Materials Management Coordinator in Ashford

Main base Ashford / St Peter’s Hospital, with requirement to work across both St Peter’s and Ashford Hospital sites to fulfil role, and working at any other sites as required.

Working as a member of the Supplies team providing a basic ordering, distribution and put away service to support divisions. Ensure that all functions of the internal supply chain are completed to ensure the continuity of supply to customers and maintenance of the internal audit trail. Ensure all quality and performance standards are achieved.

Main duties of the job

• Inventory performance: Optimise inventory levels in assigned areas to ensure an efficient and cost-effective service for customers and support the implementation of the new Trust-wide inventory management system.
• Maintain a supportive relationship with all customer areas to ensure stock levels are optimised; monitor service user feedback and ensure complaints are investigated, resolved or escalated with feedback provided.
• Ensure all activity complies with Healthcare Partners and Trust policies including infection control and health and safety.
• Maintain high standards of behaviour and professionalism; report concerns or incidents promptly.
• Assist in department improvement and transformational activity.

Detailed job description and main responsibilities

• Support and deliver Healthcare Partners and the Trust’s multi-faceted supply chain service.
• Assist the smooth running of the supply chain service and provide additional support to other supply chain teams on alternate sites when required to cover for sickness, vacancies and annual leave.
• Receive/check deliveries (address, number of boxes, undamaged), if consignment correct, to sign (and use site’s daily delivery code).
• Check all (eProcurement system) receipts and action quickly especially packages with priority delivery labels. Open boxes and check all contents and carefully receipt/book in items. Record exact contents of box checking for corresponding item/document compliance. Also check for multiple POs, under or over orders and report/escalate accordingly highlighting any errors, discrepancies or non-compliant receipts.
• Ensure all roll cages (and packaging) are removed from customer areas when unloading/put away activity is completed and stowed correct in authorised areas.
• Operate mechanical aids (cages, trolleys, pallet movers etc) in a responsible and safe manner, keeping equipment and working areas, safe, clean and tidy, reporting promptly incidents, deficiencies or defects to the immediate supervisor.
• Order and replenish stock using the Healthcare Partners’ (or where required the Trusts) eProcurement system and/or the NHS SC eDC bar code/scan system (where role requires).
• Maintain all records associated with the Directorates processes. Ensuring all records are filed correctly.
• Report any non-compliance, inefficiencies or inaccuracies in existing systems/processes to the Supply Chain Supervisor.
• Assist in the implementation of efficiencies in stock consumption, minimum stock holding, delivery frequencies, supplier consolidation etc.
• Ensure all store rooms are managed correctly to optimise the availability of goods to clinical staff and minimise over-stocking. All store rooms are to be maintained in a tidy and accessible state ensuring compliance with health and safety. Any problems are to be brought to the attention of the Ward staff and advised to the Supply Chain Supervisor.
• Ensure correct stock (first in, first out) rotation, stacking, labelling and storage of goods; report any problems with storage racking, drawers etc.
• Action correctly (search, identify, quarantine, report) any product change instructions or search requests associated with field safety notices or other safety/supply chain issues.
• Carry out stocktaking duties, as required, on supplied goods and assist in the investigation of delivery shortages/discrepancies.
• Provide excellent customer service and support to all areas of supply chain activity managed under the Procurement and Supply Chain Department.
• Liaise with customers about stock and deliveries relevant to the areas they support e.g. Ward Managers, Office Managers. This includes communicating with individuals to highlight any delays or issues and steps being taken for resolution.
• Liaise with external suppliers around the ordering and planning of delivery times ensuring these reflect user needs.
• Handle all enquiries received by via telephone, email and general correspondence, acting as an ambassador of customer service when handling enquiries and complaints.
• Support in the training of new starters including demonstrating systems and procedures of work.
• Use IT systems and equipment to deliver and issue stock.
• Respond quickly and appropriately to requests for information or assistance from customers, the P2P Service Desk, NHS SC or suppliers. Answer questions fully and courteously, maintaining a professional approach at all times. Escalate any issues to the Supply Chain Supervisor if required.
• Advise the Supply Chain Supervisor of any innovative or creative ideas to save costs and/or improve efficiency.
• Be of smart and tidy appearance and promote the professional image of Procurement and Supply Chain in accordance with the trusts dress code and uniform policy as required.
• Develop an awareness of personal responsibility with regard to maintenance of a safe environment.
• Be accountable for and ensure own competence in practice, e.g. use of specialised equipment.
• Identify potential risks for all staff, patients and visitors and adhere to relevant incident reporting procedures.
• Wear identity badges at all times and challenge any unknown persons not wearing identity cards.
• Report any suspicious items or activity immediately to local security guards/reception.
• Carry out duties and responsibilities with regard to Healthcare Partners’ and the Trust’s Equal Opportunity policy.
• Recognise the importance of people’s rights and act in accordance with legislation, policies and procedures.
• Act in ways that acknowledge and recognise peoples’ expressed beliefs, preferences and choices; respecting diversity and valuing people as individuals.
• Take account of own behaviour and its effect on others.

Person specification

• Good standard of education (GSCE) or equivalent experience.
• Chartered Institute of Purchasing & Supply (CIPS).
• Understanding of stock replenishment systems.
• NHS Constitution.
• Vision, values and strategic objectives.
• Computer Literate: Use of Word and Excel software, Use of Websites/internet.
• Previous NHS experience.
• Previous Purchasing or NHS experience.