Materials Management Assistant (XN03)

Looking for the next step in your career? Excellent pay, annual reviews, Health & Wellbeing support, Staff Discounts, Excellent holiday/leave allowance... What's not to love?! In this role, you will be part of a team that provides the Materials Management (stock/inventory) service for Leeds Teaching Hospitals. This role is customer facing and supports both procurement and clinical colleagues. Under the direction of one of the Materials Management Supervisors, you will be responsible for the provision of a Materials Management service to clinical areas. This is one of the more manual roles within Supplies as it means visiting wards as well as office-based work. This is a busy area of Supplies so you will need to be organised and show strong confident communication skills when working with end users, especially when urgent orders are needed. You need to be physically fit, as this job can involve manual handling, pushing, and pulling. You need to be adaptable to change, sometimes at short notice.

Main duties of the job

This role is based across Chapel Allerton & Wharfedale Hospitals, and you may be face to face with Surgeons/Clinicians urgently requiring very specific medical products, so people management skills are key. You will be working directly with other Materials Management Assistants, but due to the remoteness and smaller size of these sites, you will need to be happy working largely on your own for some parts of the working day. You will be part of a much bigger team across the Supplies & Procurement as a whole. There are many opportunities and pathways for career progression and plenty of training courses offered. This role is operational, so on site 5 days a week (Mon-Friday), and there is no availability for hybrid working. If you're looking to leave your laptop on the sofa and be hands-on in a busy environment, then this is for you! You will ensure stock is maintained at the appropriate level using hand-held data capture devices and the putting away of stock to agreed standards. A Driving licence is ideal so that you can transport yourself across the sites.

This role is Monday-Friday, 7:00am-3:30pm.

About us

The Supplies department has different areas throughout the Trust and the main aspect of the Materials Management team is to provide stock items towards clinical areas. It is essentially Inventory/Stock Management. 'Supplies' sits within the Procurement Department, which includes Contracting (Clinical & Non-Clinical), Purchase to Pay Team, Supply Chain, Logistics and Warehousing, Digital Information Technology Contracting. There are many training opportunities and progression within the department and the trust is wholeheartedly supported across all levels of management. We pride ourselves on being a diverse and inclusive team. Staff Health & Wellbeing is promoted here and there is a diverse network of support available across the Trust.

Leeds Teaching Hospitals is committed to our process of redeploying 'at risk' members of our existing workforce to new roles. As such, all our job adverts are subject to this policy and we reserve the right to close, delay, or remove adverts while this process is completed. If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed, and contact the named contact if you have any questions.

Job responsibilities

1. JOB DETAILS

Reports to: Materials Management Supervisor

Accountable to: Associate Director, Commercial & Procurement

Grade: Band 3

Unit/Department: Finance/Supplies Department

Location: LGI/SJUH/CAH

AFC Job No: 616

2. JOB PURPOSE

Under the direction of the Materials Management Supervisor, to be responsible for the provision of a Materials Management service to a designated number of wards and departments.

Ensure that the Trust's procurement is undertaken in accordance with the organisations Best Practice and Financial Standing Instructions.

Ensures stock is maintained at the appropriate level using hand-held data capture devices and the putting away of stock to agreed standards.

Provides a comprehensive interface for customers who receive a Materials Management service.

To manage the administrative support required for each of the Supplies IT Systems.

3. JOB DIMENSIONS

The position forms part of a team of seven Whole Time Equivalents (WTE), providing a Materials Management service for a range of medical and non-medical goods.

While there is no direct budget management, the post holder will be expected to understand the Trust's budgeting process and the allocation of cost mechanism.

The department is targeted with cash releasing targets in excess of £2m per annum, and the post holder will be expected to significantly contribute to meeting this target.

It is expected that a significant reduction in the levels of inventory that the Trust currently holds can be achieved through a collaborative approach between purchasing and materials management. The post holder will work closely with the Materials Management Supervisor to achieve this goal.

To participate in meetings with clinical staff for regular reviews and to supply urgent medical products/data when required.

4. ORGANISATIONAL CHART

Supplies Department

Supply Chain Management Section

5. KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED

Experience of working within a Materials Management department, ideally within a customer facing service environment.

Knowledge and experience of professional procurement principles and associated IT systems, including management of information systems, data capture devices, and bar code technology.

Knowledge of receipting process and Materials Management theory, including stock control, delivery, ordering/invoicing options, and Customer Care.

The ability to work as both a team member and alone within clearly defined procedures. Frequently using own initiative on routine decisions, and to liaise with colleagues and customers at all levels.

Excellent communication skills, particularly orally, and the ability to deal with customers courteously and effectively within a hospital environment.

Understanding of customer requirements that are particular to the Healthcare Industry.

Ability to recognise the issues which influence the management of the total supply chain is essential.

Demonstrate evidence of continual development and training, particularly working towards relevant NVQs and CIPS is desirable.

