Assistant Head of Stores and Supply Chain

Job overview

Deputy Head of Stores and Supply Chain

Permanent Post / Position

The successful candidate will be joining us at an exciting period of the delivery and development of the Materials Management and Theatre Stores related activity.

Main duties of the job

The post holder will be line manager of the MatMan/Theatres Stores Managers/Supervisors.

The role requires liaison with all stakeholders involved in the delivery of Materials Management and Stores related activity including working with internal and external providers. Regular attendance and participation at meetings will be required.

Working for our organisation

SWFT Clinical Services Ltd (SWFTCS) is a wholly owned subsidiary of Warwickshire University NHS Foundation Trust and provides facilities maintenance and outpatients pharmacy facilities in Warwickshire.

There is also access to a 24/7, 365 days a year Employee Assistance Programme to support colleagues who may be facing some tough times, or they need extra support with the wellbeing.

Detailed job description and main responsibilities

Co-ordinator Duties:

Arrange short notice cover within the management team sickness and communicate changes to relevant personnel. Reallocating specific duties as required maintaining service cover.

Authorise and record annual leave, study leave and professional leave, informing the Head of Stores and Supply Chain and Associate Director of Estates and Facilities.

Authorised signatory for Health Roster.

Ensure sickness absence is recorded, reported and managed appropriately.

Provide a full range of administrative provision to the Head of Stores and Supply Chain. Assist in the management of complaints, reported incidents, Trust wide audits and monitoring for governance and responses to freedom of information requests as appropriate.

Working with the Head of Stores and Supply Chain, oversee the effective management of of the Materials Management/Stores team and Theatres Store team.

Attend daily/weekly corporate meetings and other meetings as instructed on behalf of the 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.

Working closely with the Procurement Department and Theatres department.

Human Resources:

Co-ordinate departmental recruitment processes liaising with recruitment as necessary.

In conjunction with recruitment ensure all new starters receive an appropriate company induction and co-ordinate departmental orientation. Record and monitor mandatory and development training and study record for administration staff.

Ensure all Human Resources policies and procedures are adhered to and to take informal and formal action where necessary

Undertake staff appraisals and support professional and personal development, in particular seeking opportunities for leadership development

General Duties and Responsibilities:

Ensure that the rotas accurately reflect the structure of the Teams and making sure annual leave is covered.

Manage the authorisation and allocation of access rights for starters, leavers and staff changes.

Assist the Head of Stores and Supply Chain in the management for the Administration and Clerical pay and non-pay budget.

To support the Head of Stores and Supply Chain to resolve urgent issues regarding covers across sites.

Any other reasonable duties required by the Head of Stores and Supply Chain.

Report to the Head of Stores and Supply Chain on key performance indicators.

Strategy & Business Planning:

Lead the co-ordination the departments regarding planning, liaising with stakeholders as required. Attending departmental team meetings.

Manage own workload independently, addressing issues, concerns and problems as appropriate.

Understand National and departmental speciality specific policies, procedures and requirements, and to make appropriate judgements and allocations accordingly.

Take part in divisional planning events as instructed by the Head of Stores and Supply Chain, working to help deliver trust and divisional targets such as CIP targets and specialty level of objectives.

Skills and Training:

Support in the development of SOPs, operational policies and business cases to promote standardisation of practice, service development and changes in service delivery.

Demonstrate self-awareness and acknowledgement of own limitations. Lead the administration teams and promote and facilitate personal and career development opportunities for staff.

Design and prepare reports and monitoring tools as required using electronic programmes as appropriate.

Policies and Procedures:

On-going review and updating of the policies and procedures.

Implements changes to policies and procedures which impact across a range of administrative and clerical services.

Communications:

Internal: Liaison with Clinicians, General Managers, Assistant General Managers, Recruitment team, Workforce Information Officer/ESR Manager, Human Resources Managers, Postgraduate Medical Education staff, Switchboard, Support Services, Estates staff, Payroll Services, Occupational Health, Medical Secretaries, Booking staff, Project teams, IT Department, Information Department, Supplies Department and Finance as required.

External: Suppliers, George Eliot Hospital, Wye Valley Hospital, and others within the Group.

Ability to present and explain complex and conflicting information in a clear and concise manner which is appropriate for the audience and easily understood.

The ability to diffuse and mediate with clinical and non-clinical staff as required. Escalate to the General Manger or Head of Stores and Supply Chain when appropriate.

Person specification

Qualifications

• 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 and how these support specialities.

• Budget management – including monitoring expenditure and identifying savings
• Experience of developing business cases
• Operational management experience across a range of specialities

Skills

• Understanding of National NHS priorities and policy.
• Good interpersonal, oral and written skills including chairing meetings and report writing.
• Numerate with excellent analytical skills/ability
• Excellent problem-solving skills
• Advanced IT skills with Microsoft office
• Demonstrate confidence to liaise with all levels of staff across the Trust

• Ability to negotiate with and influence staff at all levels

Personal Qualities

• Well organised and able to meet deadlines
• Ability to work under pressure in a challenging environment
• Able to apply a flexible approach to changing demands
• Self-motivated with a positive attitude to work
• Attention to detail and able to maintain high standards
• Able to manage sensitive and distressing information and manage conflict

Other

• Able to work hours to suit the need of the job, there will be evening and early meeting.
• Ability to work across the Trust on different sites.
• Driver / Car owner