Job summary
This is a new and exciting opportunity to join the West Suffolk Procurement team to support the surgery teams to implement a new Inventory Management Solution and point of care. This role will incorporate:
- Support Theatres and Procurement in preparing for the new system
- Ensure processes and procedures are up to date and maintained
- Engage with key stakeholder to ensure understanding and benefits of the new system
- Engage with IT and estates around point of care requirements
- Monitoring stock levels and stock rotation
- Ordering specialist requirements
- Review and manage supply chain routes
Main duties of the job
- Undertake regular stock checks
- Review consignment levels
- Review consumable levels
- Updating storeroom data
- Support the surgical material manager role
- Manage the data in the IMS system to ensure correct and updated accordingly
- Review e-cataloguing data
About us
#BeKnown at West Suffolk NHS Foundation Trust. By us. By our patients. By our community
We are a busy, friendly, rural NHS Trust providing high-quality care and compassion to more than a quarter of a million people across west Suffolk. We care for, treat and support people in hospital, at home and in various community settings.
The West Suffolk Hospital in Bury St Edmunds provides acute and secondary care services (emergency department, maternity and neonatal services, day surgery unit, eye treatment centre, Macmillan unit and children's ward). It has 500+ beds and is a partner teaching hospital of the University of Cambridge.
Adult and paediatric community services, provided in collaboration with West Suffolk Alliance partners, include a range of nursing, therapy, specialist, and ongoing temporary care and rehabilitation, some at our Newmarket Community Hospital.
We do our utmost to achieve outstanding clinical outcomes for patients and our values of fairness, inclusivity, respect, safety and team work guide how we work and behave as a team.
With nearly 5,000 staff, from all over the world, we strive to make our organisation a great place to work. Whatever your role or ambition, we want to help you be the best you can be.
We promote a diverse and inclusive community where everyones voice counts and you can #BeKnown for whoever you are.
Join us. What will you #BeKnown for?
Job description
Job responsibilities
Job summary:
Be responsible for providing a complete material management service using the Trust preferred Inventory Management solution (IMS) to all areas of Theatre & Day Surgery unit (DSU): supporting the flow of goods in and out of the department.
Responsible for the ordering, receipting and transfer of good to the IMS stock using a variety of order tools including NHS supply chain and e-procurement systems.
Job responsibilities:
- Assist with the tracking and tracing of stock movement in and around Theatres and DSU, capturing usage of high cost devices and implants against patient interaction.
- Operation of the IMS system ensuring business continuity to dependent departments.
- Prioritise urgent requirements.
- Assess stock management requirements with the departmental manager-identify cost savings where appropriate.
- Check requests and raise orders against national and local agreed contracts.
- Advise and support end users with ordering and expediting arrival of goods for theatres and other interventional areas.
- Receipting of goods into the IMS, checking delivered quantities and capturing lot serial and expiry date information where required.
- Support provision for the Theatres teams in keeping accurate surgeon preference cards.
- Investigate and evaluate products and carry out a cost analysis (prices versus costs). Recommending cost savings to the customer, if applicable.
- Check, review and maintain all consignment stocks held in Theatres & DSU using the Trust Inventory Management system
- Identify all discrepancies and ensure appropriate remedial action is taken to reorder/return products
- Identify, report and resolve supply chain problems inclusive of alternative products sourcing.
- Co-ordination and management of product recalls in response to field safety notices.
- Assist the material management team in maintenance of stock lists for each area, which identify the stock and appropriate maximum quantities required, obtaining authorisation of the agreed levels with budget holders,
- Responsible for undertaking the regular stock checks utilising the Trust Inventory Management system.
- Recommend and support planning and deployment of new processes in Theatres and DSU.
- To analyse and report on cost savings on a monthly basis to the Head of Procurement and deputy director of surgery
- Responsible for generating reports and participation in audits.
- Communication:
Establishment of key communication skills for both internal and external stakeholders.
Negotiate the best possible prices and make cost savings where able
Recognise how your own work tasks align with strategic goals.
Respond sensitively and tactfully to queries/complaints and other enquiries relating to the role.
- Analytical and judgemental:
Undertake analysis of quotation and tender returns to demonstrate value for money procurement.
- Planning and organisational Skills:
Identify priorities and organise time to enable the delivery of an efficient procurement service.
Identify key areas for aggregated spend across the Trust.
Plan regular expediting of orders to ensure purchase orders and ready for payment.
Maintain manual and electronic filing systems for audit requirements.
Participate in development and team building events to enable efficiencies
- Governance:
Assurance that all goods come into the categories of compliance of Fire Health & Safety COSHH and E.C. regulations comply with trust policies and procedure.
For single tender action process, ensure a signed waiver to Trust SFIs and SOs is obtained. This process must only be used in extreme cases.
To review and contribute to new policy and procedures relating to performance and business reviews.
- Finance and Resources:
Analysis, report and amend stock level in line for forecasted activity through the IMS systems to ensure stock levels are sufficient to manage demand.
- Information Resources:
Attend mandatory training and refresher training when necessary.
Undertake appropriate learning and development as identified through regular appraisals and reviews in line with Personal Development Plan.
Adhere to all NHS and Trust standards, policies, procedure and guidance.
Mentor, train and support new staff and cross cover for material management team members.
Job description
Job responsibilities
Job summary:
Be responsible for providing a complete material management service using the Trust preferred Inventory Management solution (IMS) to all areas of Theatre & Day Surgery unit (DSU): supporting the flow of goods in and out of the department.
Responsible for the ordering, receipting and transfer of good to the IMS stock using a variety of order tools including NHS supply chain and e-procurement systems.