Willingness to undertake further training and development, either internally or externally, is essential in accordance with the department's accreditation to the Investors in People standard. In addition, to undertake all mandatory training required for the role, particularly attending refresher training on an annual basis.

Good understanding of Supply Chain Management, and the critical areas to consider when determining the appropriate supply route, analysing financial and purchasing options for requisitions received.

An understanding of e-Commerce is essential.

6. THE LEEDS WAY VALUES

Our values are part of what make us different from other trusts, so we see this as a strength, as well as a responsibility. They have been developed by our staff and set out what they see as important to how we work. Our five values are:

Accountable

Empowered

All our actions and endeavours will be guided and evaluated through these values.

Additionally, the following are core values which relate specifically to this post:

The post holder must appreciate how the role of Supplies fits into the strategic and financial objectives of the Trust.

Professional purchasing conduct and abide by the ethics as laid down by the Chartered Institute of Purchasing and Supply.

Demonstrate tact and diplomacy when dealing with internal and external customers.

Hardworking and committed to the outcomes of the Organisation. Works with others, internally and externally, to develop mutual respect, understanding, and trust.

Demonstrates integrity and acts honestly, openly, impartially, objectively, and fairly when dealing with internal and external customers.

To be flexible and adapt to changes in circumstances which impact on the total supply chain.

To be innovative and use a different perspective to challenge and improve the service.

7. CORE BEHAVIOURS AND SKILLS

To work within a team environment and contribute fully to the aims and objectives of the department.

Professional approach to all aspects of work, in particular the adoption of the Trust's Codes of Conduct and Accountability.

Ability to analyse data regarding stock levels, orders, deliveries, receipts, lost/damaged items, and returns.

To fully appreciate the needs of the customer and have the necessary skills and knowledge to provide the correct type and level of stock required.

Ability to organise own workload and to plan and arrange activities such as stock review meetings.

Communicates facts and ideas clearly and effectively to both internal and external customers.

8. CORE KNOWLEDGE AND UNDERSTANDING

To be aware of and work within the Trust's Standing Financial Instructions.

Knowledge of Health & Safety issues with particular knowledge of handling and safe storage of materials, COSHH implications of material purchasing.

To be fully conversant with the Trust's Health and Safety Policies and the Trust's Grievance Policies as appropriate.

9. PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY

Identify the needs of the organisation and work within the guidelines of the Trust's Standing Financial Instructions.

To provide the Materials Management service to wards and departments.

Responsible for the security of goods during the receipting process and the putting away of stock to agreed locations in accordance with agreed standards.

Exchanges information with customers and external suppliers, investigates routine queries providing assistance and advice as necessary.

To process requisitions via the various recognised companies, using their IT Systems and manually, where applicable, for goods supplied directly from locally managed inventory.

Liaises with suppliers to encourage them to meet organisational purchasing needs and persuades customers to adopt the correct supply route.

Resolves stock issues, including stock deficiencies and prioritises urgent deliveries.

Manage the day-to-day functions associated with the Trust's computerised inventory control systems and assist in the development of new technology.

Actions new policies as directed by the Materials Management Supervisor into own work areas and provides feedback and suggestions for improvement.

Ensure that the stock is purchased against the re-order level reports to agreed quality standards.

The moving, handling, distribution, and storage of goods to the appropriate Materials Management department as required.

Participates in formal audits of own materially managed areas.

Health and Safety/Risk Management

All staff are responsible for working with their colleagues to maintain and improve the quality of services provided to our patients and other service users. This includes complying at all times with the Leeds Teaching Hospitals NHS Trust Policies, including Health and Safety policies, in particular by following agreed safe working procedures and reporting incidents using the Trust Incident Reporting system.

Equality and Diversity

The post holder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families. No person, whether they are staff, patient, or visitor, should receive less favourable treatment because of their gender, ethnic origin, age, disability, sexual orientation, religion, etc.

Patient and Public Involvement

The Trust has a statutory duty to involve patients and the public in evaluating and planning services. All staff have a responsibility to listen to the views of patients and to contribute to service improvements based on patient feedback.

Training and Personal Development Continuous Professional Development

The post holder must take responsibility in agreement with his/her line manager for his/her own personal development by ensuring that Continuous Professional Development remains a priority. The post holder will undertake all mandatory training required for the role.

Respect for Patient Confidentiality

The post holder should respect patient confidentiality at all times and not divulge patient information unless sanctioned by the requirements of the role.

Person Specification

Other criteria

• Meet Occupational Health Requirements

Skills & behaviours

• Good physical fitness
• Organisational skills
• Honest & Trustworthy
• UK Driving License

Experience

• Worked in a customer facing environment
• Worked under pressure
• Healthcare work
• Hand-held inventory/stock control devices

Qualifications

• Manual Handling-Lifting & Carrying/Pushing & Pulling Health & Safety COSHH

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.