Job responsibilities
JOB PURPOSE To work mainly within the theatre area and to be responsible for the daily control of goods and services ordered.
Where necessary, query any discrepancies and resolve logistical issues to prevent delay or cancellation to elective procedures.
To monitor contractual arrangements and recommend cost saving initiatives where possible.
To plan, set, monitor and maintain stock levels in accordance with projected usage.
To ensure that necessary everyday items are in stock and readily available.
Undertake the ordering, receiving and distribution of surgical equipment and disposable items for the various specialities within the theater's environment.
As a major job responsibility, to act as the primary point of contact within the theatre's department in relation to the ordering and receipting of fast moving consumable good.
Provide cover to the other theatre areas as required.
To complete all necessary documentation relevant to the post and to track and process all patient notes as appropriate.
To process calls and inquiries from members of the public, relatives and other members of the Trust staff and to act appropriately these requests.
DIMENSIONS
The post holder will be required to communicate and negotiate with clinical staff and patients on a daily basis and must be able to deal with often complex medical terminology.
They will be required to carry out in part the ordering, receipt and acceptance for payment of several million pounds worth of equipment and services annually. Regularly, many of the orders placed will be in excess of £10K.
To promote the consistent and effective use of best practice purchasing systems as directed by the Trust. It is anticipated that the post holder will be the first point of contact for any procurement related issues and will provide appropriate support for theatre staff.
The post holder will have a key role in scrutinising demands requested by clinical staff to ensure that duplicate ordering and stock piling does not take place.
KNOWLEDGE SKILLS AND EXPERIENCE REQUIRED
Qualifications and ExperienceShould possess a formal qualification in Purchasing and Supply or demonstrate practical experience of working within a stores environment. This should be backed up with a degree of theoretical knowledge. The post holder should also have good keyboard skills and confidence in the use of computer based purchasing systems. A&C skills should be at a standard that the post holder is capable of dealing with the set up and maintenance of filing systems, minute taking and production and other basic A&C functions. ECDL or equivalent experience is the recognised standard. Skills
Have the ability to work in a methodical, ordered way to ensure that work is completed in an orderly manner.
Should have good problem solving skills and the ability to pre-empt issues.
Ordered and efficient, they should maintain records that are accurate and easily auditable.
Must be able to remain flexible and adapt to changing priorities.
Ideally, will have previous experience of working within a NHS stores or A&C environment and be conversant with the appropriate systems.
Have an appreciation of the various specialities within the theatre department and how their role interfaces with them.
Proficient in the use of MS Word, Outlook and Excel to facilitate good communications and production of workable data.
Work closely with the lead clinicians and advise them on stock holding levels to be achieved.
Provide comprehensive administrative support to the theatre suite.
Knowledge
An in depth understanding of procedures and practices to facilitate control over the ordering and contractual protocols.
The ability to work in an autonomous way with minimal managerial input.
Excellent investigative ability to resolve queries and errors including escalating issues where necessary.
Able to monitor, review and set purchasing patterns to identify savings and cost reduction measures.
Entering data into and interrogating the hospital Trakcare system.
Attributes
Must have a professional and helpful attitude at all times and a highly developed telephone manner; this is imperative when working in a highly pressured environment.
Confident and calm communicator who can explain procedural constraints to service users and advise on alternative courses of action.
Methodical and systematic approach to work with excellent clerical abilities.
KEY RESULT AREAS
To ensure the prompt processing of all requests and receipts in order to provide the best service possible to the theatre department
To co-ordinate, progress and hasten the flow of goods receipt notes, proof of delivery notes and invoices throughout the Theatre's directorate.
To monitor the efficiency of the service provided by numerous suppliers and to challenge any shortfall in this service.
To negotiate with theatre and procurement staff on the use of a range of products and to recommend the most appropriate supplier after a comparison of all options.
To inform the Senior Storekeeper Supervisor of any change to stock requests in terms of volume, supplier, new items and so on and to take action to ensure that the non-pay budget is not exceeded.
To audit usage of stock and to set the most appropriate holding level. This is a key aspect of the role and the post holder will have responsibility for this task.
To conduct an accurate stocktake of all areas when requested. This is usually once or twice a year or when requested by the Finance Department.
To analyse and make recommendations on the harmonization of stock within the department. This is based on a number of factors such as: cost, preference, availability, suitability, volume usage, packaging etc.
To have demonstrable experience in the following areas:
o Basic word processing and computer skills, with the ability to input data accurately.
o Evidence of a reasonable standard of literacy and numeracy.
o Clerical and/or Reception experience.
COMMUNICATIONS AND WORKING RELATIONSHIPSThe post holder will have highly developed communication skills. The role will require them to use an empathetic style and a degree of tact when dealing with the requests of clinical staff and patients. They will require good persuasive skill to facilitate change of practice and preference when introducing new products within the theatre environment; this can be a very contentious area and often causes unrest. Therefore, the ability to stay calm and persuade the staff to engage the elements of change is essential.
The post holder will have the following working relationships:
Theatre Managers, Managed Service Coordinators
Consultants, Lead nurse, nursing staff of all grades.
CSSD staff.
Warehouse staff
Company representatives, customer services.
Theatre management staff
PHYSICAL EFFORT AND WORKING CONDITIONS
The post requires sitting for extended periods of time at a VDU.
There is the requirement to remain flexible in working practice as periods of concentrated work will regularly be interrupted by inquiries and requests from third parties. These requests will often require immediate attention.
The post requires dealing with emotional and stressful situations involving conflicting views over priorities and service delivery.
There is the requirement to spend time within the theatre department and therefore contact with the associated risks.
There will be a significant degree of manual handling to be undertaken when processing the goods inward and distributing them accordingly.
MOST CHALLENGING PART OF THE JOB
Working in a pressured environment to achieve results with an often compressed time-frame.
Dealing with queries from clinical staff and resolving issues as efficiently as possible.
Working within the confines of the NHS procurement system while trying to provide a prompt and effective service.
Having to often change work priorities in response to immediate requests or queries from clinical staff members.
Allowing for the constant development of the service by means of trialling and testing new products and equipment, while striving to manage expectations with regard available funds.
