Job summary
The IMMS service operates on both hospital sites, providing a critical service for all clinical divisions. The service is responsible for the professional management of c £11m of clinical consumables and devices across almost a hundred areas of the Trust, and with plans to take on more areas in the near future.A significant aspect of the post holder's role will be the development of the relationship with clinical and nursing leads for the purpose of controlling and managing expenditure on clinical consumables and devices, product standardisation and rationalisation and identifying and driving through other service changes that will deliver financial and efficiency benefits for the Trust.
The post holder will work closely with the Procurement teams to identify opportunities and deliver schemes to improve patient care and outcomes and operationalise the delivery of savings and efficiencies.
The IMMS Manager will be the procurement lead for several working groups with the objective of implementing best practice in materials management.
This role requires the potholder to manage a demanding and full programme of work, and to be accountable for the performance of the IMMS in a procurement environment where performance is rigorously managed. The postholder will also have operational oversight of the Materials Managers and will provide support and direction to them in the delivery of their duties and personal and professional development.
Main duties of the job
Development of the Trust's Inventory & Materials Management Service (IMMS)
Delivery of cost reduction and efficiencies through the control and management of the Trust's clinical consumables and devices.
Development of stock management and ordering systems,practices and procedures.
Management and development of the team of Materials Managers
Trust Lead for response to product safety alerts,field notices and recalls.
Collaboration with other Trusts to develop a standard approach to inventory and materials management and to import best practice.
About us
All new colleagues can expect to receive a warm and friendly Wirral welcome from the very first time they make contact with us. We are described as "competent and caring staff" by our patients.
Wirral University Teaching Hospital NHS Foundation Trust is situated on The Wirral peninsula which has a stunning coastline and beautiful countryside surroundings, with great activities for its residents.
We are one of the largest and busiest acute Trusts in the North West of England, comprising of the Wirral's only Emergency Department. We provide a high quality range of acute care services and employ over 6,000 staff, who serve a population of approximately 400,000 people across Wirral, Ellesmere Port, Neston, North Wales and the wider North West footprint.
We have approximately 855 beds trust-wide and our financial turnover is in excess of £337m.
The Wirral is easily accessible with excellent transport links including motorway, train, bus or ferry and within easy reach to the major cities of Liverpool, Chester and Manchester as well as neighbouring North Wales.
Job description
Job responsibilities
- Strategic Activities
- Development of the inventory management and ordering systems to support the rollout of IMMS to more areas and spend categories, to support the wider financial objectives of the Trust.
- Procurement Lead for Scan4Safety
- Development of the annual work plan including the roll out of spend control measures for all areas of the Trust.
- Development of the savings/efficiencies plan for the team.
- Contribute to the development of the over-arching Procurement workplan and savings Tracker.
- Development of Inventory and materials management policies and procedural documents
- Identify services/ changes that would increase the efficiency of those you support and take action to implement as appropriate.
- Control & Management of Expenditure
- Financial authority to place or approve orders for clinical and non-clinical consumables of any value for all areas of the Trust.
- Sole responsibility for the placing of emergency orders of any value in response to a major incident.
- Ensure that all activities align and add value to the business, and optimise the use of the resources within the team.
- Achieve operational efficiencies re-engineering established inventory and materials management processes (the teams activities and external) to drive a reduction in costs and generate added value.
- The operation of financial controls and steps to address overspends on clinical and non-clinical consumables across the Trust, including the production of detailed spend and volume reports that will inform the annual workplan and support expenditure management initiatives in identified areas.
- Set and agree annual spend reduction KPIs for each member of the Materials Management Team.
- Responsible for the management and delivery of the Trusts annual stock count and periodic stock takes, including the desk top analysis of system reports and reconciliation with the physical count. You will provide stock valuation reports to the Assistant Director of Finance for the purpose of the production of the end of year accounts. Benchmarking the Trusts price performance for consumables with regional and national peers, then
- To identify and implement opportunities to standardise products or switch to clinically appropriate alternatives
- To manage and implement product switches.
- Produce expenditure reports for budget holders and identify and present opportunities to reduce expenditure.
- Regular analysis of expenditure and usage reports and reduction of par levels (within safe limits).
