Patient/customer care (both direct and indirect)
- Provide indirect patient care by working closely with the Materials Officer to ensure sufficient supplies are maintained so that appropriate products are available for clinical use by doctors and physiologists
- Direct customer care by ensuring that supplies are available for clinicians, secretarial and administrative staff for their individual use. Maintain day-to-day contact with suppliers, managers, consultants and members of the department in order to ensure appropriate service level is maintained
- To be available to provide advice and resolution for procurement queries from external contractors and Trust departments
- Advise end users in the department and wider hospital on the appropriate use of eProc and advise on any purchasing related queries.
- Work to the Trust’s Standing Financial Orders and the supply chain procedures developed by the Procurement Dept
- Contribute to business planning and developing best practice in conjunction with team colleagues by proposing changes for improvement
- To provide input and comment upon proposed changes to working practices and procedures that may impact on Theatre procurement
- To assist with the development of work practices and suggest working practice amendments where appropriate
- Comment on purchasing levels to head of department so that contracted prices may be improved where volumes are larger than anticipated
- Continue to improve knowledge of new developments in technology and cardiology products
- To be responsible for personal self-development as outlined in the annual appraisal to bring increasing skills, values and knowledge to the job
- Advise internal customers on services managed and use of procurement software
- Set and maintain standards of appearance and professional attitude
- Be accountable for own professional practice and act as a role model to other members of staff
- To be proficient in verbal and written forms of communication; to communicate and solve queries from both a wide range of staff members from different departments within the trust and external customers
- Receive and analyse sensitive patient medical information relating to the order of customised items
- Cope with frequent interruptions and sudden requests yet still be able to concentrate on the most pressing demands
- To assist the head of department in accessing and interpreting Alerts and other MHRA communications, to act upon MHRA notifications and provide information that will be used to feed back to the MHRA and device companies regarding products used within the department, by producing reports of stock bought and used
- Ensure that patients, their relatives and visitors are acknowledged in an appropriate and friendly manner at all times
- Ensure that patients, privacy, dignity, religious and cultural beliefs are respected
- Answer the telephone in a clear, efficient and professional manner and direct calls to the appropriate person/department when required or directly address any queries
- Have good and effective communication skills. Be able to communicate appropriately with a wide range of other staff members, other departments, consultants and suppliers
- Facilitate effective communication both within the department and between the department and other departments throughout the Trust
- To maintain good working relationships with other disciplines working within the department
- Be aware of procedures involving patient/visitor/staff complaints
- Understand and contribute to budgetary control in conjunction with Theatre Services Manager. Take responsibility for the processing of all orders placed through the theatres department
- Support Trust Procurement team in achieving savings on product pricing
- Frequently receive and physically move and store several goods deliveries each day, some of which are bulky and/or heavy and will require use of specialised equipment such as pallet trucks and cages.
- Return expiring stock to suppliers and receive replacement stock. Assist in the management of consignment stock
- Carry out regular audit checks on stock
- Assist in dealing with suppliers’ product recalls and product exchanges, by removing the products from the shelf, returning them to the supplier and sourcing suitable alternatives
- Arrange and control temporary borrowing or lending of stock
- Arrange repairs to equipment on request of senior technical staff
- Where necessary, make recommendations on replacement products taking into account, financial constraints, quality of goods, reliability and timeframes for delivery
- Maintain any paperwork associated with departmental inventory
- Work with the Trust materials officer to audit and analyse purchased goods volumes to create guidelines for levels of stock holding
- Use stock level guidelines to monitor stock levels and anticipate stock requirements by re-ordering top-up supplies
- Use e-Procurement (Trust ordering system) and e-Financials (finance system) for managing orders and queries. Be proficient in the use of Microsoft Excel and Word. Maintain the high cost valve data spread sheet
- Regularly collect and analyse data from different IT systems as required by the Materials Officer
- Use the Business Objects reporting tool for the collection and analysis of Theatres purchase order and invoice data for monitoring of budgets and expenditure
- Assist with solving invoice queries for Accounts Payable by investigating purchasing records and effectively communicating with the appropriate functions
This job description is intended as a basic guide to the scope and responsibilities of the post and is not exhaustive. It will be subject to regular review and amendment as necessary in consultation with the Post holder.
Possibility of progression into a permanent position on completion of the Apprenticeship.
Candidates who are shortlisted will be emailed and called for a telephone pre-screening.
- Good written and verbal communication skills
- Proactive and responsive approach to problem solving
- An effective communicator with a wide range of clinical and non-clinical colleagues and staff
- Able to respond quickly and appropriately to information requests and to know when to refer to senior colleagues
- Able to plan and prioritise own workload to meet tight deadlines
- A commitment to learn and undertake training.
- A flexible attitude to work.
- 4 GCSE’s or equivalent at Grade C /4 or above, including English, mathematics
- Knowledge of professional purchasing principles acquired through NVQ level 3 or CIPS Foundation, plus knowledge through short courses and experience or equivalent
- Commercial Procurement and Supply Level 4 Higher Apprenticeship
- L4 Diploma in Procurement & Supply with the Chartered Institute of Procurement & Supply (CIPS)
- Personal learning and thinking skills
- Employment rights and responsibilities