Stores Supervisor

An exciting opportunity has arisen for the role of Stores Supervisor within SWFT CS based at Heritage House, at Warwick Hospital. The successful candidate must be able to lead a team in a fast-paced environment. Stock control/Materials Management experience is essential. Candidates must be able to demonstrate good attention to detail and ability to organise and prioritise workload. Recording and monitoring of stock levels and being adaptable to systems used within the department is required. The successful candidate will report to the Assistant Head of Stores and Supply Chain and assist in providing an effective and professional service that delivers ongoing cost efficiencies/benefits in line with the departmental objectives.

The successful candidate must be an excellent communicator, confident in handling customer and supplier queries. At times, this role is physical and requires the handling and moving of heavy roll cages and packages. A driving license is essential as Materials Management services are provided at other sites throughout the Trust.

Main duties of the job:

• Provide a comprehensive range of administrative support to the Assistant/Head of Stores and Supply Chain ensuring that capacity is maximised and waiting delivery times are met.
• Be a key member of the specialty and divisional management team and complete a range of duties as directed by the Assistant/Head of Stores and Supply Chain.
• Supervise the Main Stores and Material Management team while providing support to the Theatre Stores team.
• Liaise with all stakeholders involved in the delivery of Materials Management and Stores related activity including working with internal and external providers.
• Attend and participate in meetings regularly.

About us: SWFT Clinical Services is a wholly owned subsidiary of the South Warwickshire University NHS Foundation Trust (SWFT). The company provides various services such as outpatient pharmacy facilities at multiple hospitals, estates and facilities management, private patient service, and consultancy services to NHS Trusts.

Subject to the Company and individual's performance, an annual discretionary bonus will be awarded. There is automatic enrolment to the Company pension scheme, with the Company contributing 5%. A benefits package is available to the appointed candidate upon successful completion of the six-month probationary period, including access to a car lease scheme, Home & Electronics scheme, discounted leisure and travel, retail discounts, and a cycle to work scheme. Access to a 24/7 Employee Assistance Programme is also provided.

Job responsibilities:

• Arrange short notice cover within the management team and communicate changes to relevant personnel.
• Reallocate specific duties as required maintaining service cover.
• Authorise and record annual leave, study leave, and professional leave, informing the Assistant/Head of Stores and Supply Chain.
• Ensure sickness absence is recorded, reported, and managed appropriately.
• Provide a full range of administrative provision to the Assistant/Head of Stores and Supply Chain.
• Assist in the management of complaints, reported incidents, Trust-wide audits, and monitoring for governance.
• Oversee the effective management of the Materials Management/Stores team and Theatres Store team.
• Attend daily/weekly corporate meetings and other meetings as instructed on behalf of the Assistant/Head of Stores and Supply Chain.
• Organise meetings as required, producing agendas, notifying attendees, taking notes, and distributing information.
• Support action plans and ensure appropriate follow-up.
• Work closely with the Procurement Department and Theatres department.

Human Resources:

• Co-ordinate departmental recruitment processes liaising with recruitment as necessary.
• Ensure all new starters receive an appropriate company induction and co-ordinate departmental orientation.
• Record and monitor mandatory and development training for administration staff.
• Ensure all Human Resources policies and procedures are adhered to.
• Undertake staff appraisals and support professional and personal development.

General Duties and Responsibilities:

• Ensure that the rotas accurately reflect the structure of the Teams and manage annual leave coverage.
• Manage the authorisation and allocation of access rights for starters, leavers, and staff changes.
• Support the Assistant Head of Stores and Supply Chain to resolve urgent issues.
• Report on key performance indicators.

Strategy & Business Planning:

• Manage own workload independently, addressing issues and concerns as appropriate.
• Understand National and departmental speciality specific policies and procedures.
• Support the Assistant Head of Stores and Supply Chain in delivering trust and divisional targets.

Skills and Training:

• Support in the development of SOPs, operational policies, and business cases.
• Demonstrate self-awareness and acknowledgement of own limitations.
• Lead the administration teams and promote personal and career development opportunities for staff.
• Design and prepare reports and monitoring tools as required.

Policies and Procedures:

• Ongoing review and updating of the policies and procedures.
• Implement changes to policies and procedures impacting administrative and clerical services.

Communications:

• Liaison with various internal and external stakeholders.
• Ability to present and explain complex information clearly.
• Ability to mediate with clinical and non-clinical staff as required.

Person Specification:

• Minimum of a Diploma qualification or equivalent.
• Evidence of continuing personal and professional development.
• Knowledge or experience equivalent to Degree Level including Management/leadership qualification.

Experience:

• Staff management and leading a team.
• Knowledge of Inpatient and Outpatient booking services.
• Budget management experience.
• Operational management experience across a range of specialities.

Skills:

• Understanding of National NHS priorities and policy.
• Good interpersonal, oral, and written skills.
• Excellent problem-solving skills.
• Advanced IT skills with Microsoft Office.

Personal Qualities:

• Well organised and able to meet deadlines.
• Able to work under pressure in a challenging environment.
• Attention to detail and able to maintain high standards.

Other:

• Able to work hours to suit the needs of the job.
• Driver/Car owner.

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and will require a submission for Disclosure to the Disclosure and Barring Service.