Job responsibilities
Role Summary
The purpose of
the Deputy Supply Chain Manager role is to oversee the inventory management
service for a group of areas within the Kings Trust. To support operations
teams to deliver a high quality inventory management service to customers.
To provide managerial support
to the inventory management teams and the Supply Chain Manager
To take responsibility for key
performance indicators. To identify and to create action plans to address poor
performing areas and/or significant month on month changes.
To act as the lead on key
continuous improvement initiatives and to improve the inventory management
service.
Inventory Management/Operations
1. Support
the Supply Chain Manager in managing the inventory system (e.g. issue support
and escalation, make product changes on inventory systems, liaise with the
inventory management system suppliers, and collaborate with Procurement,
Finance, and systems team
2. Manage
the Inventory Supervisors, who oversee the inventory Co-ordinators - to ensure
best practice governance and sharing, and perform the routine administration
and monitoring of stock to ensure continuity of supply, escalating relevant
risks and issues to the appropriate stakeholders
3. Engage
with wards/departments on a scheduled and ad-hoc basis to support and conduct
stock reviews of materials management items and to implement any changes
required, including coordinating the removal of excessive or redundant stock
4.
Ensure that client engagement plans align with the work
plans and are signed off by relevant stakeholders.
5.
Engage with wards/departments on a routine basis to
develop and facilitate stock changes, in line with seasonal and specialty
specific variations.
6. To
investigate Adverse Incidents (AIs) raised against the service provided by the
materials management team
7. To
develop and co-ordinate the Inventory Co-ordinators weekly ordering schedule,
taking into account sickness and annual leave
arrangements
8.
To develop quarterly stock take schedules for the
Inventory Supervisors and Materials Co-ordinators
9. To
liaise with the risk management team and suppliers in regards to product
recalls, investigating the Supply Chain impact and cascading the information to
the Inventory Supervisors to action if necessary
10.
To manage product changes on the inventory systems
11.
Liaise with the inventory management system suppliers
(where necessary) to resolve supply issues
12. To
collaborate with Procurement, Finance and Systems team and as when required to
resolve operational issues
Continuous Improvement
1. Develop
an internal auditing process and schedule, that the Inventory supervisors would
undertake for each department. The audits should be a two way exchange between
the trust and IFM, and would lead to a closer focus on inventory levels,
availability, wastage, service levels, and relationships with each department.
2. Engage
successfully with clinical/managerial/end users and Business Operation Managers (BOMs)
3.
Report back about issues, development needs or changes
that impact on the work of the team.
4.
Explore and exploit opportunities for collaborative
working internally and externally.
5. To
co-ordinate the introduction of storage, inventory and par level reviews for
both new areas, and others that may benefit from a reconfiguration.
6. To
build and strengthen working relationships with NHS Supply Chain and other
major distributors to the Trust.
7. To
manage the performance of the Inventory Supervisors and Inventory Coordinators,
ensuring specified Supply Chain KPIs are accurately measured and met.
8. To
assist in providing management information as directed in order to support
strategic contracting initiatives and effective supply chain management
9. To
support the implementation of any new materials ordering systems that may be
adopted by the trust
10.
Assist and advise supply chain project managers.
Implement the change and agree milestones and activities with all.
Managerial
1. Line
Managers responsibilities for the Inventory Supervisors and Inventory
Coordinators including appraisals, performance related issues, disciplinary
matters as well as managing annual leave, sickness and training needs
2. Ensure
all staff follows the Trusts corporate governance rules and implement supply
chain policies and procedures.
3.
Develop a culture of flexibility and rotate staff to
achieve fast and efficient delivery for clients
4. Make
sure that all overtime worked by the staff is monitored, recorded and submitted
in line with Trust policy
5.
To deputise for the Supply Chain Manager where appropriate
6.
Identify own development needs, agree a plan to close
the gap with manager
7. Prioritise
and organise own workload.
Strategic
1.
To undertake significant projects which may cut across
sites and disciplines within the Trust.
2.
To identify and propose areas for new business
development and/or improvements to the current supply chain strategy and direction.
Financial Management
To provide
support and advice to those with budgetary responsibility - to enable them to
exercise effective financial control.
People Management
1.
Recognise the need to engage others in discussions
about proposed changes and explain the reasons and benefits.
2. Foster
a culture of innovation and improvements and encourage ideas from others.
3. Facilitate
discussion, field questions and listen to concerns and or objections from all.
Policy & Procedure
To ensure that
standard operating policies and procedures including KIFM Good Distribution
Processes are both followed and actively developed and recorded in a department
format.
Key Relationships
NHS Supply Chain
London Procurement Partnership
Suppliers and Contractors External Auditors
All Divisions and Departments
Staff at all levels
Customer Service
High standards
of customer service are expected at all organisational levels and it is the responsibility
of all employees to provide Kings IFM customers with exceptional service and
work together to deliver continuous improvements in a cost efficient manner
