Job summary
Materials Management Assistant Band 3 Permanent, Full Time, 37.5 hours per week
To implement and maintain a Materials Management service across key departments and wards, undertaking the day-to-day ordering activity on behalf of the customer, in line with agreed protocols.To be responsible for ensuring that customer's requirements are met in the most cost-effectiveway possible always ensuring continuity of supplies.Carrying out quarterly reviews with appropriate ward/department leads, using systeminformation as appropriate to illustrate spending patterns, identify and agree all products andstock levels with the customer, monitor usage and activity patterns and place timely and accurate orders to maintain agreed levels.
Main duties of the job
The post holder will provide a day-to-day Inventory Management Service for dedicated areas within the Trust. This post covers a range of tasks, some of which require the exercise of initiative.
One of the main objectives for the post holder is to ensure a timely and effect stock replenishment service. Following best practice, whilst operating within broad procedural guidelines. You will need to have good time management skills to perform to preset timetables and schedules. A measure of independent judgment will be required from time to time as most of the working day will be spent at ward/theatre level.
The post holder will undertake quarterly stock and non-stock ordering reviews with the appointed ward/departmental lead. Perform Supply Chain evaluations using system-based reports and carry out product rationalisation/value for money initiatives, in line with Procurement Department protocols/procedures and Trust Statutory Policies.
Continual development is a main driver of the department at personal/team and Service levels.
About us
Tameside and Glossop Integrated Care NHS Foundation Trust serves a community of 250,000 people across Tameside & Glossop. We provide a range of services both within the hospital and across our community for both adults and children.Our vision is to improve health outcomes for our population and influence wider determinants of health through collaboration with our health & care partners.
We have a clear set of values & behaviours which we expect all of our staff to demonstrate:
- Safety
- Care
- Respect
- Communication
- Learning
We believe that the best organisations are those that reflect the communities they serve. We are therefore seeking to improve the diversity of our workforce to make it truly representative of our local population.
We actively encourage applications irrespective of race, age, disability, sex, gender reassignment, gender identity or expression, sexual orientation, religion or belief, marriage & civil partnership, or pregnancy or maternity. Recognising those communities that are underrepresented within our workforce, we would particularly welcome applications from Black, Asian & minority ethnic candidates, LGBTQ+ people & Disabled people.
Benefits include; flexible working, 27-33 days annual leave plus bank holidays, sick pay, NHS Pension Scheme, free eye tests and health checks, gym discount, free bicycle loan scheme, salary sacrifice car scheme, support with stress, bereavement, relationships, finance, and much more.
Job description
Job responsibilities
Service
- To implement and maintain a Materials Management service across key departments and wards, undertaking the day-to-day ordering activity on behalf of the customer, in line with agreed protocols.
- To be responsible for ensuring that customers requirements are met in the most cost-effective way possible always ensuring continuity of supplies.
- Carrying out quarterly reviews with appropriate ward/department leads, using system information as appropriate to illustrate spending patterns, identify and agree all products and stock levels with the customer, monitor usage and activity patterns and place timely and accurate orders to maintain agreed levels.
- Maintain regular area checks to ensure stock levels and the range of products held are regularly reviewed, reflect activity and are updated in agreement with our Service Level Agreements.
- Process and monitor discrepancies ensuring that returns and credits are processed appropriately with suppliers and NHS Supply chain.
- General tidiness (cleanliness, layout, stock sheet accuracy) of store areas, ensuring stock is accessible for clinical staff.
- Assist with provision of cover to other areas of Materials Management when necessary.
- Receive, check and put away all deliveries. Ensuring that items are rotated, stored in the correct location and the store areas are left tidy.
- Keep all associated paperwork regularly updated in line with code and location changes.
- Follow Standard Operating Procedures set out by management.
- Ensure transparency of information and communication between peers and stakeholders via handovers and usage of Vocera communication device.
- To adhere to the Procurement Departmental and Trust operating procedures which apply to this post, being responsible for ensuring that work undertaken meets the needs of the end user.
- Ensure New Product Request forms are completed with the correct level of authorisation. Forms should be scanned and saved electronically in department specific folders once signed off.
- Make recommendations for the rationalisation of product ranges to ward leads.
- Attend any Departmental specific workshops or working groups relating to the role as deemed appropriate by Line Manager.
- Attend an agreed number of supplier visits per annum.
- To understand, engage and support with the implementation of new developments, processes and department wide changes.
- To undertake any other duties as may be required by the Head of Procurement & Supply chain manager within the remit of the department requirements/business needs
Training, Support and Development
- Of Materials management assistants as per agreement with Line Manager.
- To attend mandatory training and any other job-related training as defined by dedicated Line Manager and structured training Matrix. This might include representing the Trust at role related workshops carried out off-site by external organisations (including but not limited to; NWPD and Shelford Group)
Health and Safety Responsibilities
- To be responsible for your individual safety and others who may be affected by your actions or omissions.
