Job summary
An exciting opportunity has arisen within the Procurement and Supplies Materials Management team, for a Materials Management Supervisor to manage the materials management team and to uphold the excellent service throughout the trust. The post holder will be responsible for the management of the materials management replenishment service across the hospital, ensuring a safe, comprehensive, high quality service is provided whilst managing a busy and demanding workload.
This role will have responsibility for a team of Materials Management operatives who will provide dedicated support to the Trusts clinical wards at Northampton General Hospital.
Main duties of the job
The post holder will report directly to the Operational Logistics Manager - Group.
To allocate stock profiles to ensure an even distribution of workload within the team and prioritise where appropriate.
Carry out staff appraisals and produce KSF paperwork in line with Trust procedures and ensure that both yours and your team's statutory training is up to date.
Ensure that the team adhere to agreed policies and procedures; be responsible for revising and updating policies and procedures relevant to the post.
To oversee management of stock reviews with the budget holder and MATMAN to establish weekly replenishment requirements against agreed stock levels.
Stock transfers: Be responsible for ensuring that relevant paperwork is completed for goods borrowed between departments.
Coordinate holiday plans to ensure the team is able to operate at a safe level
To use Genesis inventory management system and NHS Supply Chain web-based information technology facilities to order supplies, produce reports and to obtain product information.
To use a PDA (Personal Digital Assistant) to order, replenish and stock-take at department level.
In line with procurement strategies, liaise with departmental staff to maximise cost-effectiveness through advising and implementing product alternatives.
About us
Northampton General Hospital is one of the largest employers in the area and we are on an exciting journey. All of our divisions are committed to doing things better, with more efficiency as we update, modernise, and advance. We have also entered into a Group Model with neighbouring Kettering General Hospital NHS Foundation Trust and become University Hospitals of Northamptonshire.
Our Excellence Values
Compassion
Accountability
Respect
Integrity
Courage
We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone's full potential. As an organisation, we value how we communicate and promote our vacancies to all communities.
We are a Defence positive trust, supporting our reservists, veterans, spouses and partners.
The Hospital Group encourages applications from people who identify from all protected groups, especially those from BAME, Disabled and LGBTQ+ backgrounds as these are underrepresented in our hospitals.
We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative.
We have active Networks that promote and support colleagues from all backgrounds.This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.
Job description
Job responsibilities
The Materials Management Supervisor is responsible for direct assistance in the management of the Materials Management team and Ward top-up service.
The main responsibilities of the Materials Management Team is to ensure that goods are distributed effectively throughout the Trust and any other locations within the Trust as directed by the Supplies Operational Teams Manager, to set and maintain agreed stock levels on wards and departments, to undertake usage reviews, This will involve working with complex and sensitive information on an annual value of products provided by the Materials Management Team.
Responsible for the establishment of Materials Management functionality for new wards and departments as required alongside Inventory & Data Coordinator and assist in store design where appropriate to optimise space.
To manage monthly and/or yearly stock takes by liaising with clinical departments, the Finance department and the Inventory & Data Coordinator.
To take responsibility for escalating stock-out situations, and managing communication with end users.
To ensure storage areas at department level are maintained to agreed standards, including correct and clear labelling and tidy and safe storage, reporting any health & safety hazards to the Budget Holder.
To ensure products are stored correctly at department level, appropriate to their nature and use, and that stock rotation procedures are followed to prevent obsolescence.
To utilise management information (Requirements Review Report, Stock-take Report, Excess Stock report) to enable efficiencies at ward level.
To ensure team implements changes to stock profiles in line with instruction from Inventory & Data Coordinator.
To develop and maintain a working knowledge of medical & surgical consumables.
To ensure departments comply with the Trusts Medical Products Catalogue and product standardisation policies.
To respond to product recalls/hazards as directed by the Procurement Team and Safety Officer, by identifying and isolating any non-conforming goods.
Be responsible for the investigation of discrepancies and them being resolved.
To assist in off-loading roll-cages or pallets, marshalling empty roll-cages and re-loading onto delivery vehicles as may be required from time to time in line with Business Continuity Plan.
Be responsible for the storage areas within departments. Ensure the team maintain the storerooms to agreed standards, including accurate and clear labelling and appropriate storage of all goods, dependant on the nature of their use. Carry out risk assessments on the storage areas, reporting potential health and safety hazards to clinical teams, completing relevant paperwork and be responsible for ensuring these risks are eliminated.
To assist in general receipt and distribution point duties as may be required from time to time in line with Business Continuity Plan.
Provide direct line management support to the team and be responsible for ensuring robust cover arrangements are in place to ensure continuity of service for planned and unplanned leave. Distribute and monitor individual workload, prioritise and delegate where appropriate to ensure effective utilisation of available resources. Provide line management support to other team members in the event of other management being on leave.
To attend any training associated with the position and complete units within deadlines. To be committed to completing all training offered.
Attend meetings and undertake learning opportunities
Each member of the Purchasing & Supply team, due to the nature of the facility, is jointly and individually responsible for the security of Receipt & Distribution premises. This includes safeguarding of Trust owned assets whilst held within the department and in transit through the hospital.
Candidates should have a thorough understanding of stock management systems gained from experience of working within a large complex organisation. They must be flexible, organised, and comfortable in the use of IT systems and Microsoft Office applications, and have excellent verbal and written communication skills.