- Information Resources
- To manage the Trusts inventory and stock systems and NHS Supply Chain ordering system.
- To develop, manage and monitor the use of the EDC and EDC Gold systems to maximise stock management benefits and support optimal contract utilisation.
- To roll out EDC Gold to all high cost device areas
- To roll out EDI to all materials managed areas
- To produce detailed inventory and product usage reports on a monthly basis, using these to inform the stock rationalisation strategy.
- To produce stock holding and usage reports to inform the quarterly review meetings with clinical leads.
- To utilise the information from the inventory management systems to support non-procurement efficiency initiatives.
- Performance Management
- Responsible for driving performance improvements setting stretch targets and challenging objectives for team performance and individuals within the team
- Responsible for the delivery of the IMMS CIP target and performance against the IMMS annual workplan.
- To provide the monthly evidence for Carter Procurement Metric 05
- To monitor and report performance against the annual workplan on a monthly
- basis to the Head of Procurement.
- Identify and take appropriate action to mitigate slippage on project deliverables, and identify new schemes in the event of undeliverable initiatives.
- Seek formal feedback from customers at least annually.
- Review the performance of individuals within the team at least quarterly, and conduct annual appraisals with all staff in accordance with Trust policy.
- Coach individual team members
- Manage staff sickness and holidays using the trust ESR portal
- Operational Delivery of the Inventory and Materials Management Service
- Effectively plan and manage the rotas and workload of each team member to ensure customers receive an optimal service that fully meets their requirements.
- Regular review of work priorities with staff
- Create service resilience by ensuring that staff are trained in more than one area of the work and can work flexibly if necessary in order to avoid gaps in service provision.
- Communication & Relationships
- Develop internal and external communication strategies, and establish forums (eg the medical product review group) to enable meaningful dialogue on the development of inventory and materials management and the safe standardisation of clinical products.
- Craft customer engagement plans for implementation at strategic and operational levels within the Trust, enhancing client communication
- Leading on targeted engagement with clients
- Build relationships with key customers, engaging with them to identify concerns and issues and working with them to implement solutions.
- Use expert knowledge and factual evidence and statistics to communicate the benefits of good stock management and to positively influence future purchasing behaviours.
- To create and drive inclusive relationships between the Inventory and Materials Management team and those teams on which the service has inter-dependencies and develop shared processes that promote collaboration with colleagues.
- Manage quarterly ward audits and stock review meetings with budget holders, using system information to illustrate spending patterns ( stock, usage & activity) and agree stock levels .
- Develop electronic communications and regular push notices that provide general guidance and support for those non- procurement staff involved in the purchasing or management of stock.
- Actively participate in the NWPD Materials Management network to share good practice and identify opportunities to improve procedures; contribute to the Share and Save initiative; and use the network to raise the profile of procurement and highlight the value of the service to the Trust.
- Build the relationship with NHS SC to ensure the Trust is maximising opportunities, and is at the forefront of any new initiatives and schemes. Utilising the services (such as Clinical Nurse Advisor) to support the delivery of the inventory and materials management workstream.
- Core member of the Medical Equipment Devices and Products Review Group (MEDPRG)
- Support the Chair of MEDPRG
- Regular communications with all materials managed areas and the wider trust to highlight benefits of good stock management and relay positive messaging.
- Education &Training
- To educate stakeholders on the inventory and materials management strategy for the Trust, specific initiatives (e.g Scan4Safety) and the range of services offered by the team.
- Establish routes for inviting and facilitating client feedback in order to improve/develop the service.
- Using expert knowledge of service and products to anticipate and shape client needs and leverage opportunities
- Create processes and structures to implement best practice in materials management across the Trust
- To lead and participate in peer group discussions at a national and regional level to improve service design and practices.
- To provide training and instruction in all aspects of inventory management to operational management groups
- To provide theory and practical training in all aspects of inventory management practice and procedure to all members of the Inventory and Materials Management Service.
- To provide accessible electronic guidance to non-procurement staff with ordering and/or stock management responsibilities to ensure good practice processes are followed Trustwide.
