Apprentice Supply Chain Assistant

Isle of Wight NHS Trust

This job is now closed

Job summary

An exciting opportunity has arisen for an Apprentice to support the Orthotics and Prosthetics Supply Chain team. We are seeking an enthusiastic and motivated individual.

The Business Administrator apprenticeship is a minimum of 12 months and should typically be completed within 15- 18 months.

The apprenticeship provides a highly transferable set of knowledge, skills and behaviours, which can be gained working across an organisation and its processes.

The apprenticeship is a firm grounding in organisational operations and functional processes, as well as the wider working environment. Key responsibilities include developing, implementing, maintaining and improving administrative services.

In doing so, the apprentice is expected to work independently and take responsibility for the outcomes of their work, with support of the employer and the training provider.We are looking for enthusiastic self-motivated applicants who enjoy busy work environments. This position is suitable for a highly motivated team player. Applicants should have excellent written, verbal communication and numeracy skills and be able to interact at all levels. Attention to detail and proven ability to work to tight deadlines is essential for this role, as well as a high level of accuracy, data management skills and proven IT skills. If you think this could be you, then we would be delighted to receive your application.

Main duties of the job

We are passionate about providing excellent CARE, which is why our values are Compassion, Accountable, Respect and Everyone counts. Our mission is to make sure that our community is at the heart of everything we do and that we hold our values across all our services.

We are committed to endorsing inclusion, diversity and multiculturalism throughout out services and as such, our procedures and policies ensure that applicants are always treated fairly throughout the recruitment process.

Why not come and see for yourself the CARE we give to our patients and staff. Apply to be part of our team today.

To provide support to the Supply Chain / Finance Officer in the form of stock control for the Orthotic and Prosthetic department.

To set up stock positioning on Kardex PP5000 software system, scanning and entering stock levels.

Assist in maintaining the Kardex system, including the running of stock items

To identify and order required stock items

To unpack, check and book in stock items.

To match up delivery notes with orders for Supply Chain Officer

About us

We're thrilled that you are thinking of joining us.

We serve a population of approximately 150,000 residents, making the services we offer variable and personalised with a flexible approach to our service users. Every day brings a fresh challenge to our staff and being part of our island gives you the opportunity to work as one cohesive team.

The Isle of Wight is a unique and stunning gem located off the South Coast of England, a short ferry journey from Portsmouth and Southampton, with journey times taking from as little as 10 minutes. London can be reached in 90 minutes by rail from Southampton or Portsmouth. There is a regional airport at Southampton, with flights to many European destinations as well as UK mainland cities. The island offers an amazing coastline with beautiful countryside, year round events, festivals and award-winning attractions.

Where possible, interviews are currently being conducted remotely via Microsoft Teams.

Until further notice, all patients and visitors to Isle of Wight Trust sites will be required to wear a face covering.

At the IOW NHS Trust we are committed to putting the safety and care of our patients first, as well as helping us to protect you and your colleagues and therefore we would recommend that you are vaccinated against COVID-19 and that you understand that we are treating COVID-19 positive patients within our services.

Date posted

27 September 2022

Pay scheme

Agenda for change

Band

Band 2

Salary

£20,270 to £21,318 a year Annex 21 percentage training salary

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

C9470-22-C-9012-TS

Job locations

St Mary's Hospital

Parkhurst Road

Newport

Isle of Wight

PO30 5TG

Job description

Job responsibilities

1. Communication and Relationships.

To carry out correct process for returns.

To liaise with suppliers to obtain any current update or product information and prices

To communicate with patients and their carers showing sensitivity and empathy. During administrative duties, this may be with patients of all ages with limb loss, short term incapacity or long term disability.

To take phone calls to the department, passing on to the relevant person or answering patient queries.

To communicate with other departments regarding items for patients e.g., main stores, porters and ward staff.

To liaise with suppliers and notify any anomalies with deliveries.

2. Analysis and Judgement

Update systems with any changes to product information and prices.

To liaise with clinical, technical and admin staff to provide updates on supply chain issues that may effect chain supply for patient products.

To manage own workload, bringing issues regarding capacity to the notice of the Supply Chain.

To ensure that items requested from the ward are matched up with referrals and appropriate job sheets.

To ensure deliveries match the order and update systems with any changes.

3. Planning and Organising.

Check stock levels and plan ordering to reflect usage.

To check that all items are ready for clinics and stored in correct appropriate location.

4. Patient and Client Care

To deal with patient enquires as appropriate, liaising with clinical, technical and administrative staff to provide updates on treatment, manufacture and appointment progress.

To receive items for repair from patients/carers/staff and initiate action, ensuring correct documentation is raised.

To ensure that items required by ward staff are made available and sent via porters/internal post.

To process completed items for patients, ensuring relevant documentation is signed off electronically and items are placed in cupboard for collection or posted depending on instructions.

To review health and safety, taking steps to ensure the safety of staff and visitors to the department.

