Stores Supervisor / Stock Controller
Job overview
The post holder will be a key member of the Theatre Supplies team and will be responsible for providing an efficient and effective supplies service to all relevant Operating Theatres. Responsibility for leading and supervising the stores team will also be an integral part of this role.
The post holder will oversee the management of agreed stock levels, maintenance of a computerised stock control system and will be pivotal in ensuring each theatre has an adequate supply of stock. Good communication skills are also important, as it will be necessary to liaise on a regular basis with Theatre staff, Supplies staff and external suppliers to ensure the agreed level of service is maintained.
The post holder will be based primarily at the Nottingham Treatment Centre campus; however there may be a requirement to work across both other campuses when necessary.
Main duties of the job
In addition to the below summary you need to familiarise yourself with full job description and person specification documents attached to this advert.
The successful candidate will;provide first line supervision to the team of stores assistants and work with Speciality Co-ordinators.
Monitor stock levels to ensure very high levels of stock availability.
Liaise with Theatre staff so they are aware of any supply related problems.
Work closely with Procurement to identify alternative products.
Provide cover for other roles in team
Be proficient in Microsoft Excel.
Have good working knowledge of Inventory Management Systems.
Working for our organisation
You will be working with a friendly and experienced team of stores assistants. The location of the stores department is very close to the Operating Theatres and there is a requirement to ensure stock to all of these departments. This is a very fast paced environment and our number one priority is to ensure a very high standard of service to all of the clinical areas.
Detailed job description and main responsibilities
Maintain the Theatre Stock Management database on the Trust's Inventory Management System by ensuring that information with regard to stock levels, ordering details, catalogue maintenance, materials management and supplier management is carried out in a timely and effective manner.
Monitor stock availability paying particular attention to delivery times and dates, taking remedial action as and when necessary.
Ensure stock within the central store is maintained at agreed levels, monitored and reviewed to reflect activity patterns.
Ensure stock within individual theatres is maintained at agreed levels, monitored and reviewed to reflect activity patterns.
Manage the receipt of goods ensuring that they correspond to the appropriate advice note with regard to quantity, description and quality.
Ensure that all receipts are correctly identified and a Goods Receipt Number (GRN) is raised in all instances.
Ensure that any discrepancies relating to deliveries are managed in a timely manner according to the agreed timescales.
Process and monitor uplifts/returns and ensure credits are processed and received in timely manner.
Ensure goods are received, stored and handled in a safe and secure manner following all departmental and Trust procedures.
Co-ordinate distribution of goods to individual theatres, within the agreed timescales. This includes the regular review of current agreements and suggesting and implementing new timescales as appropriate.
Prepare, pack and despatch goods for return to suppliers.
Identify cost efficiencies as appropriate and support the continued rationalisation and standardisation of products. Participate in projects and initiatives to increase cost efficiencies.
Respond to stock queries from customers on product details, availability, etc.
Assist the Supplies Manager as required with the development and management of the theatre stock control team. This will include recruitment selection, induction, appraisal (Individual Performance Management), monitoring sickness absence and assisting with the management of staff rotas.
Assist in the setting of appropriate departmental Key Performance Indicators (KPI’s) and ensure the appropriate reports that support these KPI’s are completed within the agreed timescales (daily, weekly, monthly, etc.)
In conjunction with the Theatre Supplies Manager, co-ordinate and oversee all departmental stock counts. These include, daily / weekly rolling stock counts, quarterly and end of year counts.
Manage and deploy theatre stock control staff in accordance with Trust and Theatre policies and procedures, including work activities and performance, standards of behaviour, timekeeping and any other issue considered detrimental to an efficient service.Ensure team members have the relevant information and understanding of procedures and security.
Participate in the training of staff as required.
Identify personal training and development needs and participate in training courses as necessary.
Be responsible for the implementation of elements of the Theatre Stock Control strategy as directed by the Theatre Supplies Manager.
Provide an on-going interface between the Theatre and Supplies departments.
Person specification
Experience / Ability to learn
Essential criteria- Supervisory Experience
Stock control
Essential criteria- Stock control experience
Communication and Relationship skills
Essential criteria- Demonstrate effective communication and interpersonal skills.
- Ability to work as part of a team and on own initiative.
- Ability to train and develop others
Analytical and Judgement skills
Essential criteria- Understand the importance of instructions and written procedures.
- Ability to make decisions within area of responsibility
- Understand the limit of own responsibility/knowledge and when to refer to others
Planning and organisation skills
Essential criteria- Ability to work in a busy environment, co-ordinating activities in the various different areas of the department
- Ability to work flexibly, reliably and to a high standard.
- Time management and effective delegation skills.
- Periodic reviews of stock levels and products in liaison with team leaders and key theatre personnel
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Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at the NUH we will endeavour to turn your job into a career!
We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are striving to be better represented at NUH.
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If you are aged 16 or 17 and applying for a role that is more than 20 hours a week, please be aware that you will be asked to commence an Apprenticeship within the Trust alongside your role, as long as there is a suitable apprenticeship standard available. This is in line with the current guidance in England that whilst young people under the age of 18 can leave school (on the last Friday in June) they must then do one of the following:
- Stay in full-time education, for example at a college
- Start an Apprenticeship
- Spend 20 hours of more a week working or volunteering, while in part-time education or training
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Salary: The quoted salary will be on a pro rata basis for part time workers.Disability Confidence: All applicants who have declared a disability and who meet the essential criteria for the post will be shortlisted.
At Risk of redundancy: NHS employees within the East Midlands who are ‘at risk’ of redundancy will be given a preferential interview where they meet the essential criteria of the person specification.
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Consent:
- Transfer of information: If I have previous NHS service - I consent to the transfer of my Electronic Staff Record (ESR) data between this and other NHS Trusts. I also consent to the Occupational Health Department confidentially accessing my occupational health records from my current or previous employer in order to check the status of my vaccinations, immunisations s and screening tests as relevant to the post. I understand this is an automated process and the information will only be used for these purposes prior to me taking up the position at NUH.
- Disclosure and Barring Service: Your post maybe subject to a DBS check which incur a cost dependent on the level of check required (£42.90 for enhanced and £22.90 for standard). I agree to reimburse Nottingham University Hospitals NHS Trust the cost of a Disclosure and Barring Service (DBS) check if it is required (by deduction from first month’s pay). Should I decide to withdraw from my job offer, I agree to reimburse Nottingham University Hospitals NHS Trust the cost of the DBS check undertaken by cheque or other agreed method.
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