Candidates must have the skills to work under pressure in a fast paced environment.
Candidates must have a high level of people skills and a proven background within an inventory department.
Job description
Job responsibilities
The Materials Management Supervisor is responsible for direct assistance in the management of the Materials Management team and Ward top-up service.
The main responsibilities of the Materials Management Team is to ensure that goods are distributed effectively throughout the Trust and any other locations within the Trust as directed by the Supplies Operational Teams Manager, to set and maintain agreed stock levels on wards and departments, to undertake usage reviews, This will involve working with complex and sensitive information on an annual value of products provided by the Materials Management Team.
Responsible for the establishment of Materials Management functionality for new wards and departments as required alongside Inventory & Data Coordinator and assist in store design where appropriate to optimise space.
To manage monthly and/or yearly stock takes by liaising with clinical departments, the Finance department and the Inventory & Data Coordinator.
To take responsibility for escalating stock-out situations, and managing communication with end users.
To ensure storage areas at department level are maintained to agreed standards, including correct and clear labelling and tidy and safe storage, reporting any health & safety hazards to the Budget Holder.
To ensure products are stored correctly at department level, appropriate to their nature and use, and that stock rotation procedures are followed to prevent obsolescence.
To utilise management information (Requirements Review Report, Stock-take Report, Excess Stock report) to enable efficiencies at ward level.
To ensure team implements changes to stock profiles in line with instruction from Inventory & Data Coordinator.
To develop and maintain a working knowledge of medical & surgical consumables.
To ensure departments comply with the Trusts Medical Products Catalogue and product standardisation policies.
To respond to product recalls/hazards as directed by the Procurement Team and Safety Officer, by identifying and isolating any non-conforming goods.
Be responsible for the investigation of discrepancies and them being resolved.
To assist in off-loading roll-cages or pallets, marshalling empty roll-cages and re-loading onto delivery vehicles as may be required from time to time in line with Business Continuity Plan.
Be responsible for the storage areas within departments. Ensure the team maintain the storerooms to agreed standards, including accurate and clear labelling and appropriate storage of all goods, dependant on the nature of their use. Carry out risk assessments on the storage areas, reporting potential health and safety hazards to clinical teams, completing relevant paperwork and be responsible for ensuring these risks are eliminated.
To assist in general receipt and distribution point duties as may be required from time to time in line with Business Continuity Plan.
Provide direct line management support to the team and be responsible for ensuring robust cover arrangements are in place to ensure continuity of service for planned and unplanned leave. Distribute and monitor individual workload, prioritise and delegate where appropriate to ensure effective utilisation of available resources. Provide line management support to other team members in the event of other management being on leave.
To attend any training associated with the position and complete units within deadlines. To be committed to completing all training offered.
Attend meetings and undertake learning opportunities
Each member of the Purchasing & Supply team, due to the nature of the facility, is jointly and individually responsible for the security of Receipt & Distribution premises. This includes safeguarding of Trust owned assets whilst held within the department and in transit through the hospital.
Candidates should have a thorough understanding of stock management systems gained from experience of working within a large complex organisation. They must be flexible, organised, and comfortable in the use of IT systems and Microsoft Office applications, and have excellent verbal and written communication skills.
Candidates must have the skills to work under pressure in a fast paced environment.
Candidates must have a high level of people skills and a proven background within an inventory department.
Person Specification
Educations, Training and Qualifications
Essential
- Educated to GCSE or equivalent level of education, experience or training
Desirable
- Studying towards or hold Supply Chain Leadership level 4
Knowledge and Experience
Essential
- Evidence of continuing professional development
- Product expert and experience with ABS E -financials, Genesis and or Ingenica
- Prioritising work flow within team structure
- Experience of working within public or major corporation inventory team
Skills
Essential
- Ability to analyse data and produce reports
- Strong organisational management skills
- Ability to work and make decisions autonomously
- Excellent communicator
- Ability to listen and interpret complex systems issues from end users
- Able to present complex information in an accessible format to non -experts
- Ability to challenge and persuade others to make changes
Key Competencies/Personal Qualities and Attributes
Essential
- Good interpersonal skills and the ability to forge effective professional relationships
- Team player
- Self -motivated and a logical innovative practitioner.
- Able to concentrate when producing reports
- Able to use a VDU for sustained periods of time
Person Specification
Educations, Training and Qualifications
Essential
- Educated to GCSE or equivalent level of education, experience or training
Desirable
- Studying towards or hold Supply Chain Leadership level 4
Knowledge and Experience
Essential
- Evidence of continuing professional development
- Product expert and experience with ABS E -financials, Genesis and or Ingenica
- Prioritising work flow within team structure
- Experience of working within public or major corporation inventory team
Skills
Essential
- Ability to analyse data and produce reports
- Strong organisational management skills
- Ability to work and make decisions autonomously
- Excellent communicator
- Ability to listen and interpret complex systems issues from end users
- Able to present complex information in an accessible format to non -experts
- Ability to challenge and persuade others to make changes
Key Competencies/Personal Qualities and Attributes
Essential
- Good interpersonal skills and the ability to forge effective professional relationships
- Team player
- Self -motivated and a logical innovative practitioner.
- Able to concentrate when producing reports
- Able to use a VDU for sustained periods of time
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).
