Job summary
Our
Inventory & Purchasing Support Team Leaders play a vital role in ensuring
that the supply chain function across all KCH sites operates smoothly and
efficiently.
To succeed
in these roles you will need to be able to work with a wide range of
stakeholders from within KFM and also from our client organisation KCH, finding
solutions to arising issues and ensuring they are resolved to everyone's
satisfaction.
Main duties of the job
Supervising
a team of Purchasing Support Coordinators, and Inventory Coordinators, you will
ensure that within your designated areas all managed stock items are available
in the right place at the right time, and that non-stock items are ordered and
delivered in line with our processes and SLA timescales.
Experience
of working in a supply chain & logistics environment is a key requirement
of this role, and although knowledge of clinical consumables and equipment
would be beneficial this is not required.
As this role
will work within clinical areas within a hospital setting, a Standard DBS check
will be required.
About us
KFM is a provider of healthcare support services. The purpose of KFM is to partner with and support healthcare providers in providing world class patient care, with all profits and cost savings reinvested in the NHS.
KFM provides a fully managed service across all clinical areas which includes providing all required clinical supplies and equipment along with maintenance, training and technical support, endoscopy decontamination, sterile services, renal dialysis support, outpatients pharmacy, radiology IT, transformation and project management. KFM also runs a procurement and contract management service for all departments.
KFM is a Limited Liability Partnership owned by Kings College Hospital NHS Foundation Trust with no private sector partners. KFM is a public authority not a private company. KFM has an annual turnover of around £150 million and 250 staff.
Job description
Job responsibilities
Role Summary
Lead and manage a team of
Inventory/Purchasing Support Co-ordinators to ensure an effective and efficient
P2P (Purchase to Pay) support and Materials Management service is provided to
end users.
Ensure all requisitions, purchase
orders and catalogues are processed correctly and usage trends are quickly
spotted. Influence end users and help to standardise and rationalise products
and services. Assist senior staff to implement change to deliver for clients
and continuously improve the service and enhance expertise.
Ensure that a high quality materials management service is
being delivered to customers; to deliver the core materials management service
for specific customers and to lead on continuous improvement activities that
will improve the level of service provided to customers
Team Responsibilities
Manage
the team of Purchasing Support Co-ordinators and Inventory coordinators by
organising work schedules, absence cover and appraisals.
Ensure
that best practice is implemented and shared across all clinical areas
Lead team development and
encourage team building to enhance efficiencies.
Train
new staff and ensure sufficient cross cover for other Inventory coordinators
and purchasing support co-ordinators.
Coordinate
Stocktakes schedules and Inventory reviews
Work
closely with the Catalogue Team to increase Catalogue compliance and reduce
stock variety-improve Standardisation
Develop
and enhance key supplier relationships
Main Key Duties
Ensure
that the team processes all orders correctly and ensure usage trends are
analysed.
Use
monthly KPI information to spot frequently ordered items which should be added
to catalogue and to Inventory replenishment
Ensure
all orders are Raised (using the internal P2P system), processed correctly,
receipted electronically, and usage trends are analysed. Checked for
accuracy/certified and comply with SFIs before dispatch.
Make
regular visits to each ward area to ensure that processes are being followed or
to address customer queries and to make amendments to information as necessary
To
co-ordinate and assist the Inventory Coordinators in the revamping of
storerooms, ensuring a standardized and productive approach is adopted where
possible
Deal
with customer queries making sure agreed SLAs are maintained
Ensure
a courteous and quality service is delivered for all clients.
Work
with sensitivity and an understanding of the issues facing front line staff.
Listen
to clients and engage in productive discussions about options.
Provide
day to day products knowledge across Kings IFM
Influence
user choice to standardise products/reduce costs.
Advise
clients on the best source of supply on all goods and services.
Promptly
answer queries/resolve complaints.
Carry
out Materials Management audits on wards and departments to ensure areas are
provided with a quality service and Inventory Co-ordinators are meeting the
required targets and standards.
Assist
in the implementation of any new stock management systems that may be adopted
as per the instruction from the Deputy Supply Chain Manager
To
undertake any other duties as may be required by the Deputy Supply Chain
Manager and Supply Chain Manager
Day to day operations
Key Deliverables
All
activity is compliant with SFIs
Aim
to Zero errors in order processing and numbers of product variations
Increase
in Purchase Oder activity
Positive
stakeholder and supplier feedback
Key Relationships
Customer Service
High standards of customer service
are expected at all organisational levels and it is the responsibility of all
employees to provide Kings FM customers with exceptional service and work
together to deliver continuous improvements in a cost efficient manner.