Job description
Job responsibilities
- Strategic Activities
- Development of the inventory management and ordering systems to support the rollout of IMMS to more areas and spend categories, to support the wider financial objectives of the Trust.
- Procurement Lead for Scan4Safety
- Development of the annual work plan including the roll out of spend control measures for all areas of the Trust.
- Development of the savings/efficiencies plan for the team.
- Contribute to the development of the over-arching Procurement workplan and savings Tracker.
- Development of Inventory and materials management policies and procedural documents
- Identify services/ changes that would increase the efficiency of those you support and take action to implement as appropriate.
- Control & Management of Expenditure
- Financial authority to place or approve orders for clinical and non-clinical consumables of any value for all areas of the Trust.
- Sole responsibility for the placing of emergency orders of any value in response to a major incident.
- Ensure that all activities align and add value to the business, and optimise the use of the resources within the team.
- Achieve operational efficiencies re-engineering established inventory and materials management processes (the teams activities and external) to drive a reduction in costs and generate added value.
- The operation of financial controls and steps to address overspends on clinical and non-clinical consumables across the Trust, including the production of detailed spend and volume reports that will inform the annual workplan and support expenditure management initiatives in identified areas.
- Set and agree annual spend reduction KPIs for each member of the Materials Management Team.
- Responsible for the management and delivery of the Trusts annual stock count and periodic stock takes, including the desk top analysis of system reports and reconciliation with the physical count. You will provide stock valuation reports to the Assistant Director of Finance for the purpose of the production of the end of year accounts. Benchmarking the Trusts price performance for consumables with regional and national peers, then
- To identify and implement opportunities to standardise products or switch to clinically appropriate alternatives
- To manage and implement product switches.
- Produce expenditure reports for budget holders and identify and present opportunities to reduce expenditure.
- Regular analysis of expenditure and usage reports and reduction of par levels (within safe limits).
- Information Resources
- To manage the Trusts inventory and stock systems and NHS Supply Chain ordering system.
- To develop, manage and monitor the use of the EDC and EDC Gold systems to maximise stock management benefits and support optimal contract utilisation.
- To roll out EDC Gold to all high cost device areas
- To roll out EDI to all materials managed areas
- To produce detailed inventory and product usage reports on a monthly basis, using these to inform the stock rationalisation strategy.
- To produce stock holding and usage reports to inform the quarterly review meetings with clinical leads.
- To utilise the information from the inventory management systems to support non-procurement efficiency initiatives.
- Performance Management
- Responsible for driving performance improvements setting stretch targets and challenging objectives for team performance and individuals within the team
- Responsible for the delivery of the IMMS CIP target and performance against the IMMS annual workplan.
- To provide the monthly evidence for Carter Procurement Metric 05
- To monitor and report performance against the annual workplan on a monthly
- basis to the Head of Procurement.
- Identify and take appropriate action to mitigate slippage on project deliverables, and identify new schemes in the event of undeliverable initiatives.
- Seek formal feedback from customers at least annually.
- Review the performance of individuals within the team at least quarterly, and conduct annual appraisals with all staff in accordance with Trust policy.
- Coach individual team members
- Manage staff sickness and holidays using the trust ESR portal
- Operational Delivery of the Inventory and Materials Management Service
- Effectively plan and manage the rotas and workload of each team member to ensure customers receive an optimal service that fully meets their requirements.
- Regular review of work priorities with staff
- Create service resilience by ensuring that staff are trained in more than one area of the work and can work flexibly if necessary in order to avoid gaps in service provision.
- Communication & Relationships
- Develop internal and external communication strategies, and establish forums (eg the medical product review group) to enable meaningful dialogue on the development of inventory and materials management and the safe standardisation of clinical products.
- Craft customer engagement plans for implementation at strategic and operational levels within the Trust, enhancing client communication
- Leading on targeted engagement with clients
- Build relationships with key customers, engaging with them to identify concerns and issues and working with them to implement solutions.
- Use expert knowledge and factual evidence and statistics to communicate the benefits of good stock management and to positively influence future purchasing behaviours.
- To create and drive inclusive relationships between the Inventory and Materials Management team and those teams on which the service has inter-dependencies and develop shared processes that promote collaboration with colleagues.
