Inventory Management Support Operative

Job description

Job responsibilities

1. Operate the Trusts electronic stock management and ordering systems through the web and a PDA (Personal digital assistant) to order, replenish and stocktake areas within the individuals portfolio of responsibility. Ensuring necessary stocktake paperwork is completed in line with Trust guidelines.
2. Ensure stock and non-stock items are ordered and received on a timely basis including raising and authorising of non-stock requisitions electronically.
3. Maintain necessary paperwork trail for all orders / requisitions / booking forms etc. ensuring documents are filed in a logical manner for future reference / audit for the required time period stated within the Trusts SFIs (Standing Financials Instructions)
4. Responsible for investigating and resolving discrepancies of goods received against delivery notes, communicating with colleagues in Procurement and Supplies Department, Finance Department or suppliers when necessary.
5. To expedite sales orders and identify potential stock outs, communicate to relevant staff potential stock outs that may affect activity of the departments, take action to find a suitable alternate product, working with them and colleagues within the Procurement and Supplies Department.
6. To be aware and advise upon Best Value for Money for goods and services, taking Whole Life Costs into account.
7. Liaise with Senior Clinical Teams and management in respect of stock holding to ensure appropriate levels are set and maintained in line with Operational Guidelines and authorised financial budgets. Undertake regular requirements reviews, ensuring catalogues, labels and print keys are kept up to date and accurate and necessary paperwork is completed and kept.
8. To monitor agreed consignment stock levels, carry out regular stock takes to ensure Trusts Stock system is current and up to date. Identify and resolve stock discrepancies and highlight to management where necessary. Work with suppliers to replace expired consignment stock, clearly documenting their return to the company and the receipt of their replacements.
9. Work with management to analyse and report on wastage, freight charges and any other key costs that need monitoring and reporting on. Where relevant, be familiar with transaction reports, ensuring items are coded to account codes accurately.
10. Ensure Repairs are sent to companies in a timely manner, completing necessary paperwork in line with Trust and Departmental Guidelines. Also that they are returned to the end user as soon as possible to ensure continuity of service.
11. Responsible for transporting goods to their destination and ensure empty roll cages are returned to the Supplies Department, Rubbish emptied into appropriate Recycling Bins and broken down ready for collection by NHS Supply Chain. When necessary, assist in offloading deliveries. Obtaining signatures from customers when required.
12. Ensure all storage areas within the individuals portfolio of Departments are kept tidy and maintained to agreed standards, clearly labelled and goods are stored safely. Be responsible for stock rotation, identifying expired / obsolete goods to management, completing necessary Stock Write off forms where necessary.
13. Responsible for providing top up systems to clinical areas to ensure clinical time is saved by having products close to hand. Stock top up lists must be accurately updated and maintained to reflect any changes.
14. Responsible for monitoring borrowing of goods in and out of the areas of responsibility, ensuring Goods Transfer Notes are accurately completed.
15. Act as an initial point of contact for clinical staff on product issues, developing and initiating resolutions to problems.
16. Where relevant, provide support to clinical staff booking Loan Kits, following their progress through the system, dealing with queries and placing orders if required, adhering to Departmental and Trust procedures. Work with management to ensure invoices are checked and purchase orders are raised accurately.
17. Work with Senior Clinical Teams and colleagues within the Procurement and Supplies Department to ensure products are standardised within the Trust. Assist with product trials when required.
18. Produce Management information as directed by management. Particularly focusing on Departmental and Trust strategies such as Patient Level Costing.
19. Work with key groups to advance and improve stock holding, using electronic storage solutions, barcode replenishment or any other development regarding stock.
20. Develop and maintain effective working relationships with end-users, colleagues within Procurement and Supplies and key Departments including, Sterile Services, Finance, Surgery directorate, Medicine directorate, through regular contact, various lines of communication including verbally, emails, telephone calls etcEmails to be checked on a daily basis and responded to in a timely manner.
21. Develop and maintain a working knowledge of medical and surgical consumables, participating in product training sessions where directed by manager or where they are of interest to the individual if they feel they would improve their knowledge.
22. Co-ordinate operational activity with colleagues and management to ensure continuity of service in preparation for authorised leave within the team. In the event of unexpected leave, work with colleagues and management to ensure appropriate cover is in place so the service is not disrupted, on occasions this may extend within the Department.

Person Specification

essential

Essential

• Educated to GCSE standard in English and one other subject level or equivalent level of education, training or experience
• Good organisational skillsx
• Ability to work under pressure
• Evidence of working in a team environment

Desirable

• Demonstrate evidence of continuing professional development
• Use of manual handling equipment

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.

Certificate of Sponsorship

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).

Employer details

Employer name

Kettering General Hospital NHS Foundation Trust

Address

Kettering General Hospital

Rothwell road

Kettering

NN16 8UZ

Employer's website

https://www.kgh.nhs.uk/working-for-us (Opens in a new tab)