Supplies Clerk

Job description

Job responsibilities

The post-holder will be responsible for the purchasing of both stock and non-stock items; to co-ordinate deliveries and assist in arranging service and maintenance visits.

Under the direction of the Procurement Manager; the post holder will work closely with external suppliers to order and purchase supplies.

To act as the initial day to day contact point for hospice wide purchasing queries

To process non-stock requisitions in line with the Financial Authorisation and

Procurement Policies.

Co-ordinate and check deliveries against the original requisition; deal with late deliveries; investigate any shorts and damages; ensuring that non-received items are not paid for and arrange collection of damaged items and co-ordinate

replacements.

Organise/compile and place regular NHS Logistics and stationery orders, Ensuring that stock levels are maintained.

Research alternative products / suppliers to help identify products for purchase rationalisation and to ensure that best price is always obtained.

Check invoices and delivery notes against requisitions to ensure that the goods have been received.

Maintain stock levels for specific supplies i.e. nurses uniforms; oxygen

Responsible for procuring and safe delivery of expensive equipment and supplies under the direction of the Procurement Manager and / or the Service Manager.

Contact suppliers with specification/pricing/delivery queries under the direction of the Procurement Manager.

Support the Organisational digital procurement process; provide practical training and support to users of the Finance System (Iplicit)

Provide practical training and support to new or less experienced users of the franking machine; and ensure that the credit is topped up

Work with HR to ensure that new starters have appropriate equipment required for their role, uniforms, name badges etc.

Arrange servicing and maintenance visits of the Clinical and Estates equipment, in accordance with the statutory maintenance records

Ensure Supplies Department supports the move to digitalisation of documentation

Person Specification

Qualifications

Essential

• Able to demonstrate education to good academic standard including
• GCSE / BTEC equivalent of English and Mathematics.

Experience

Essential

• Strong interpersonal skills with ability to communicate effectively with suppliers and hospice staff.
• Able to maintain professional standards, implement policies and to work to set standards and procedures.
• Able to work on a number of procurement projects simultaneously, prioritising and planning to ensure all customers receive a good service.
• Experience of Supplies service provision.
• Experience of maintaining stock levels.
• Experience of Microsoft Office Software (Word, Excel & Outlook).
• Experience of working within budget constraints with financial awareness to ensure best value.
• Experience of managing own workload within set deadlines with the ability to escalate issues and adjust own working schedules to meet department deadlines.

Other Requirements

Essential

• Ability deal with confidential information.
• Willingness to take on new responsibilities and respond positively to change.
• Ability to demonstrate good customer service skills by responding to queries and resolve problems in a timely manner.
• Attention to detail with ability to accurately record large volumes of information.

Desirable

• Tact, diplomacy and a sense of humour.
• Self-motivated with the ability to adapt, change and work flexibly.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Saint Francis Hospice

Address

St. Francis Hospice

Broxhill Road

Havering-atte-bower

Romford

RM4 1QH

Employer's website

https://www.sfh.org.uk/ (Opens in a new tab)