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Materials Officer
Closed for applications on: 7-Dec-2024 00:00
Vacancy status: Closed
Closed for applications on: 7-Dec-2024 00:00
Key details
Location
- Site
- Harefield Hospital
- Address
- Hill End Road
- Town
- Harefield
- Postcode
- UB9 6JH
- Major / Minor Region
- London
Contract type & working pattern
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (none)
Salary
- Salary
- £34,521 - £41,956 per annum
- Salary period
- Yearly
- Grade
- (NHS AfC: Band 5)
Specialty
- Main area
- Procurement & Supply Chain
Guy’s and St Thomas’ is among the UK’s busiest and most successful NHS foundation trusts. We provide a full range of hospital and community services for people in south London and as well as specialist care for patients from further afield including cancer, renal, orthopaedic, respiratory and cardiovascular services.
Guy’s is home to the largest dental school in Europe and a £160 million Cancer Centre opened in 2016. As part of our commitment to provide care closer to home, in 2017 we also opened a cancer centre and a kidney treatment centre at Queen Mary’s Hospital in Sidcup. St Thomas’ has one of the largest critical care units in the UK and one of the busiest emergency departments in London. It is also home to Evelina London Children’s Hospital.
Evelina London cares for local children in Lambeth and Southwark and provides specialist services across south east England including cardiac, renal and critical care services. We lead a number of specialist service networks aiming to ensure children are treated locally where possible, but have access to specialist expertise when they need it. Our community services include health visiting, school nursing and support for families of children with long-term conditions.
Our adult community services teams deliver care at the heart of the local communities we serve, working in partnership with GPs, local authorities and other healthcare and voluntary sector organisations. Working with our partners in Lambeth and Southwark, we are focusing on new ways of working to improve care for local patients.
In February 2021 the Royal Brompton and Harefield joined Guy’s and St Thomas’ NHS Foundation Trust, bringing together world-leading expertise in the care and research of heart and lung disease. Our merger provides a once in a generation opportunity to build a lasting, world-renowned heart and lung centre, providing the highest quality care for patients and conducting world-leading research.
We have a reputation for clinical excellence and high quality teaching and research. We are part of King’s Health Partners, one of eight accredited UK academic health sciences centres. In partnership with King’s College London we have dedicated clinical research facilities including an MHRA accredited Phase I clinical trials unit.
Patients are at the heart of everything we do and we pride ourselves on ensuring the best possible patient experience as well as safe, high quality care. We are proud to have one of the lowest mortality rates in the NHS. Following a comprehensive Care Quality Commission (CQC) inspection in 2019 we maintained our overall rating of ‘good’. Our adult community services achieved a rating of ‘outstanding’.
The commitment of our 23,500 staff is key to our success. We are one of the largest local employers and we aim to develop and support all our staff so they are able to deliver high quality, safe and efficient care. The 2019 NHS staff survey results show that we have one of the most engaged and motivated workforces in the NHS. We know this has a positive impact on the care provided to our patients.
We have one of the most ambitious capital investment programmes anywhere in the NHS.
Job overview
Embedded within the Cardiac Catheter Lab and Theatre clinical teams, postholders will take the lead in managing and maintaining stock control service for Cath Labs/Theatres at RBH and also non-stock order requirements, maintaining stock levels agreed in conjunction with the head of department using relevant Trust inventory management systems.
Generate non-stock requisitions and where appropriate, process and approve these requisitions onto the Trust’s finance system. Manage receipting and storing of goods received.
To regularly ensure effective stock management by ensuring stock is rotated once new stock is received in the department. Putting items with the closest expiry date to the front and highlighting these to clinical staff.
Each month to run expired stock reports for that month and the following month. These reports are shared with clinical staff to ensure there is minimal wastage with products expiring
Managing enquiries from shared email mailboxes for supplier updates and for clinical enquiries
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Liaising with clinical lists to pre plan upcoming procedures to ensure adequate stock are ordered or are due to come in.
Running outstanding order reports weekly for overdue orders and to chase suppliers for eta delivery dates and to liaise with clinical staff accordingly.
Facilitate smooth running of the supply chain including liaison with and solving queries from suppliers, accounts payable and supplies dept.
Support procurement department objective of creating “gold standard” procurement services for the Trust, in line with DH guidelines and strategies for NHS procurement. Comply with the Trust’s Standing Financial Instructions.
To provide an efficient and professional Procurement Service which delivers ongoing cost benefits in line with Trust objectives.
To ensure an effective and efficient Supply Chain service is provided at Trust level. This includes line management of Materials Management service staff and services within your assigned team.
Undertake any other duties commensurate with the grade as requested.
This job description is intended as a basic guide to the scope and responsibilities of the post and is not exhaustive. It will be subject to regular review and amendment as necessary in consultation with the post holder.
For more information download Job Description or contact us.