General
The
post holder has a general duty of care for their own health, safety and
well-being and that of work colleagues, visitors and patients within the
hospital, in addition to any specific risk management or clinical governance
accountabilities associated with this post.
To
observe the rules, policies, procedures and standards of King's FM and our
partner Kings College Hospital NHS Foundation Trust together with all relevant
statutory and professional obligations.
To
observe and maintain strict confidentiality of personal information relating to
patients and staff.
To
be responsible, with management support, for their own personal development and
to actively contribute to the development of colleagues.
The
post holder has an important responsibility for and contribution to infection
control and
These
requirements are set out in the National Code of Practice on Infection Control
and in local policies and procedures which will be made clear during your
induction and subsequent refresher training. These standards must be strictly
complied with at all times..
Kings
FM has an Equal Opportunities Policy which aims to ensure that all applicants
for posts receive equal treatment irrespective of their gender, disability, or
ethnic origin.
The
hospital has a No Smoking Policy, which means that smoking is not allowed
inside the hospital or anywhere within the hospital grounds. Smoking is only permitted within specially designated
smokers cabins. This applies to all
patients, visitors and staff.
Data
must be processed fairly and lawfully, processed for limited purposes. Must be
accurate and up to date and held for no longer than necessary. Data must only be disclosed to authorised
persons or organisations as instructed.
This
job description is intended as a guide to the general scope of duties and is
not intended to be definitive or restrictive. It is expected that some of the
duties will change over time and this description will be subject to review in
consultation with the post holder.
Job description
Job responsibilities
Role Summary
Lead and manage a team of
Inventory/Purchasing Support Co-ordinators to ensure an effective and efficient
P2P (Purchase to Pay) support and Materials Management service is provided to
end users.
Ensure all requisitions, purchase
orders and catalogues are processed correctly and usage trends are quickly
spotted. Influence end users and help to standardise and rationalise products
and services. Assist senior staff to implement change to deliver for clients
and continuously improve the service and enhance expertise.
Ensure that a high quality materials management service is
being delivered to customers; to deliver the core materials management service
for specific customers and to lead on continuous improvement activities that
will improve the level of service provided to customers
Team Responsibilities
Manage
the team of Purchasing Support Co-ordinators and Inventory coordinators by
organising work schedules, absence cover and appraisals.
Ensure
that best practice is implemented and shared across all clinical areas
Lead team development and
encourage team building to enhance efficiencies.
Train
new staff and ensure sufficient cross cover for other Inventory coordinators
and purchasing support co-ordinators.
Coordinate
Stocktakes schedules and Inventory reviews
Work
closely with the Catalogue Team to increase Catalogue compliance and reduce
stock variety-improve Standardisation
Develop
and enhance key supplier relationships
Main Key Duties
Ensure
that the team processes all orders correctly and ensure usage trends are
analysed.
Use
monthly KPI information to spot frequently ordered items which should be added
to catalogue and to Inventory replenishment
Ensure
all orders are Raised (using the internal P2P system), processed correctly,
receipted electronically, and usage trends are analysed. Checked for
accuracy/certified and comply with SFIs before dispatch.
Make
regular visits to each ward area to ensure that processes are being followed or
to address customer queries and to make amendments to information as necessary
To
co-ordinate and assist the Inventory Coordinators in the revamping of
storerooms, ensuring a standardized and productive approach is adopted where
possible
Deal
with customer queries making sure agreed SLAs are maintained
Ensure
a courteous and quality service is delivered for all clients.
Work
with sensitivity and an understanding of the issues facing front line staff.
Listen
to clients and engage in productive discussions about options.
Provide
day to day products knowledge across Kings IFM
Influence
user choice to standardise products/reduce costs.
Advise
clients on the best source of supply on all goods and services.
Promptly
answer queries/resolve complaints.
Carry
out Materials Management audits on wards and departments to ensure areas are
provided with a quality service and Inventory Co-ordinators are meeting the
required targets and standards.
Assist
in the implementation of any new stock management systems that may be adopted
as per the instruction from the Deputy Supply Chain Manager
To
undertake any other duties as may be required by the Deputy Supply Chain
Manager and Supply Chain Manager
Day to day operations
Key Deliverables
All
activity is compliant with SFIs
Aim
to Zero errors in order processing and numbers of product variations
Increase
in Purchase Oder activity
Positive
stakeholder and supplier feedback
Key Relationships
Customer Service
High standards of customer service
are expected at all organisational levels and it is the responsibility of all
employees to provide Kings FM customers with exceptional service and work
together to deliver continuous improvements in a cost efficient manner.
