Detailed job description and main responsibilities
1. Monitor stock levels within your area of responsibility and liaise with clinical staff to ensure stock levels are maintained ensuring a seamless support role for clinical team. You will hold responsibility for the ordering of clinical and non clinical supplies, including medical devices.
2. Ordering of stock and non stock items through the Trust designated ordering system ELFS. Follow up to ensure the prompt authorisation of all orders within 24 hours, escalating any concerns or delay to senior staff. Monitoring of invoice management through PIM.
3. Monitor and adjust delivery times in line with patient need in the most cost effective way.
4. Receipt orders confirming correct stock has been received, arrange prompt returns should incorrect items have been delivered. To store orders received in a timely manner.
5. Ensure stock rotation and alert staff to short dated items. Organise store room, maintaining health and safety and ensuring stock is easily identifiable and accessible.
6. To ensure that storage areas are kept clean and tidy and that damp dusting and discarding of rubbish are carried out.
7. Escalate any issues with stock supply to the relevant clinician and support with obtaining alternatives.
8. To ensure security of storage boxes and containers and their return to NHS Supplies and companies direct.
9. To ensure that all expired or damaged stock is disposed of in line with Trust policies and procedures.
10. Escalate issues with stock levels and supply issues in a timely manner and work with UHB Procurement/manufacturers to resolve issues. To incident report any concerns.
11. To be part of the team responsible for undertaking and organising an annual audit of stock.
12. To access individual and relevant NHS email accounts in a proactive and timely manner to avoid any delay with the ordering process.
13. To comply with governance and actions on Safety Alerts and Field Safety Notice on material stocks and supplies.
14. To work with the designated clinical practitioner and Medical Device Quality and Safety team to ensure the equipment database through DATIX is updated. Arranging of servicing and repair of equipment including that held by the families and the clinical team.
15. To work with the Trust Estates team in relation to servicing, commissioning and repair of all equipment for patients and staff.
16. To maintain regular contact with families who require supplies to be delivered directly to their home address ensuring that all stock ordered has been agreed by their lead nurse.
17. To reassure and remain calm during difficult conversations with families in relation to stock management.
18. To build relationships with families to support a smooth process for ordering and delivery of supplies.
19. To ensure clinical records are updated including all telephone or face to face contact with families via the Rio system.
20. To ensure interpreting services are utilised where required to gain assurance families can understand the information they are provided with. To be mindful of the diverse population we service and how this may affect telephone communication.
21. To arrange the delivery of urgent supplies/equipment to families once agreed by the clinical team.
22. To post and arrange family collection of clinical supplies/equipment.
23. To hold the relevant IT skills to develop and maintain appropriate databases/spreadsheets in relation to supplies for individual families to track orders.
24. Maintain a professional standard and support a working culture that ensures health and wellbeing, promotes a "Great Place to Work" and learning for staff.
25. To work with the existing administration team, supporting with administrative duties at times of reduced staffing including answering the telephone and message taking.
26. To support any cost improvement initiatives and quality impact assessments that are required to ensure patient experience and safety are not affected. Proposing changes to working practices.
27. To work within a busy pressurised environment. The role involves an element of manual handling. Trust Manual Handling policies must be adhered to.
28. To undertake other duties commensurate with this grade of post in agreement with the relevant line manager.
29. To minimise the Trust's environmental impact wherever possible, including recycling, switching off lights, computers, monitors and equipment when not in use. Helping to reduce paper waste by minimising printing/copying and reducing water usage, reporting faults and heating/cooling concerns promptly and minimising travel. Where the role includes the ordering and use of supplies or equipment the post holder will consider the environmental impact of purchases.
Person specification
Qualifications/Training
Essential criteria
* Educated to GCSE Level in Maths and English
* IT literate to include Microsoft programmes
Experience/ Knowledge
Essential criteria
* Relevant experienced of ordering systems or stock management.
* Ability to communicate with all disciplines, staff, patients and public.
* Relevant Administrative experience - including, Rio, ESR, Power point, spread sheets and databases
* Working within a team
* Data inputting
Desirable criteria
* Relevant experience of dealing with sensitive and/or complex situations
Skills/Abilities
Essential criteria
* Experience of team working.
* Experience of working in a busy environment.
* Good interpersonal skills.
* Ability to work without supervision and using own initiative.
* Effective organisational and time management skills.
* Ability to record concise and accurate information adhering to Trust record keeping policy.
* IT Literate
* Ability to cope with a high workload and tight deadlines and to prioritise workload accordingly
* Good telephone manner
Personal qualities
Essential criteria
* Ability to communicate effectively clinical and non clinical staff.
* Ability to communicate effectively with patients and families.
* Commitment to enhancing high quality, safe patient care.
* Ability to cope effectively under pressure and mange complex and challenging situations
* Friendly and confident manner
Other job requirements
Essential criteria
* Flexible
* Good physical health due to manual handling requirements of role
Disability Confident Employer and Guaranteed Interview Scheme
BCHC offers a guaranteed interview to any candidate who is Disabled, Neurodiverse, has a hidden or long term health condition as recognised under the Equality Act 2010, providing they meet the essential criteria of the job role, as set out in the person specification. We encourage applicants to submit their applications and to request any reasonable adjustments where required.
Equality, Diversity and Inclusion
Birmingham is a fantastic place to live and we serve a wide range of people and communities. BCHC are an advocate of diversity and strive to mirror the community we serve as much possible.
Promoting Workforce Equality
In response to data held by BCHC which demonstrates that individuals from particular protected characteristics are under-represented, BCHC are striving to redress these imbalances. In order to do this, the Trust is committed to the employment and career development of individuals with these protected characteristics. As part of this commitment and given this under-representation, the Trust guarantees an interview to any applicants from under-represented groups for positions at Band 8a and above whose application meets the essential criteria for the post as detailed on the Person Specification.
Flexible Working
Birmingham Community Healthcare NHS Foundation Trust (BCHC) supports a variety of flexible working practices and, where possible (given our range of services and community settings) dependent upon the requirements associated with the role, will actively consider requests made and support these where practically possible. This may include hybrid patterns of working to enable colleagues to request the flexibility of a mixture of home/base working.
Using Artificial Intelligence
Birmingham Community Healthcare NHS Foundation Trust acknowledges Artificial Intelligence (AI) or Generative AI (GenAI) tools such as ChatGPT, Claude, Copilot, Gemini etc; are powerful tools that can help you in various stages of your job application and how they can be used in certain circumstances during your application process with BCHC. You can read more about acceptable use on our internet pages here
Benefits of working for us:
* Full NHS terms and conditions including extensive holidays, Agenda for Change pay with enhancements
* Attractive relocation payment if you relocate to the local area.
* Discounts for local and national retailers
* Dedicated well-being services for all employees
* Flexible working where possible
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions. #J-18808-Ljbffr