leasing and generous annual leave entitlement
• Professional growth and development opportunities through training programs and workshops.

Applicants are sought from across the private and public sector; the successful applicant will bring new learning, best practice and customer focus. Previous applicants need not apply.

Detailed job description and main responsibilities

• Manage and coordinate the workload of and motivate a customer facing Materials Management

team that provides a professional supply chain and logistics service.

• Provide strong effective management and leadership to all direct reports to ensure continuity of service whilst ensuring value for money.
• Monitor and assess work load and staffing resources re-assigning as appropriate to ensure continuous service provision and that pre-determined standards in service are met. Delegate specific areas of work to all direct reports team ensuring that deadlines and outcomes are met
• Plan and coordinate own workload and reprioritise work plans/staff to accommodate unforeseen operational problems
• Manage performance related problems together with first-line grievance and disciplinary issues for all direct reports. Remain focused and professional but approachable when dealing with difficult situations in the workplace i.e. sickness absence, disciplines, appraisals etc.
• Support the Deputy Supply Chain Manager in the day-to-day management with regard to operational functions to ensure that quality and performance standards are consistently achieved, are cost effective and are responsive to the changing needs of the customer base.
• Support and develop the capabilities of the Materials Management Team by identifying practical solutions and benefits to issues as they arise and managing change where positively.
• Support the Deputy Supply Chain Manager in the application of the principles of materials management across the Trust to ensure value for money and maximum cost benefit through stock control is realised.
• In conjunction with the Deputy Supply Chain Manager, key stakeholders, and where appropriate with colleagues elsewhere, devise and develop usage and wastage review programmes which reduce or eliminate unnecessary demand and expenditure.
• Develop and maintain a network of appropriate internal and external contacts and partners to assist in the continuous improvement of the supply chain.
• Be the focal point for customer enquiries, projects (e.g. standardisation/rationalisation programmes, user trials, product match exercises) and issues.
• To lead on standardisation and rationalisation exercises, as well as giving support in other initiatives.
• To set, achieve and measure order-processing timescales.
• To drive the department's quest for improved technology to make the request/ordering of goods and services more efficient. Eg Materials Management and GS1 preparedness.

SERVICE DEVELOPMENT

• Support the Deputy Supply Chain Manager in reporting against a suite of Key Performance Indicators (KPIs) to support the production of the monthly Procurement Dashboard. Use the data to measure existing supply chain performance identifying remedies for those areas falling short of established targets.
• Support the Deputy Supply Chain Manger to investigate and implement service improvements with key distributors to deliver increased efficiencies and cost savings.
• Support the Deputy Supply Chain Manager in the maintenance of Standard Operating Procedures for new and existing inventory management and stock control processes/system developments.
• Manage and oversee the workload of own direct reports across the Trust by using effective leadership skills to influence, encourage and inform best work practice to achieve identified standard of work, using verbal discussion, written and electronic communication.
• Maintain a process of perpetual inventory utilising appropriate Microsoft applications and systems.
• Plan workload that may impact across or within departments/ services.
• Ensure appropriate stock management and receipt of goods to customers complying with Standard Operating Procedures and Trust Standing Orders and Standing Financial Instructions.
• Ensure all returns and discrepancies are undertaken promptly and the financial credits are received.
• Support ongoing reviews of the supply chain within the trust.
• Support the extension of the Materials Management Service.
• Ensuring quarterly reviews with appropriate ward /theatre /department leads have taken place, using system information to illustrate spending patterns identifying products and stock levels.
• Assist team members with carrying out quarterly reviews by attending at least two meetings per annum with each team member under supervision.
• Act as a 'Super User' for Materials Management systems and processes.
• Keep all associated paper work regularly updated in line with code and location changes.
• Have a flexible attitude to working hours to meet the needs of the customer.
• Assist with the provision of cover to other areas of Materials Management when necessary, ensuring this is adequate in times of leave and sickness.
• Ensure compliance with Trust financial instructions and policies.
• Other duties as required.

COMMUNICATION

• Work closely with other members of the Materials Management and Lancashire Procurement Cluster Team and wider theatre /departmental based Trust colleagues.
• Communications will involve providing advice either by face to face and by telephone, within meetings, written, letters, memorandum and e-mail
• Resolve customer queries/complaints.
• Develop strong working relationships with Trust colleagues.
• Build and maintain strong customer and supplier relationships.

TRAINING AND DEVELOPMENT

• Undertake all relevant mandatory training.
• Maintain personal and professional development to meet the changing demands of the job,

Participate in appropriate training activities.

ORGANISATIONAL RESPONSIBILITIES

• To purchase goods and services, within agreed targets and for specific customer groups and departments.
• Develop and maintain a sound knowledge of products.
• Assist in value for money studies to contribute to savings targets and regularly report spend/savings activity.
• To participate in the development and performance of the Supply Chain/Materials Management Team in accordance with the Trust's business plan.
• Ensure that clinical incidents are reported and dealt with in accordance with the Trust's procedures, liaise with appropriate staff and keep records maintained.
• Advise customers of inabilities to supply, and offer alternatives where identified.
• Advise customers of slow or non-moving stocks and act appropriately for the benefit of the Trust.
• Ensure that a clean and safe working environment is maintained.
• Ensure that all duties are carried out in accordance with the Trust's Health & Safety policy.
• Ensure that appropriate records are kept and filed on behalf of customers in accordance with audit procedures.

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• When required, provide input and assistance in introducing new technology processes across the LPC in line with departmental strategies
• Report ongoing savings achieved in line with departmental procedure.
• Provide appropriate cover for the Theatre Stores Manager at the other sites within ELHT

PROFESSIONAL RESPONSIBILITIES

• Have a good understanding and awareness of Trust Policies and Procedures.

Ensure compliance with Trust Standing Financial Instructions, EU Legislation and C.I.P.S. code of conduct.

• Ensure that team members under supervision are offered job related training, in line with identified training needs and comply with mandatory training and appraisal requirements.
• Carry out annual PDR's and undertake reviews at regular meetings.
• Contribute to the development and performance of the Materials Management team by personally participating in training and development activities.

Person specification

Personal Attributes

Essential criteria

• Leadership and delegation skills
• Promoting a positive working environment
• Self-motivated
• Team player
• Use of own initiative
• Ability to communicate at all levels
• Ability to work under pressure

Other

Desirable criteria

• Able to commute for work purposes

Qualifications

Essential criteria

• Educated to GCSE English/Maths Grade C/4 or equivalent level/or experience

Desirable criteria

• Membership of /Currently in the process of/ commitment to achieving full membership of the Chartered Institute of Purchasing & Supply

Experience

Essential criteria

• Experience of working within a Stock Control, Purchase, supply / logistics environment in a management role
• Experience of staff management
• Demonstrable success in achieving value for money savings
• Experience of Purchase Order System
• Sound knowledge of internal departmental structures
• Project Research and Report preparation

Desirable criteria

• Experience of Supply Chain stock control and stock management in line with Scan4Safety Initiative

Knowledge and Skills

Essential criteria

• Excellent communications skills
• Organisation, interpersonal and analytical skills including working in/with multi-disciplinary teams
• Negotiation and Influencing skills
• Excellent IM&T Skills - Excel, Word
• Proven numeracy and literacy skills

Desirable criteria

• Experience in NHS Organisation.
• Experience in Ward /Theatre stock control environment using Inventory Management System in line with Scan4 Safety