CDD Services provides a procurement service to County Durham and Darlington NHS Foundation Trust, and Tees, Esk and Wear Valleys NHS Trust.
As part of the CDD Services team, the post holder is responsible for all aspects of theatres materials management associated with the ordering of supplies, receipt and efficient storage and stock control within the department. To promote and maintain a cost-effective, responsive service in line with the trust policies and procedures.
The post holder must be fully conversant with the departmental objectives and the trust's Standing Financial Instructions and Standing Orders.
Main duties of the job
The post holder will be part of the inventory management team within CDD Services and proactively provide a materials management service to theatre stores. The post holder will work closely with the Consignment Coordinators in order to provide the required service. The post requires exceptional communication skills, with the ability to communicate at all levels within the customer base.
Job responsibilities
1. Accurate counting of stock products within theatre stores using PDAs.
2. Downloading information from PDA onto EDC ordering system.
3. To be responsible for and maintain an efficient ordering system within the Theatre Department, including the storage organisation, monitoring, purchasing, receipting and distribution of all consumable medical and surgical supplies. This could also include consigned and trust-owned implants.
4. To generate orders and requisitions on a daily basis using a computerised theatre stores system for approval by the theatre leads to replenish stock items.
5. To receive, inspect and check all goods delivered to theatre, reporting any discrepancies and taking appropriate corrective action, creating and maintaining systems to facilitate filing of requisitions and all associated paperwork.
6. Putting stock away accurately and tidily in correct locations within theatre stores.
7. Reordering alternative products quickly where possible, if original cannot be delivered (inabilities). Comparisons between a range of products may be necessary.
8. Responsible for returning goods to suppliers in accordance with individual Trust procedures.
9. Responsible for the sourcing and ordering of theatre products from multiple sources on varying delivery lead times.
10. To advise and agree top up levels with the specialist team leaders in accordance with theatre activity, to monitor and control agreed stock levels.
11. To escalate any problems/issues with stock levels with the relevant personnel, ensuring these are rectified in an appropriate and timely manner.
12. To work with procurement colleagues to ensure best quality and best price. Maintenance of current price levels for all consumable goods to provide information for all Theatre staff and as a cross reference for agreed pricing and discounts with external suppliers.
13. To use appropriate IT systems for all aspects of the job role, interrogating systems for product analysis purposes including usage, value and costing reports.
14. To set up and maintain a stock take database, carrying out stock taking duties as required and investigate all shortages/discrepancies.
15. To deal with any queries in a professional and efficient manner, with particular regard to the progress of orders and solving delivery discrepancies and deficiencies.
16. To ensure coordination of services provided by the Stock management team across sites and standardisation of systems required to support the service.
17. Responsible for the maintenance of records associated with the service.
18. Preparing, planning schedules to maintain optimum stock levels during bank holiday closures.
19. Participate in audits and stock takes as and when requested.
20. Provide cover for colleagues between trust sites during periods of annual leave, sickness and any other planned or unplanned leave.
21. Achieve team and individual agreed targets and objectives.
22. Responsible for the training of new staff and act as a mentor.
23. Responsible for maintaining a clean, tidy and safe theatres stores area with all products stored avoiding accidents to persons or goods.
Person Specification
Experience
* Experience in a customer services industry (E)
* Experience of working in an NHS customer services environment (D)
* Experience of materials management/stock control (D)
* Experience of electronic Purchase Order / Purchase to Pay systems (D)
Special Skills & Knowledge
* Data Entry skills (E)
* Communication, Problem Solving and Motivation Skills (E)
* Ability to use all office related equipment (electrical and non-electrical) (E)
* Knowledge of purchasing and supply activities (D)
* Trust SFIs, Procurement Legislation and Law (D)
Qualifications
* NVQ Level 3 or equivalent experience (E)
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.
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