Working for our organisation
Core behaviours for all Trust staff
All staff will commit to:
· Act with honesty and integrity at all times
· Demonstrate respect for others and value diversity
· Focus on the patient and internal and external customer at all times
· Make an active contribution to developing the service
· Learn from and share experience and knowledge
· Keep others informed of issues of importance and relevance
· Consciously review mistakes and successes to improve performance
· Act as ambassadors for their directorate and the Trust
· Be aware of the impact of their own behaviour on others
· Be discreet and aware of issues requiring confidentiality
In addition, all managers and supervisors will:
· Value and recognise the ideas and contributions of all team members
· Coach individuals and teams to perform to the best of their ability
· Delegate work to develop individuals in their roles and realise their potential
· Give ongoing feedback on performance, and effectively manage poor performance
· Provide support and guidance to all team members
· Encourage their team to achieve work/personal life balance
· Actively listen to comments/challenges and respond constructively
· Lead by example, setting high standards
· Ensure that there are sufficient resources for their team and rebalance priorities accordingly
· Provide a safe working environment
Detailed job description and main responsibilities
Continue with personal self-development to bring increasing skills, values and knowledge to the job.
Train and advise internal customers on services managed and use of procurement software.
Set and maintain standards of appearance and professional attitude. Be accountable for own professional practice and act as a role model to other members of staff.
· Communication
Build relationships with internal and external stakeholders. Report unusual situations or developing purchasing trends to appropriate managers. Arrange the provision of purchase quotations. Use e-mail to send reports, solve queries etc. Cope with frequent interruptions and sudden requests yet still be able to concentrate on most pressing demands.
Assist head of department to act upon MHRA notifications, and information feed back to the MHRA and device companies regarding products used within the department, by producing reports of stock bought and used.
Ensure that patients, privacy, dignity, religious and cultural beliefs are respected.
Answer the telephone in a correct manner and direct calls to the appropriate person/department when required.
Use and develop effective communication skills. Be able to communicate appropriately with other staff members, other departments, and suppliers.
Facilitate effective communication both within the department and between the department and other departments throughout the Trust.
Facilitate good liaison and working relationships with other disciplines working within the department.
Contribute to the development of positive staff morale.
· Resource management
Record savings negotiated on product pricing. Frequently receive and physically move and store several goods deliveries each day, some of which are bulky and/or heavy. Return expiring stock to suppliers and receive replacement stock. Manage consignment stock. Carry out regular checks on stock.
Assist head of department in dealing with suppliers’ product recalls and product exchanges, i.e. taking products off the shelf, returning to supplier and sourcing suitable alternatives. Arrange and control temporary borrowing or lending of stock.
Collect and file printed order forms and copy delivery notes.
Work with external partners to audit and analyse purchased goods volumes to create guidelines for levels of stock holding. Use stock level guidelines to monitor stock levels and anticipate stock requirements by re-ordering top-up supplies.
Be able to cope with cramped working environment and requirement to at times wear lead ‘coat’ to enter certain areas.
· Information management
Using the Inventory Management system and Finance Cloud systems, in Cath Lab and Theatre environment for the input of orders onto the Trust’s financial system. Use Microsoft Excel and Word. Use the IMS dashboard reports for the collection of Cardiac purchasing data across both sites for stock management purposes and for monitoring of expenditure. Use Excel to provide expenditure reports to managers.
Solve invoice queries for Accounts Payable by investigating purchasing records.
Further section
· Abide by the Trust’s core behaviours for staff and all other Trust policies including standing financial instructions, research governance, clinical governance, patient and public involvement, codes and practices, and health and safety policies
Applicant requirements
Person specification
Qualifications/ Education
Essential criteria
- Degree or NVQ Purchasing / A Levels
- proven experience working in a complex supply chain environment
- ILM qualification
Desirable criteria
- Degree in Logistics / CIPS
Previous experience
Essential criteria
- Managing suppliers
- Key stakeholder relationships
- Understanding of purchase and supply processes
- Measurable health service experience
Desirable criteria
- Personal Development
- Quality improvement
Skills/Knowledge/ Ability
Essential criteria
- Good communication skills written and verbal
- Good interpersonal skills
- Ability to liaise at all levels in the shared service
- Accurate and methodical approach
- Problem solving skills
- Work on own initiative
- Work unsupervised
- Work as part of a team
- Interpretation and Analytical skills of procurement data
Desirable criteria
- Team building/ motivational skills
- Assurance and Support techniques
Physical Requirements
Essential criteria
- Move between different areas of the hospital, move products, lift boxes, counting in different areas
Further details / informal visits contact
- Name
- Paul Buck
- Job title
- Senior Supply Chain Manager
- Email address
- [email protected]
- Telephone number
- 07890026426
No longer accepting applications
Sorry, this vacancy is no longer accepting applications.
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