Assistant Inventory Manager

Job description

Job responsibilities

Communication and Key Working Relationships

The post holder will:

When required the post holder attends departmental meetings representing the Inventory Management team to keep all informed of the supply chain issues and changes, ensuring that these are cascaded to all relevant staff.

Acting as one of the main points of contact with suppliers for the Inventory management team and Procurement department.

The post holder will be in regular contact by telephone, letter, and email. Also team & department huddles and scheduled 1:1 meeting with team and line manager as appropriate.

Affectively communication to groups / departments involved in any and all inventory changes which impact the supply chain systems; Atticus, Supply chain, Integra and GHX. Such as new and discontinued lines, range changes and OOS etc. (This is not exhaustive)..

Communicating inventory management or supply chain guidance for the Procurement team and wider trust team.

Planning and Organisation

The post holder will:

Coach and support the replenishment team to maintain routines in line with inventory management parameters; (this is not exhaustive)

Daily OOS & low lines

Requisition, Receipts & Returns processes

Wastage

Stocktake

Merchandising

Management of orders

Take responsibility for the management of approved stock ranges and levels for departments using the Inventory Management Service.

Understands and follow Supply Chain Procedures to ensure the agreed levels of service are achieved.

Day to day management of the inventory within Wards/Departments provided by the Replenishment Team, including theatres and offsite warehouse -- this service ranges from a replenishment top-up to a fully managed service with Atticus live sites.

Resolve any queries, uplifts or collections on behalf of the customer -- liaising with NHS Supply Chain, and other commercial suppliers.

Ensure all stock review meetings are planned and completed in a timely manner (cycle counts).

Contribute to the development procedures to ensure that new systems and service changes are stable, maintainable, meet usability criteria, provide accurate information and meet the required specification.

Support necessary changes in the business process to allow for successful and safe integration of IMIP in a given service/department.

Manage own workload in order to meet defined objectives, guided by general principles, policies and regulations. Be flexible with the ability to alter activities and priorities as the need arises.

Take responsibility for your own professional development, undertaking training as appropriate to meet the requirements of the job description and/or in relation to their own personal development, subject to consultation with line manager.

Investigates and solves supply related problems e.g. deliveries, invoices, returns, repairs, recalls, Medical Alert notices & recalls

Analytics

The post holder will:

Good analytical and problem-solving skills with ability to analyse, interpret information and data, and resolve issues.

Able to maintain effective focus, while under pressure by either time constraints or multiple interruptions.

Responsibility for Patient / Client Care, Treatment & Therapy

The post holder will:

Maintain inventory data and information of the Procurement systems as appropriate related to supply chain in such a way as to support front-line staff with the recording of accurate and timely information.

Use the Trust computer systems to update information on service, staff management, departmental processes and policies.

Policy, Service, Research & Development Responsibility

The post holder will:

Establish and maintain an appropriate level of knowledge and understanding of assigned systems and processes, including the capabilities to share knowledge and know how to teams.

To encourage changes in working practices arising from new developments or process changes through department visits, demonstrations and support.

Facilitate and promote re-use of material and good practice between team members, contributing to the development of supply chain strategies and standards.

Provide advice to help services improve the delivery of quality and efficient patient care through the use of the Procurement IT systems and software.

Provide input into policies and processes which may impact on services within own area of expertise

Responsibility for Finance, Equipment & Other Resources

The post holder will:

Responsibility for the secure safekeeping and appropriate use of all equipment and supplies provided by the Inventory management department, and suppliers where appropriate and the return or disposal of such items when no longer required for the delivery of services.

Contribute ideas on ways of minimising the cost in the supply chain, that includes resources, clinical consumables and equipment.

Recommends saving opportunities through usage of alternative products/ supply mix from Suppliers.

Responsibility for Supervision, Leadership & Management

The post holder will:

Responsible for day to day coordination and management of the replenishment staff, including the support function for recruitment, managing performance, dealing with sickness, staff appraisals, team building and motivation.

Liaise closely with suppliers and other stakeholders to facilitate the timely resolution of queries or supply chain issues affecting deadlines or completion of tasks.

Deputies in the absence of the Senior Inventory manager

Information Resources & Administrative Duties

The post holder will:

Work mainly on their own initiative and manage their own workload. They will work in a manner that maintains and promotes quality.

Maintain all replenishment paperwork and processes in line with department SOP's

Process routine information advising customers and work colleagues using persuasive skills to maximise cost effectiveness within the Supply Chain.

Contribute to replenishment HDI guides and SOPs to ensure other fellow Procurement and inventory management team members can also support the inventory management processes.

Collate, interpret and present data and information requirements from current systems & software, Atticus, Oracle, GHX & Supply Chain to assist with development of the new procurement and inventory processes within Procurement

Any Other Specific Tasks Required

Undertake ad-hoc duties in line with the banding for the post.

External and Internal Contacts

This post involves working closely with the following groups within the Local Health Community:

Clinical and non-clinical staff at all levels

Procurement

Finance

External Suppliers.

IT Services

Estates

The post holder is in regular contact by telephone, letter, and email, one-to-ones or at meetings with organisations. Communication may be verbal, electronic, written or by attending and contributing to meetings and/or giving presentations.

Working Environment

The post is office based although there may be a requirement for travel to other sites.

There is daily, regular use (80%) of VDU equipment.

It is expected that the post holder will be able to travel to other organisations.

There may be a requirement to work unsociable hours & weekends ranging from 7am -- 7pm, Monday -- Sunday over a 37.5 hour week.

The post holder is frequently required to sit or stand in the same position for a substantial proportion of the working time, but there is freedom to move away from the workplace at frequent intervals.

There is a frequent requirement for light physical effort for several short periods during a shift such as carrying and setting up technical equipment for presentations with projector and laptop.

Person Specification

Qualifications

Essential

• Degree level qualification or equivalent experience working in an inventory / replenishment management environment
• Level 3 qualifications in management or equivalent professional experience.

Experience

Essential

• Specialist knowledge inventory or supply chain / procurement systems and processes
• Good working knowledge of computer operating systems and software applications including MS Office applications (Word, Excel, PowerPoint)
• Customer Relationships and delivery of service improvements
• Understanding of NHS Policies and Strategies, including Data Protection and IM&T Security
• Experience working in a replenishment or supply chain environment.
• Experience of working in the NHS
• Working with staff to implement policies & procedures
• Ability to effectively translate data into simple reports or information to present to non-technical staff in a clear manner

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.

UK Registration

Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).

Employer details

Employer name

Somerset NHS Foundation Trust

Address

Musgrove Park Hospital

Musgrove Road

Taunton

Somerset

TA1 5DA

Employer's website

https://www.somersetft.nhs.uk/ (Opens in a new tab)