- Manage quarterly ward audits and stock review meetings with budget holders, using system information to illustrate spending patterns ( stock, usage & activity) and agree stock levels .
- Develop electronic communications and regular push notices that provide general guidance and support for those non- procurement staff involved in the purchasing or management of stock.
- Actively participate in the NWPD Materials Management network to share good practice and identify opportunities to improve procedures; contribute to the Share and Save initiative; and use the network to raise the profile of procurement and highlight the value of the service to the Trust.
- Build the relationship with NHS SC to ensure the Trust is maximising opportunities, and is at the forefront of any new initiatives and schemes. Utilising the services (such as Clinical Nurse Advisor) to support the delivery of the inventory and materials management workstream.
- Core member of the Medical Equipment Devices and Products Review Group (MEDPRG)
- Support the Chair of MEDPRG
- Regular communications with all materials managed areas and the wider trust to highlight benefits of good stock management and relay positive messaging.
- Education &Training
- To educate stakeholders on the inventory and materials management strategy for the Trust, specific initiatives (e.g Scan4Safety) and the range of services offered by the team.
- Establish routes for inviting and facilitating client feedback in order to improve/develop the service.
- Using expert knowledge of service and products to anticipate and shape client needs and leverage opportunities
- Create processes and structures to implement best practice in materials management across the Trust
- To lead and participate in peer group discussions at a national and regional level to improve service design and practices.
- To provide training and instruction in all aspects of inventory management to operational management groups
- To provide theory and practical training in all aspects of inventory management practice and procedure to all members of the Inventory and Materials Management Service.
- To provide accessible electronic guidance to non-procurement staff with ordering and/or stock management responsibilities to ensure good practice processes are followed Trustwide.
Person Specification
Qualifications, Specific Experience & Training
Essential
- Good general standard of education including Maths and English
- CIPS Level 4
- Management of an inventory & Materials Management function in an NHS or other healthcare setting
- Experience of using an electronic stock and order management system
Desirable
Personal Attributes
Essential
- Confident communicator and effective listener
- Customer centric attitude and commitment to continuous service improvement
- Able to manage own and team workload effectively and balance competing priorities
- Ability to work under pressure in a fast paced environment
Knowldege & Skills
Essential
- Stock Modelling- Able to effectively interrogate and analyse complex product, price and volume data from various systems and assimilate this with a professional assessment of the customer's specific requirements to determine optimum stock levels
- Working knowledge of the NHS Supply Chain EDC and EDC Gold stock management and ordering systems
- Effective influencer and negotiator
- Demonstrates effective people management skills
- Demonstrates effective organisational skills
Qualifications, Specific Experience & Training
Essential
- Experience of leading a customer facing service
- Experience of developing cohesive workplans and KPIs
Person Specification
Qualifications, Specific Experience & Training
Essential
- Good general standard of education including Maths and English
- CIPS Level 4
- Management of an inventory & Materials Management function in an NHS or other healthcare setting
- Experience of using an electronic stock and order management system
Desirable
Personal Attributes
Essential
- Confident communicator and effective listener
- Customer centric attitude and commitment to continuous service improvement
- Able to manage own and team workload effectively and balance competing priorities
- Ability to work under pressure in a fast paced environment
Knowldege & Skills
Essential
- Stock Modelling- Able to effectively interrogate and analyse complex product, price and volume data from various systems and assimilate this with a professional assessment of the customer's specific requirements to determine optimum stock levels
- Working knowledge of the NHS Supply Chain EDC and EDC Gold stock management and ordering systems
- Effective influencer and negotiator
- Demonstrates effective people management skills
- Demonstrates effective organisational skills
Qualifications, Specific Experience & Training
Essential
- Experience of leading a customer facing service
- Experience of developing cohesive workplans and KPIs
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).
Employer details
Employer name
Wirral University Teaching Hospitals NHS Trust
Address
Wirral University Teaching Hospital NHS Foundation Trust- Arrowe Park and Clatterbridge sites
Arrowe Park Road,
Upton
CH49 5PE
Employer's website
https://www.wuth.nhs.uk (Opens in a new tab)
