The post holder is responsible for the management of medical consumable stocks in a portfolio of wards and departments.
He / she must ensure continuity of supplies to end-user wards and departments to avoid interruption to work flow, whilst reducing costs and risks associated with inventory.
Responsibilities include:
1. Managing stock product requirements for a defined range of departments.
2. Holding delegated budgetary responsibility for effectively managing stock and establishing weekly replenishment requirements against agreed stock levels.
3. Developing and maintaining effective working relationships with end-users on departments, through regular contact and knowledge of customer requirements.
4. Sourcing alternative products when products are discontinued/no longer available, by liaising with clinical and non-clinical staff members and buyers/senior buyers.
5. Ensuring effective delivery of medical and non-medical consumables to departments is maintained in line with agreed schedules.
6. Using Genesis inventory management system and NHS Supply Chain web-based information technology facilities to order supplies, produce reports and obtain product information.
7. Using a PDA (Personal Digital Assistant) to order, replenish and stock-take at department level.
8. Liaising with departmental staff to maximise cost-effectiveness through advising and implementing product alternatives.
9. Undertaking structured and regular Requirements Reviews in conjunction with budget holders, as directed by the Materials Management Supervisor, to maintain stock levels in line with agreed maximum stock holdings based on historic usage patterns.
10. Managing monthly and/or yearly stock takes by liaising with clinical departments, the Finance department and the Materials Management Supervisor.
11. Taking responsibility for corrective action in ‘stock-out’ situations, i.e. sourcing the product, or an alternative, from internal or external locations and ensuring correct authorisation documents are raised and signed by the appropriate budget-holder, and filed for reference.
12. Ensuring timely internal distribution of goods to departments within individual portfolio.
13. Maintaining storage areas at department level to agreed standards, including correct and clear labelling and tidy and safe storage, reporting any health & safety hazards to the Materials Management Supervisor.
14. Ensuring product portfolio information is maintained to agreed standards, including up to date barcode labels in correct order with appropriate print keys.
15. Ensuring products are stored correctly at department level, appropriate to their nature and use, and that stock rotation procedures are followed to prevent obsolescence.
16. Producing management information (Requirements Review Report, Stock-take Report) for departments as required.
17. Ensuring Authorisation Reports are accurately produced, maintained and filed for reference and that authorisation levels are not exceeded.
18. Assisting in storeroom re-design where appropriate, optimising storage space utilisation at department level, whilst maintaining effective materials flow.
19. Developing and maintaining a working knowledge of medical & surgical consumables.
20. Ensuring departments comply with the Trust’s Medical Products Catalogue and product standardisation policies.
21. Responding to product recalls/hazards as directed by the Materials Management Supervisor, by identifying and isolating any non-conforming goods.
22. Helping develop and implement new Materials Management procedures in conjunction with the Materials Management Supervisor.
23. Assisting in off-loading roll-cages or pallets, marshalling empty roll-cages and reloading onto delivery vehicles.
24. Assisting in general receipt and distribution point duties as may be required from time to time.
25. Attending training associated with the position and completing units within deadlines.
26. Maintaining good time keeping and attendance and complying with dress code.
Each member of the Purchasing & Supply team, due to the nature of the facility, is jointly and individually responsible for the security of Receipt & Distribution premises. This includes safeguarding of Trust owned assets whilst held within the department and in transit through the hospital.
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