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FINANCE & PROCUREMENT DIRECTORATE

 

JOB DESCRIPTION

 

Job title:	Supply Chain Transformation Supply Chain Project Support Officer
Base:	OUH cross site (Office on JR campus)
Grade/scale & salary range (plus any other allowances):	Band 3
Hours of work:	37.5
Managerial accountability & Professional accountability:	Head of Supply Chain Transformation
Details of special conditions (e.g. Fixed term contracts):	Permanent

Work as part of the Supply Chain Transformation Team as Project Support

 

PURPOSE

Supply Chain Transformation is an increasingly important corporate function within OUH. In a competitive market, the success of the organisation depends on delivering services of the highest quality, whilst offering the best efficiencies.

The Supply Chain Transformation Team provides senior change leadership and process redesign expertise to influence, drive and deliver measurable transformation.

 

This role supports OUH Supply Chain improvement strategy and overall strategic direction including Inventory Management Implementation; Supply Chain; and the wider Scan4safety initiative.

 

The post holder will work as part of the Supply Chain Transformation Team to provide project support & infrastructure support to ensure an effective and efficient implementation of Inventory Management. They will work to ensure an enhanced service is provided to all customers within the Trust. This is a customer facing role to promote the benefits of IM and the supplies function as a whole.to all customers within the Trust.

 

The Post holder will be a Champion for Inventory Management and offer support to system users.

 

KEY TASKS

 

Work as part of the Supply Chain Transformation team as project stores & infrastructure support.

 

• Work as part of the Supply Chain Transformation team to provide administrative support to deliver an effective and efficient roll out of Inventory Management.
• Acts as the first point of contact for enquiries from end users. The post holder will need to liaise with stakeholders to help ensure improvements are monitored, achieved, and fully delivered.

 

• Maintain project library, database, resources and hardware logs. The post holder will be required to utilise the Trust IT systems including the Trust Inventory Management System and Oracle.

 

• Support end user training.

 

 

RESPONSIBILITIES

 

• To work with the Inventory Management project team providing administrative support.

 

• To assist in preparing locations for the implementation of Inventory Management; the physical preparation of Stock holding areas- sorting, organising and labelling and put away of goods.

 

• Merge the items into one area where possible and assist with the installation of storage media if needed.

 

• Work with clinical departments to layout stores in line with the Inventory Management principles.

 

• Work with the project team checking stock inventory using the Electronic Data Capture devices.

 

• Carry out inventory stock audits.

 

•  Install the hardware and software and set up the items on the IM System. (Training provided)

 

• Organises meetings, plans presentations/coordinates multi-disciplinary meetings.

 

• Investigate data /stock discrepancies, problem solving, and conveying information to Ward Managers.

 

• Develop stakeholder relationships and support the new order processes, help with training.

 

• To offer specialist on the ground support for all queries relating to stock and systems hardware.

 

• To ensure an effective and efficient electronic supply chain service is provided to all customers within the Trust, whilst promoting the benefits and developing the services of the supplies function as a whole.

 

• To be patient focused and support clinical staff to deliver an improved patient experience.

 

• To work with Ward Sisters/ Department Managers to agree on product ranges and stock levels held.

 

• Ensure that wards/department storage areas and systems are maintained to the satisfaction of Procurement & Supplies Management and Ward Sisters/Department Managers whilst ensuring good supply chain principals are maintained.  A responsive, professional and caring attitude to customers is essential.

 

• To support and train Inventory Management users to manage inventory by means of an electronic bar code scanning. Expedite orders as necessary, receive stock and put away, ensuring good stock control principles including rotation are adhered to.

 

• Actively seek to identify and report any cost savings and benefits by alternative means of purchase. Look for opportunities to add non-stock items to Materials Management either through Stock or Non-Stock supply chains.

 

• Develop and promote effective working relationships with all relevant Trust staff and facilitate and attend multi-disciplinary user group meetings. Effective liaison with all users of the inventory management system to ensure product availability. is essential.

 

• Be capable of communicating with Trust personnel at all levels and make decisions on stock requirements.

 

• Liaise as required with suppliers in the event of discrepancies of any kind.

 

• To use the system to provide statistical information to enable quarterly Materials Management reviews with budget holders to take place.

 

• To ensure current service levels are maintained and assist in the implementation of improved working procedures.

 

• To be fully conversant with the Trusts Standing Financial Instructions including Supplies Operational policies and procedures, to ensure the Materials Management system, purchasing, receipting and stores services comply with these requirements.

 

• Support the team and to provide cover for colleagues working in other areas as required.

 

• The post holder must at all times carry out their responsibilities with due regard to the Trusts equal opportunities policy.

 

• To be aware of the responsibility of all employees to maintain a safe and healthy environment for patients, visitors and staff.

 

• To ensure that all duties are carried out to the highest possible standard and in accordance with current quality initiatives within the area of the work.

 

• Any other duties, which may be required from time to time to ensure the smooth running of the department and an effective supplies service to internal customers.

 

• Any other duties, which may be required from time to time to ensure the smooth running of the department and an effective supplies service to internal customers.

 

OUH TRUST VALUES

 

Ensure all activities and actions are carried out in accordance with the OUH Trust core values of excellence, compassion, respect, delivery, learning and improvement.

 

 

RISK MANAGEMENT

 

The management of risk is the responsibility of everyone and will be achieved within a progressive, honest, and open environment.

Staff will be provided with the necessary education, training and support to enable them to meet this responsibility.

The post holder must always carry out their responsibilities with due regard to the Trusts equal opportunities policy.

The post holder should be aware of the responsibility of all employees to maintain a safe and healthy environment for patients, visitors, and staff.

The post holder should ensure that all duties are carried out to the highest possible standard and in accordance with current quality initiatives within the area of the work.

Staff should be familiar with the

 

• Major Incident Policy
• Fire Policy

 

And should make themselves familiar with the ‘local response’ plan and their role within that response.

 

RESPONSIBILITES FOR HEALTH & SAFETY

 

The post holder is responsible for ensuring that all duties and responsibilities of this post are carried out in compliance with the Health & Safety at Work Act 1974, Statutory Regulations and Trust Policies and Procedures.  This will be supported by the provision of training and specialist advice where required.

 

This job description should be regarded only as a guideline to the duties required and is not definitive or restrictive in any way.  The nature of the post is such that duties may change, and they may be reviewed in the light of changing circumstances following consultation with the post holder.  This job description does not form part of the contract of employment.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

PERSON SPECIFICATION

 Supply Chain Transformation Project Support Officer

 

THE EMPLOYEE	ESSENTIAL	DESIRABLE
Education/Qualifications	Good standard of secondary education to GCSE level in Mathematics and English Language Computer Literate Competent in Microsoft Office	.
Personal Qualities	Organised Ability to communicate project information clearly and provide training to end users. Problem solving mindset - resolve process or software problems encountered by users. Dexterity Numerate Good attention to detail Flexible, positive, friendly and approachable Excellent Team player
Experience	Knowledge of administrative procedures, including specialised IT systems Knowledge of project management protocols Experienced in use of bar code readers	Training knowledge, acquired through formal training or experience to diploma level equivalent.
Skills, Knowledge and Abilities	To be able to interact with customers and suppliers at all levels. Be capable of working on own initiative and also as part of a small team. Ability to prioritise and time manage their own day. Keyboard skills/data input Good mobility Excellent telephone manner Good knowledge of IT systems Numerate Good standard of written and spoken English	Basic negotiation skills
Circumstances	Flexible working hours -this role may require some after hours work Cross site working