Project Equipment Coordinator

Detailed job description and main responsibilities

KEY WORKING RELATIONSHIPS

The post holder will have a close and beneficial relationship with a wide variety of people within the NHS and external bodies to ensure that all relevant activities, processes and documentation are efficiently resourced, implemented, controlled and maintained, to include:

• Capital Team
• Reconfiguration Programme Team
• East Midlands Planned Care Centre Project Team
• Endoscopy New Build Project Team
• Procurement and Accounts Payable Team
• Estates & Facilities Senior Management Team
• Receipts & Distribution Team
• Inventory & Supplies Team
• Suppliers
• Staff and managers at all levels with the Trust up to and including Executive Directors
• Internal and external stakeholders

KEY RESULT AREAS

Staff

Work closely with staff from other departments and clinical management groups across the organisation as required, in particular Receipts & Distribution, Procurement and the project teams.

Take part in an annual performance appraisal where this job description will be reviewed and objectives set.

Participate in the delegated relevant and mandatory training for staff in accordance with Trust Policy.

Leadership and Management

The Project Equipment Coordinator will support the Inventory & Supplies Assistants at the agreed hospital site(s),and ensure compliance with all Trust Standing Orders and Standing Financial Instructions, Trust Policies, Health and Safety and all other issues appertaining to the efficient delivery of a first class Receipt & Distribution and Stock Management service

Communication

The post holder must have effective communication skills and be required to engage with a range of stakeholders. This includes developed interpersonal, negotiation, influencing and conflict management skills, where the subject matter is complex and/or sensitive.

Ensure confidentiality at all times, particularly if personal and sometimes sensitive information if handled

The post holder will be dealing with highly sensitive commercial information and must be able to distinguish between what is available for public view and what is not. Due to the sensitive nature of information handled, it is imperative that  confidentiality is maintained at all times.

The post holder will be expected to communicate sensitive and confidential information when responding to enquiries on behalf of the Senior Project Manager, requiring a high degree of tact and diplomacy.

To provide a telephone and email response service using initiative and discretion to resolve queries, redirecting calls and taking messages as appropriate.

Training & Development

The Project Equipment Coordinator has a commitment to attend appropriate training sessions as agreed with the Project Team in order to continually enhance the service delivered and to increase customer confidence in all aspects of the duties carried out on their behalf

IM&T

The Project Equipment Coordinator will use departmental technology including Personal Computers, PDA handsets or other technology during the process of goods receipting and stock management and will give full co-operation in any upgrade activities as and when required. Also to ensure adherence to Trust confidentiality policies & procedures.

Meetings

The Project Equipment Coordinator is responsible for attendance at all appropriate meetings, (except by prior agreement with the Senior Project Manager), and to take part in discussion aimed at continuous overall improvement of services internal & external to the Trust.

Knowledge & Experience

To promote good understanding within the Health Planning Team and Estates & Facilities Capital Team and call upon previous knowledge and experience to further improve the overall team performance

Budget

The post holder will be expected to monitor and report spend relating to equipment back to the Project Team.

Policy

The post holder is responsible for working within, applying and implementing Trust policies and proposing changes to operational working practices and procedures within project related systems.

The key accountabilities of the post are:

1. To establish & maintain a robust Stock Management service which encompasses the receipt and distribution of all goods related to the projects and the subsequent delivery and management of stock into storage via the current and future stock management solution.
2. Develop, introduce and maintain Standard Operating Procedures for the Project Equipment Coordination.
3. Maintain safe handling, return and security of all incoming goods including all NHS Logistics Roll Cages, Tote Boxes & Pallets in order to ensure continuity of service and good customer relations. This may include deliveries outside of immediate Receipt & Distribution environment. There is a requirement also to maintain all moving and handling equipment used in routine activity, and comply with all legislative requirements, (e,g, HASAW, COSHH) to provide a safe environment at all times.
4. To maintain full and precise records relating to all activities undertaken and store efficiently to enable swift retrieval for Audit purposes.
5. Assist in dealing promptly with hazard warning notices and other safety or commercial related warnings, (applicable to the Stock Management end to end service), as instructed by the Inventory & Supplies Manager. Also, to create and maintain a register of hazardous materials handled through the daily activity of this service.
6. Ensure speedy response to enquiries from customers and suppliers in a professional and positive manner respecting confidentiality of information at all times.
7. Introduce new policies into work area as directed feeding back to the Senior Project Manager on any areas of difficulty or to suggest improvements.
8. To monitor and develop processes as required by management in key areas of control and provide statistical information on same on a regular basis. Also to ensure work is carried out to first class standard at all time
9. To assist Finance, Receipts & Distribution and Procurement colleagues on specific areas of work as directed by the Senior Project Manager.
10. To monitor and prioritise correspondence, identifying issues that require particular attention to avoid escalation. Compose replies to correspondence from brief instructions and to deal effectively with routine correspondence.
11. To establish and maintain effective information and data systems including standardised business processes and to deal with administrative tasks that requires the exercise of initiative whilst operating within broad procedural guidelines.
12. To maintain the record of UHLs standardised business processes, updating them as required and proposing changes where appropriate.
13. Support with effective storage of capital projects documentation on a shared drive and maintenance thereof
14. Carry out data collection using collaborative web based systems such as Microsoft Office 365 (specifically Excel), Sharepoint Online and other emerging systems
15. Along with the Senior Project Manager to be the first point of contact in dealing with all other general enquiries, signposting as required.
16. Filing, photocopying and distribution of correspondence and reports as necessary.
17. The post holder is expected to contribute to the creation of a working environment where everyone feels respected, valued and treated with dignity
18. Additionally there will be a requirement for cross working within Estates & Facilities and Capital Projects to provide a flexible service to all parts relating to business support function.
19. To take part in an annual performance appraisal, where this job description will be reviewed, and objectives set.

SAFEGUARDING CHILDREN AND VULNERABLE ADULTS

The post holder is responsible for safeguarding the interests of children and adults who they come into contact with during their work. To fulfil these duties post holders are required to attend training and development to recognise the signs and symptoms of abuse or individuals at risk, to follow local and national policy relating a safeguarding practice and to report and act on concerns that they may have.

GENERAL

This job description indicates the main functions and responsibilities of the post. It is not intended to be a complete list. You may be required to undertake other duties from time to time as we may reasonably require.

You will be required to maintain compliance with all statutory and mandatory training requirements.

The link to the Trust’s policies and procedures is:

https://secure.library.leicestershospitals.nhs.uk/PAGL/SitePages/Home.aspx