Warrington and Halton Teaching Hospitals NHSFT

Materials Management Operative

This job is now closed

Job summary

To support the Supply Chain Manager to provide a day-to-day materials management operational service to wards and departments within the Trust across the three locations.

The role will support clinical teams in the timely provision of clinical and non-clinical supplies for the treatment of patient thereby supporting patient safety and wellbeing.

Main duties of the job

As a materials management operative you will have responsibility for the provision and stocking of wards and departments - including operating theatres, of all medical material they require for the treatment of our patients.

The role requires an conscientious mindset and an ability to work independently but importantly be part of the Procurement- Supplies team. The role requires good personal relations with the myriad of clinical and non-clinical specialists within an NHS Trust Hospital, with the patient always being at the forefront of our efforts.

It is a rewarding position with potential opportunities within Procurement. This position is also allied to an apprenticeship within an associated facilities/procurement qualification, should the successful candidate wish.

About us

Known locally known as 'WHH' - the Trust is a fast-paced, ambitious organisation that is caring, compassionate, innovative and focused on the best outcomes for its patients and the employment experience of its staff. It is both aspirational and inspirational - driven to be outstanding for its patients, its staff and its communities and committed to being the best place to receive healthcare, work and learn.

Straddling two neighbouring boroughs of Warrington and Halton it is part of the Cheshire and Merseyside Integrated Care system. It is geographically ideally positioned to meet the growing healthcare needs of the 330,000 population of both boroughs and beyond. A dedicated planned care centre located at Halton Hospital in Runcorn enables elective procedures to continue uninterrupted by the patient flow challenges of the 'hot' site at Warrington, where urgent, unplanned and critical care, maternity and women's and children's services are provided.

A CQC-rated 'Good' organisation with 'Outstanding' features, it is working towards university hospital status having achieved teaching status in 2019 and is working in partnership with the University of Chester and others in this regard.

A workforce of nearly 5,000 across both sites comprises more than 50 nationalities and as an equal, diverse and inclusive employer the Trust is proud to have achieved both Disability Confident Leader and Navajo LGBTQ+ Charter Mark accreditations.

Date posted

22 January 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£22,816 to £24,336 a year Per annum

Contract

Permanent

Working pattern

Full-time

Reference number

370-ADM3FIN-7588

Job locations

Halton General Hospital

Hospital Way

Runcorn

WA7 2DA

Job description

Job responsibilities

Principle Responsibilities:

1. Operational

1.1 To operate as part of a materials management team across the two hospital sites supporting both ward departments and theatres when required.

1.2 Work within the Procurement Departments Standard Operating Procedures with a particular understanding of those that apply directly to the supply chain function.

1.3 Responsible for raising orders via a hand held terminal and electronically transferring data to NHS SC or other inventory management systems meeting deadlines to ensure delivery schedules are met.

1.4 Review electronic data transfer to ensure that all orders have been processed correctly and within pre-agreed deadlines. Escalate any faults regarding this to the Assistant Supply Chain Manager for remedial action to be taken.

1.5 Undertake the receipt of deliveries from stores to ward areas and prior to put away to designated ward areas, ensuring that adequate checks are made and that the delivery is correct in terms of quantity, quality and description.

1.6 Responsible for ensuring that all discrepancies on stock are reported within pre-determined deadlines to ensure that credits are processed or replacement stock items are delivered.

1.7 Determine if alternative products can be provided for non-delivery of ordered items on the ward ordering lists and arrange as appropriate. Advise nursing/medical staff regarding any issues on supply that may affect patient care.

1.8 Responsible for maintaining ward and department stock to pre-agreed levels updating stock lists as appropriate.

1.9 Responsible for regular stock take (minimum 2 per annum) of ward stocks ultimately including non- stock items and electronic recording of information for use by the Supply Chain and Assistant Supply Chain Managers. Short dated products (less than 2 months) to be brought to the attention of the Assistant Supply Chain Manager for appropriate action to be taken. 13 week reviews of stock holding with the housekeeper/nurse manager.

1.10 Ensure that surplus/out of date or obsolete stocks in the ward areas are managed effectively, re-distribution/return to supplier/write-off.

1.11 Assist in the implementation of standardisation or rationalisation initiatives including liaison with the Contracting Team regarding the updating of catalogues.

1.12 Stock to be rotated on First-in-First-Out (FIFO) principle ensuring stock does not go out of date.

1.13 Keep an accurate record of all work undertaken to meet audit requirements.

1.14 Undertake the physical handling, picking, packing and issue of stock items as required that relate to the stock items required on the materials management lists.

1.15 Work with wards and departments to pro-actively solve problems experienced on a regular basis.

1.16 Deal with routine enquiries on products and services to the satisfaction of the customers.

1.17 Input data required to support the production of the Procurement Dashboard.

1.18 Data input of stores stock issues to enable finance to re-charge to correct budgets.

1.19 Re-prioritise work as required to take account of unforeseen and unplanned activity.

1.20 Ensure all filing is carried out and that records are easy to locate.

1.21 Ensure that all archiving of records takes place periodically and that all boxes are correctly labelled for both ease of access and destruction.

1.22 Assist in maintaining the stores in a clean and tidy condition.

1.23 A sound understanding of the principles and operating procedures relating to that of general goods receipt and distribution is required to enable duties relating to this area of work to be undertaken during periods of staff absences as determined by the Supply Chain Manager.

1.24 Identify and report any cost savings achieved.

2. Information Technology

2.1 Create usage report; analyse usage enabling a reduction in stock or increase in par levels to avoid urgent orders. Identify non-moving lines and discuss potential rationalisation/standardisation with the ward/department.

2.2 Proficient in the use of IT stock control systems both now and future systems.

3. Customer Consultation

3.1 Support the Supply Chain and Assistant Supply Chain Manager in the promotion of materials management and good practice in inventory management across the Trust by demonstration of the benefits.

3.2 Inform customers throughout the organisation on purchase requisition and delivery procedures making reference to the Trusts Standing Financial Instructions that must be adhered to.

3.3 Offer advice to customers throughout the organisation who have not used correct channels/processes to ensure that their service needs are met and that the service is delivered appropriately.

3.4 Maintain regular contact and ensure a quick and effective response to all queries and complaints.

4. Physical Skills / Working Conditions

4.1 There is an ongoing requirement to exert light physical effort and travel around the Trusts departments and wards.

4.2 There is an occasional physical requirement to exert intense physical effort for several short periods during a shift.

4.3 Physical duties will require the manual handling of loads of various weights up to 200kg mechanical aids are available to assist with this.

5. Emotional effort

5.1 Dealing with the concerns of customers and suppliers particularly where stock has not arrived or deliveries are late. This may be due to reasons outside of our control, such as supply chain issues, which requires a pro-active approach to resolve.

6. Working conditions

6.1 Frequent exposure to unpleasant working conditions working in small cluttered dusty cupboards, sluices with e.g. blood transfusion bags left in kidney dishes or urine/faeces in bedpans.

6.2 Preparation rooms are sometimes crowded with staff organising drips and injections when trying to order/put away stock.

6.3 Required to work in temperatures that will fluctuate doors open in stores during winter months working in cold environments, clinical areas very warm, frequently moving from cold temperatures to very warm temperatures.