Senior Supply Chain Assistant - Guildford, United Kingdom - Royal Surrey NHS Foundation Trust

Description

Job summary

Supports the Materials Management Supervisor andInventory System Manager in the delivery of a safe and efficient materialsmanagement service tour clients.Utilising handheld bar coded data capture systems, the Omnicell automatedinventory management system and raising replenishment orders in the oracle SBSsystem to order the defined and agreed items.When the materials are received processing and physically moving them toand putting away the items at the point of care. Expediting and escalating issues in a timelymanner whilst being communicative with the client teams.

Main duties of the job

JOB SUMMARY

1.Providesinternal logistics, p2p and supply chain services

oRequisitioning

oReceipting

oReconcilingreceipts

oDistribution Pallets, roll cages and packages

oUnpacking

oRestockingshelves and Omnicell cabinet systems

oManagethe inventory held in the Omnicell cabinets

oManageand maintain Point of Care locations

oExpeditemissing/delayed items (including in Omnicell)

oLiaiseand communicate with client service teams

oEscalateappropriate issues

oStockControl

oStocktaking

oManagefirst line invoice queries

oOrderingof products from approved list

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 responsibilities

KEYRESULT AREAS/MAIN DUTIES AND RESPONSIBILITIES:

1.Tobe fully conversant with the Supply Chain Departments Materials Management policies,procedures and safe systems of work.

2.Touse a hand held device to scan bar codes where required and order product linesto bring stock levels to agreed max stock levels, based on a top-up system.

3.Manageand maintain the Omnicell closed system cabinets using the correct proceduresand safe systems of work.

4.Promptlydeliver products to and manage Omnicell systems within the Trust. Includingbeing responsible for the first line management of unfulfilled lines and reviewthe reason why they are unfulfilled and take the appropriate action.

5.Managethe supplementary restocks in the Omnicell system. Including carrying out theroutine cycle counts to verify stock levels in the Omnicell System.

6.Expeditemissing/delayed items in Omnicell.

7.Raiseorders via Oracle SBS or NHS Supply Chain EDC or other on-line systems.Including the ordering of alternative products from an approved list up to theagreed designated value.

8.Managefirst line invoice queries and take appropriate action to escalate to the widerHPL Procurement and Supply Chain Team.

9.Physicallydeliver roll cages, flat bed trollies to wards and departments, break down rollcages, unpack and replenish cabinets, stores or store rooms in relevant wardsand clinical departments whilst ensuring that first expired first consumed stockrotation is carried out continuously and any damaged/expired goods areappropriately removed from the point of care.Ensuring appropriate signatures are obtained.

10.Toensure that Wards and Clinical Departments have sufficient quantities of all productlines to carry them over weekends and Bank Holidays.

11.Toensure that deliveries received are correct against the requisition, includingunit of issue. Investigate discrepanciesand resolve queries.

12.Arrangeuplifts and request credit where necessary for the relevant department.

13.Toassist Materials Management Supervisor in assimilating, processing and keepingMaterials Management performance data and records using key performanceindicators (KPI). Complete all documentationnecessary when required.

14.Carryout routine cycle counts to verify stock levels in the Omnicell cabinets andfor non-cabinet areas carry out stock checks in line with the requirements ofthe company leadership team.

15.Controloutstanding orders and escalate where appropriate.

16.ManageSupply X System for their area and escalate where appropriate.

17.Attimes of high demand or when the need for special requirements exist within adepartment or ward, attempt to source products from elsewhere in the Trust incollaboration with the Client an colleagues this may including askingneighbouring Trusts or the Nuffield for support.

18.Tobuild and strengthen working relationships with customers. Proactively assess requirements and the useto which products are applied.

19.Toassist the Materials Management Supervisor and ward managers with the promotionof product rationalisation, variation reduction and optimised inventory holding.

20.Toprovide a compliant and high quality service to agreed stock levels andtimetable routinely meeting the required standards.

21.Toachieve bi-yearly stock reviews

22.Toassist ward and department managers in managing their purchases and levels ofstock.

23.Implementproduct changes in the storage areas including re-labelling, new bar codes directed by the Materials Management Supervisor and in a timely fasion.

24.Toassist the Procurement Department in the implementation of any new stockmanagement or Materials ordering system, policy, process or initiative that maybe adopted.

25.Togenerally act as liaison officer between ward and clinical departments and allsections of the Procurement Department and at all times to project aprofessionalism as the face of our managed service.

26.Toprovide cover for staff who are on annual or sick leave.

27.Thepost holder will be expected to carry out other appropriate duties as directedby the Materials Manager, which may include duties elsewhere within the Trust.

28.Thecontents of this post will be reviewed with the post holder in the light offuture development of the Materials Management function.

Customer Liaison

1.Workas part of a flexible, customer orientated team ensuring that a high quality ofservice is constantly maintained.

2.Liaisewith all groups of staff within the trust and external trusts and agenciesusing the most appropriate method of communication (telephone, facsimile,electronic mail, written)

Other duties to include

1.Co-operatewith wards and departments in reporting accidents and/or serious defects inmedical products or other supplies.Liaise with the appropriate distributor, supplier or the Medical DevicesAgency to ensure compliance with Health and Safety and MDA regulations.

2.Anyother duties consistent with the nature and grade of the post. Develop andimprove relationships with other trust departments by ensuring quick andeffective response to queries and complaints.

3.Seekto develop productive on-going relationships with procurement, clinical andtrust staff and suppliers.

Experience

Essential

Qualifications

Essential

Desirable