General
The
post holder has a general duty of care for their own health, safety and
well-being and that of work colleagues, visitors and patients within the
hospital, in addition to any specific risk management or clinical governance
accountabilities associated with this post.
To
observe the rules, policies, procedures and standards of King's FM and our
partner Kings College Hospital NHS Foundation Trust together with all relevant
statutory and professional obligations.
To
observe and maintain strict confidentiality of personal information relating to
patients and staff.
To
be responsible, with management support, for their own personal development and
to actively contribute to the development of colleagues.
The
post holder has an important responsibility for and contribution to infection
control and
These
requirements are set out in the National Code of Practice on Infection Control
and in local policies and procedures which will be made clear during your
induction and subsequent refresher training. These standards must be strictly
complied with at all times..
Kings
FM has an Equal Opportunities Policy which aims to ensure that all applicants
for posts receive equal treatment irrespective of their gender, disability, or
ethnic origin.
The
hospital has a No Smoking Policy, which means that smoking is not allowed
inside the hospital or anywhere within the hospital grounds. Smoking is only permitted within specially designated
smokers cabins. This applies to all
patients, visitors and staff.
Data
must be processed fairly and lawfully, processed for limited purposes. Must be
accurate and up to date and held for no longer than necessary. Data must only be disclosed to authorised
persons or organisations as instructed.
This
job description is intended as a guide to the general scope of duties and is
not intended to be definitive or restrictive. It is expected that some of the
duties will change over time and this description will be subject to review in
consultation with the post holder.
Person Specification
Qualifications
Essential
- Good general standard of education including Mathematics and English
- Language to GCSE level
-
- NVQ 3 in Supply Chain Management or
-
- Level 2 of CIPS (or equivalent
- procurement experience)
Experience
Essential
- Experience of communicating with suppliers and customers in a large organisation
-
- Experience of obtaining competitive quotations
-
- Experience of a customer service
- environment
-
- Experience of using a procure to pay system e.g. Oracle
-
- Knowledge of procurement department procedures for catalogue management gained through on the job training
-
- Intermediate user of Microsoft Office in particular Outlook, Word, Excel
-
- Experience of resolving queries and influencing people
Desirable
- Experience of working
- within the public sector
Skills & Abilities
Essential
- Good range of interpersonal and communication skills including oral and written
-
- Able to engage with people at all levels
-
- Able to communicate effectively with suppliers and relevant stakeholders
-
- Able to deal with basic negotiations
-
- Able to analyse basic data
-
- Ability to see through tasks to their successful conclusion within timescales
-
- Ability to prioritise and manage priorities
-
- Well organised with an attention to detail
Personal Qualities & Attributes
Essential
- Enthusiastic
-
- Self-starter
-
- Work autonomously
-
- Professional mannerism
-
- Proactive attitude
-
- Willing to go the extra mile
-
- Good with people
-
- Team player
Person Specification
Qualifications
Essential
- Good general standard of education including Mathematics and English
- Language to GCSE level
-
- NVQ 3 in Supply Chain Management or
-
- Level 2 of CIPS (or equivalent
- procurement experience)
Experience
Essential
- Experience of communicating with suppliers and customers in a large organisation
-
- Experience of obtaining competitive quotations
-
- Experience of a customer service
- environment
-
- Experience of using a procure to pay system e.g. Oracle
-
- Knowledge of procurement department procedures for catalogue management gained through on the job training
-
- Intermediate user of Microsoft Office in particular Outlook, Word, Excel
-
- Experience of resolving queries and influencing people
Desirable
- Experience of working
- within the public sector
Skills & Abilities
Essential
- Good range of interpersonal and communication skills including oral and written
-
- Able to engage with people at all levels
-
- Able to communicate effectively with suppliers and relevant stakeholders
-
- Able to deal with basic negotiations
-
- Able to analyse basic data
-
- Ability to see through tasks to their successful conclusion within timescales
-
- Ability to prioritise and manage priorities
-
- Well organised with an attention to detail
Personal Qualities & Attributes
Essential
- Enthusiastic
-
- Self-starter
-
- Work autonomously
-
- Professional mannerism
-
- Proactive attitude
-
- Willing to go the extra mile
-
- Good with people
-
- Team player
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.