Assisting with the development of electronic re-ordering.

Ensure clinical rooms and workshops are fully stocked.

5. Service and Policy Development

To strive towards continuous quality improvement within the department, bringing to service management, ideas for modernisation and change to maximise resource allocation.

To participate in the development of standard operating procedures for administrative processes.

6. Managing Financial Resources

To sign for delivered goods to the department.

In the absence of admin staff, to take receipt of cash and cheques for prescription charges, repair charges and donations as per IOW Trust Standing Financial Instructions, providing receipts as appropriate.

To ensure security of department cash box and takings.

To participate in department stock taking procedures.

To ensure security of the building.

7. People Management and Development

To provide training in own role to other staff as appropriate.

To participate in appraisal process

To record details of telephone calls from absent staff

8. Information System use and management

Run appropriate reports to indicate stock levels.

Order required items for stock.

To check quality of ordered items and record batch information where appropriate.

To update information held on IT system as required.

To scan documents and embed in patients’ records as required.

To ensure that enquiries are recorded in electronic patient records.

To ensure that internal orders and traceability cards are processed according to departmental procedures.

To update information on workshop spreadsheet as required.

To update telephone audit to measure workload episodes.

9. Involvement in Surveys and Research.

To participate in informal audits as part of the Productive Community Services programme.

10. Freedom to Act and Autonomy.

To follow standard procedures, policies and protocols as defined by the Trust.

To use own initiative to deal with enquiries and manage own workload, referring to Senior Administrator and Supply Chain/Finance Officer for support and guidance where necessary.

Job description

Job responsibilities

1. Communication and Relationships.

To carry out correct process for returns.

To liaise with suppliers to obtain any current update or product information and prices

To take phone calls to the department, passing on to the relevant person or answering patient queries.

To communicate with other departments regarding items for patients e.g., main stores, porters and ward staff.

To liaise with suppliers and notify any anomalies with deliveries.

2. Analysis and Judgement

Update systems with any changes to product information and prices.

To liaise with clinical, technical and admin staff to provide updates on supply chain issues that may effect chain supply for patient products.

To manage own workload, bringing issues regarding capacity to the notice of the Supply Chain.

To ensure that items requested from the ward are matched up with referrals and appropriate job sheets.

To ensure deliveries match the order and update systems with any changes.

3. Planning and Organising.

Check stock levels and plan ordering to reflect usage.

To check that all items are ready for clinics and stored in correct appropriate location.

4. Patient and Client Care

To deal with patient enquires as appropriate, liaising with clinical, technical and administrative staff to provide updates on treatment, manufacture and appointment progress.

To receive items for repair from patients/carers/staff and initiate action, ensuring correct documentation is raised.

To ensure that items required by ward staff are made available and sent via porters/internal post.

To process completed items for patients, ensuring relevant documentation is signed off electronically and items are placed in cupboard for collection or posted depending on instructions.

To review health and safety, taking steps to ensure the safety of staff and visitors to the department.

Assisting with the development of electronic re-ordering.

Ensure clinical rooms and workshops are fully stocked.

5. Service and Policy Development

To strive towards continuous quality improvement within the department, bringing to service management, ideas for modernisation and change to maximise resource allocation.

To participate in the development of standard operating procedures for administrative processes.

6. Managing Financial Resources

To sign for delivered goods to the department.

To ensure security of department cash box and takings.

To participate in department stock taking procedures.

To ensure security of the building.

7. People Management and Development

To provide training in own role to other staff as appropriate.

To participate in appraisal process

To record details of telephone calls from absent staff

8. Information System use and management

Run appropriate reports to indicate stock levels.

Order required items for stock.

To check quality of ordered items and record batch information where appropriate.

To update information held on IT system as required.

To scan documents and embed in patients’ records as required.

To ensure that enquiries are recorded in electronic patient records.

To ensure that internal orders and traceability cards are processed according to departmental procedures.

To update information on workshop spreadsheet as required.

To update telephone audit to measure workload episodes.

9. Involvement in Surveys and Research.

To participate in informal audits as part of the Productive Community Services programme.

10. Freedom to Act and Autonomy.

To follow standard procedures, policies and protocols as defined by the Trust.

To use own initiative to deal with enquiries and manage own workload, referring to Senior Administrator and Supply Chain/Finance Officer for support and guidance where necessary.

Person Specification

Experience

Essential

Attention to detail. Team player, self motivated, enthusiastic, flexible and responsive.
Good communication skills showing empathy and tact

Qualifications

Essential

Good levels of numeracy (A-C) and literacy gained through general education.
Knowledge of general office administrative procedures.
Knowledge of Microsoft packages

Person Specification

Experience

Essential

Attention to detail. Team player, self motivated, enthusiastic, flexible and responsive.
Good communication skills showing empathy and tact

Qualifications

Essential

Good levels of numeracy (A-C) and literacy gained through general education.
Knowledge of general office administrative procedures.
Knowledge of Microsoft packages

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.