Job responsibilities:
- Assist with the tracking and tracing of stock movement in and around Theatres and DSU, capturing usage of high cost devices and implants against patient interaction.
- Operation of the IMS system ensuring business continuity to dependent departments.
- Prioritise urgent requirements.
- Assess stock management requirements with the departmental manager-identify cost savings where appropriate.
- Check requests and raise orders against national and local agreed contracts.
- Advise and support end users with ordering and expediting arrival of goods for theatres and other interventional areas.
- Receipting of goods into the IMS, checking delivered quantities and capturing lot serial and expiry date information where required.
- Support provision for the Theatres teams in keeping accurate surgeon preference cards.
- Investigate and evaluate products and carry out a cost analysis (prices versus costs). Recommending cost savings to the customer, if applicable.
- Check, review and maintain all consignment stocks held in Theatres & DSU using the Trust Inventory Management system
- Identify all discrepancies and ensure appropriate remedial action is taken to reorder/return products
- Identify, report and resolve supply chain problems inclusive of alternative products sourcing.
- Co-ordination and management of product recalls in response to field safety notices.
- Assist the material management team in maintenance of stock lists for each area, which identify the stock and appropriate maximum quantities required, obtaining authorisation of the agreed levels with budget holders,
- Responsible for undertaking the regular stock checks utilising the Trust Inventory Management system.
- Recommend and support planning and deployment of new processes in Theatres and DSU.
- To analyse and report on cost savings on a monthly basis to the Head of Procurement and deputy director of surgery
- Responsible for generating reports and participation in audits.
- Communication:
Establishment of key communication skills for both internal and external stakeholders.
Negotiate the best possible prices and make cost savings where able
Recognise how your own work tasks align with strategic goals.
Respond sensitively and tactfully to queries/complaints and other enquiries relating to the role.
- Analytical and judgemental:
Undertake analysis of quotation and tender returns to demonstrate value for money procurement.
- Planning and organisational Skills:
Identify priorities and organise time to enable the delivery of an efficient procurement service.
Identify key areas for aggregated spend across the Trust.
Plan regular expediting of orders to ensure purchase orders and ready for payment.
Maintain manual and electronic filing systems for audit requirements.
Participate in development and team building events to enable efficiencies
- Governance:
Assurance that all goods come into the categories of compliance of Fire Health & Safety COSHH and E.C. regulations comply with trust policies and procedure.
For single tender action process, ensure a signed waiver to Trust SFIs and SOs is obtained. This process must only be used in extreme cases.
To review and contribute to new policy and procedures relating to performance and business reviews.
- Finance and Resources:
Analysis, report and amend stock level in line for forecasted activity through the IMS systems to ensure stock levels are sufficient to manage demand.
- Information Resources:
Attend mandatory training and refresher training when necessary.
Undertake appropriate learning and development as identified through regular appraisals and reviews in line with Personal Development Plan.
Adhere to all NHS and Trust standards, policies, procedure and guidance.
Mentor, train and support new staff and cross cover for material management team members.
Person Specification
Education & Qualification
Essential
- GCSE (or equivalent) qualifications to demonstrate a good standard of general education
- Diploma level or equivalent in Supply Chain or equivalent
Desirable
Experience & Knowledge
Essential
- Excellent purchasing and supply chain expertise and ability to demonstrate success in achieving value for money.
- Demonstrate excellent knowledge base around stock control and IMS Systems
- Excellent customer service skills
- Evidence of successful negotiation with internal and external stakeholders
- Experience of working with senior managers across multiple disciplines
Desirable
- Experience of working in the public sector
- Experience of working in a Theatre environment
Skills & Abilities
Essential
- Ability to work alone, unsupervised, whilst remaining able to prioritise conflicting demands in a sometimes pressurised environment
- Excellent organisational skills and the ability to address and develop solutions to problems
- Able to work effectively within a team environment
- Evidence of good communication and interpersonal skills (verbal and written) with the ability to develop effective working relationships
- Excellent administrative skills and attention to detail
- Able to prioritise service requirements and meet deadlines
Desirable
- Project Management Skills
Personal Qualities
Essential
- Evidence of good attendance and timekeeping
- Confident and has the ability to influence decision makers.
- Able to implement and cope effectively with change
- Flexible approach to working hours/duties
- Able to work in an open office environment
- Able to cope with new and changing demands
- Customer focussed and approachable
Person Specification
Education & Qualification
Essential
- GCSE (or equivalent) qualifications to demonstrate a good standard of general education
- Diploma level or equivalent in Supply Chain or equivalent
Desirable
Experience & Knowledge
Essential
- Excellent purchasing and supply chain expertise and ability to demonstrate success in achieving value for money.
- Demonstrate excellent knowledge base around stock control and IMS Systems
- Excellent customer service skills
- Evidence of successful negotiation with internal and external stakeholders
- Experience of working with senior managers across multiple disciplines
Desirable
- Experience of working in the public sector
- Experience of working in a Theatre environment
Skills & Abilities
Essential
- Ability to work alone, unsupervised, whilst remaining able to prioritise conflicting demands in a sometimes pressurised environment
- Excellent organisational skills and the ability to address and develop solutions to problems
- Able to work effectively within a team environment
- Evidence of good communication and interpersonal skills (verbal and written) with the ability to develop effective working relationships
- Excellent administrative skills and attention to detail
- Able to prioritise service requirements and meet deadlines
Desirable
- Project Management Skills
Personal Qualities
Essential
- Evidence of good attendance and timekeeping
- Confident and has the ability to influence decision makers.
- Able to implement and cope effectively with change
- Flexible approach to working hours/duties
- Able to work in an open office environment
- Able to cope with new and changing demands
- Customer focussed and approachable
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.