- To adhere to Trust and Departmental Health and Safety policies and use any equipment or personal protective equipment provided to ensure safety.
- To co-operate with the Line Managers to maintain safe systems and safe workplace
- To report any accidents/incidents or ill health, failings in premises, equipment or personal protective equipment
- To not interfere with any equipment provided to ensure Health and Safety
- To not attempt to carry out tasks or repairs beyond your competence.
Job description
Job responsibilities
Service
- To implement and maintain a Materials Management service across key departments and wards, undertaking the day-to-day ordering activity on behalf of the customer, in line with agreed protocols.
- To be responsible for ensuring that customers requirements are met in the most cost-effective way possible always ensuring continuity of supplies.
- Carrying out quarterly reviews with appropriate ward/department leads, using system information as appropriate to illustrate spending patterns, identify and agree all products and stock levels with the customer, monitor usage and activity patterns and place timely and accurate orders to maintain agreed levels.
- Maintain regular area checks to ensure stock levels and the range of products held are regularly reviewed, reflect activity and are updated in agreement with our Service Level Agreements.
- Process and monitor discrepancies ensuring that returns and credits are processed appropriately with suppliers and NHS Supply chain.
- General tidiness (cleanliness, layout, stock sheet accuracy) of store areas, ensuring stock is accessible for clinical staff.
- Assist with provision of cover to other areas of Materials Management when necessary.
- Receive, check and put away all deliveries. Ensuring that items are rotated, stored in the correct location and the store areas are left tidy.
- Keep all associated paperwork regularly updated in line with code and location changes.
- Follow Standard Operating Procedures set out by management.
- Ensure transparency of information and communication between peers and stakeholders via handovers and usage of Vocera communication device.
- To adhere to the Procurement Departmental and Trust operating procedures which apply to this post, being responsible for ensuring that work undertaken meets the needs of the end user.
- Ensure New Product Request forms are completed with the correct level of authorisation. Forms should be scanned and saved electronically in department specific folders once signed off.
- Make recommendations for the rationalisation of product ranges to ward leads.
- Attend any Departmental specific workshops or working groups relating to the role as deemed appropriate by Line Manager.
- Attend an agreed number of supplier visits per annum.
- To understand, engage and support with the implementation of new developments, processes and department wide changes.
- To undertake any other duties as may be required by the Head of Procurement & Supply chain manager within the remit of the department requirements/business needs
Training, Support and Development
- Of Materials management assistants as per agreement with Line Manager.
- To attend mandatory training and any other job-related training as defined by dedicated Line Manager and structured training Matrix. This might include representing the Trust at role related workshops carried out off-site by external organisations (including but not limited to; NWPD and Shelford Group)
Health and Safety Responsibilities
- To be responsible for your individual safety and others who may be affected by your actions or omissions.
- To adhere to Trust and Departmental Health and Safety policies and use any equipment or personal protective equipment provided to ensure safety.
- To co-operate with the Line Managers to maintain safe systems and safe workplace
- To report any accidents/incidents or ill health, failings in premises, equipment or personal protective equipment
- To not interfere with any equipment provided to ensure Health and Safety
- To not attempt to carry out tasks or repairs beyond your competence.
Person Specification
Job Experience
Essential
- Working knowledge of recognised Electronic Materials Management systems
- Understanding of Inventory Management
- Good working knowledge of basic software packages including Microsoft Office and Excel
- Experience of a customer services related department or similar environment
Desirable
- Previous experience in a local NHS Supplies Department
- Introduction of value for money savings initiatives
- Understanding of purchasing activity (CIPS Level 2 or higher)
- Previous experience of working in a team leadership role
- Experience of stock management or Scan 4 Safety Experience
Education and Training
Essential
- Good standard of basic education
Desirable
- Studying for CIPS or other related qualification
Skills and Personal Attributes
Essential
- Customer Service
- Excellent Communication Interpersonal Skills.
- Literate, numerate and accurate.
- Good analytical skills
Desirable
- NHS or Public sector experience
Person Specification
Job Experience
Essential
- Working knowledge of recognised Electronic Materials Management systems
- Understanding of Inventory Management
- Good working knowledge of basic software packages including Microsoft Office and Excel
- Experience of a customer services related department or similar environment
Desirable
- Previous experience in a local NHS Supplies Department
- Introduction of value for money savings initiatives
- Understanding of purchasing activity (CIPS Level 2 or higher)
- Previous experience of working in a team leadership role
- Experience of stock management or Scan 4 Safety Experience
Education and Training
Essential
- Good standard of basic education
Desirable
- Studying for CIPS or other related qualification
Skills and Personal Attributes
Essential
- Customer Service
- Excellent Communication Interpersonal Skills.
- Literate, numerate and accurate.
- Good analytical skills
Desirable
- NHS or Public sector experience
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
