Job responsibilities
1. JOB DETAILS
Job Title: Materials Management Assistant
Reports to: Materials Management Supervisor
Accountable to: Associate Director, Commercial
& Procurement
Grade: Band 3
Unit/Department: Finance/Supplies
Department
Location : LGI/SJUH/CAH
AFC Job No:616
2. JOB PURPOSE
Under
the direction of the Materials Management Supervisor, to be responsible for
the provision of a Materials Management service to a designated number of
wards and departments.
Ensure
that the Trusts procurement is undertaken in accordance with the
organisations Best Practice and Financial Standing Instructions.
Ensures
stock is maintained at the appropriate level using hand held data capture
devices and the putting away of stock to agreed standards.
Provides
a comprehensive interface for customers who receive a Materials Management
service.
To
manage the administrative support required for each of the Supplies IT
Systems.
3. JOB DIMENSIONS
The
position forms part of a team of seven Whole Time Equivalents (WTE),
providing a Materials Management service for a range of medical and
non-medical goods.
Whilst
there is no direct budget management the post holder will be expected to
understand the Trusts budgeting process and the allocation of cost
mechanism.
The
department is targeted with cash releasing targets in excess of £2m per annum
and the post holder will be expected to significantly contribute in meeting
this target.
It
is expected that a significant reduction in the levels of inventory that the
Trust currently holds can be achieved through a collaborative approach
between purchasing and materials management.
The post holder will work closely with the Materials Management
Supervisor to achieve this goal.
To
participate in meetings with clinical staff, for regular reviews and to
supply urgent medical products/data, when required.
4. ORGANISATIONAL CHART
Supplies
Department
Supply
Chain Management Section
5. KNOWLEDGE, SKILLS AND EXPERIENCE
REQUIRED
Experience
of working within a Materials Management department, ideally within a
customer facing service environment.
Knowledge
and experience of professional procurement principles and associated IT
systems, including management of information systems, data capture devices
and bar code technology.
Knowledge
of receipting process and Materials Management theory, including stock
control, delivery, ordering / invoicing options and Customer Care.
The
ability to work as both a team member and alone within clearly defined
procedures. Frequently using own initiative on routine decisions, and to
liaise with colleagues and customers at all levels.
Excellent
communication skills, particularly orally, and the ability to deal with
customers courteously and effectively within a hospital environment.
Understanding
of customer requirements that are particular to the Healthcare Industry.
Ability
to recognise the issues which influence the management of the total supply
chain is essential
Demonstrates
evidence of continual development and training, particularly working towards
relevant NVQs and CIPS is desirable.
Willingness
to undertake further training and development, either internally or
externally, is essential in accordance with the departments accreditation to
the Investors in People standard. In addition, to undertake all mandatory
training required for the role, particularly attending refresher training on
an annual basis.
Good
understanding of Supply Chain Management, and the critical areas to consider
when determining the appropriate supply route, analysing financial and
purchasing options for requisitions received.
An
understanding of e-Commerce is essential.
6. THE LEEDS WAY VALUES
Our
values are part of what make us different from other trusts, so we see this
as a strength, as well as a responsibility. They have been developed by our
staff and set out what they see as important to how we work. Our five values are:
Patient-centred
Collaborative
Fair
Accountable
Empowered
All
our actions and endeavours will be guided and evaluated through these values
Additionally
the following are core values which relate specifically to this post:
The
post holder must appreciate how the role of Supplies fits into the strategic
and financial objectives of the Trust.
Professional
purchasing conduct and abide by the ethics as laid down by the Chartered
Institute of Purchasing and Supply.
Demonstrates
tact and diplomacy when dealing with internal and external customers.
Hardworking
and committed to the outcomes of the Organisation. Works with others,
internally and externally, to develop mutual respect, understanding and
trust.
Demonstrates
integrity and acts honestly, openly, impartially, objectively and fairly when
dealing with internal and external customers.
To
be flexible and adapt to changes in circumstances which impact on the total
supply chain.
To
be innovative and use a different perspective to challenge and improve the
service.
7. CORE BEHAVIOURS AND SKILLS
To
work within a team environment and contribute fully to the aims and
objectives of the department.
Professional
approach to all aspects of work, in particular the adoption of the Trusts
Codes of Conduct and Accountability.
Ability
to analyse data regarding stock levels, orders, deliveries, receipts,
lost/damaged items and returns.
To
fully appreciate the needs of the customer and have the necessary skills and
knowledge to provide the correct type and level of stock required.
Ability
to organise own workload and to plan and arrange activities such as stock
review meetings.
Communicates
facts and ideas clearly and effectively to both internal and external
customers.
8. CORE KNOWLEDGE AND UNDERSTANDING
To
be aware of and, work within the Trusts Standing Financial Instructions.
Knowledge
of Health & Safety issues with particular knowledge of handling and safe
storage of materials, COSHH implications of material purchasing.
To
be fully conversant with the Trusts Health and Safety Policies and the
Trusts Grievance Policies as appropriate.
9. PRINCIPAL DUTIES & AREAS OF
RESPONSIBILITY
Identify
the needs of the organisation and working within the guidelines of the
Trusts Standing Financial Instructions.
To
provide the Materials Management service to wards and departments.
Responsible
for the security of goods during the receipting process and the putting away
of stock to agreed locations in accordance with agreed standards.
Exchanges
information with customers and external suppliers, investigates routine
queries providing assistance and advice as necessary.
To
process requisitions via the various recognised companies, using their IT
Systems and manually, where applicable, for goods supplied directly from
locally managed inventory.
Liaises
with suppliers to encourage them to meet organisational purchasing needs and
persuades customers to adopt the correct supply route.
Resolves
stock issues, including stock deficiencies and prioritise urgent deliveries.
Manage
the day to day functions associated with the Trusts computerised inventory
control systems and assist in the development of new technology.
Actions
new policies as directed by the Materials Management Supervisor into own work
areas and provides feedback and suggestions for improvement.
Ensure
that the stock is purchased against the re-order level reports to agreed quality standards.
The
moving, handling, distribution and storage of goods to the appropriate
Materials Management department as required.
Participates
in formal audits of own materially managed areas
Health
and Safety/Risk Management
All
staff are responsible for working with their colleagues to maintain and
improve the quality of services provided to our patients and other service
users. This includes complying at all
times with the Leeds Teaching Hospitals NHS Trust Policies, including Health
and Safety policies, in particular by following agreed safe working
procedures, and reporting incidents using the Trust Incident Reporting
system.
Equality
and Diversity
The
post holder must comply with all policies and procedures designed to ensure
equality of employment and that services are delivered in ways that meet the
individual needs of patients and their families. No person whether they are staff, patient
or visitor should receive less favourable treatment because of their gender,
ethnic origin, age, disability, sexual orientation, religion etc.
Patient
and Public Involvement
The
Trust has a statutory duty to involve patients and public in evaluating and
planning services. All staff have a
responsibility to listen to the views of patients and to contribute to
service improvements based on patient feedback.
Training
and Personal Development Continuous Professional Development
The
post holder must take responsibility in agreement with his/her line manager for
his/her own personal development by ensuring that Continuous Professional
Development remains a priority. The post
holder will undertake all mandatory training required for the role.
Respect
for Patient Confidentiality
The
post holder should respect patient confidentiality at all times and not divulge
patient information unless sanctioned by the requirements of the role.
