Transport Distribution Supervisor
In the event of excessive applications being received this vacancy may close earlier than the stated closing date, you are encouraged to submit your application as soon as possible
IMPORTANT NOTE ON COMPLETION OF REFERENCE SECTION OF APPLICATION FORM
All references from current and previous employers will be sought and MUST cover a minimum of 3 years employment or education references covering 3 years. If you have gaps you will be required to provide character references. Therefore, when completing the reference section of your application form, please give the address, telephone number and work email address of each of your current/previous line managers that cover 3 years employment or education references covering 3 years.
Where possible this should be from two separate employers. Failure to complete this section may result in your application not being processed.
Job overview
To support the newly established Pharmacy Distribution Hub and working with the wider QE Facilities team in all aspects of the transport operation.
This is a busy and varied role supervising a small team distributing medicines to patients’ homes.
Within the department.
Supervising a small team of coordinators and drivers to provide a high-quality, cost-effective transportation service in line with QE Facilities and it's customers' requirements.
Works in accordance with all policies and procedures to provide a compliant service to QE Facilities' customers and their patients.
The Distribution Supervisor will be responsible for receiving and packing prescribed medicines for shipment via our courier service. The post holder will also plan delivery routes and provide proactive customer service to ensure successful delivery first time.
Main duties of the job
Works with Transport Supervisors and the Deputy Head of Transport to provide line management of drivers and coordinators, managing shifts, holidays, absence and ensuring suitable cover is maintained for the department.- Receive and sort dispensed medications to be delivered by QE Facilities' courier service
- Scanning and sorting prescriptions into totes by area
- Create efficient driver schedules using appropriate software
- Call patients to advise of future deliveries and requirements for receiving these deliveries
- Receive inbound customer service calls – typically “where is my prescription?”
- Using company systems to access pharmacy records, shipping information etc. to resolve queries
- Collate proof of delivery information
- Receive, record and process all returned medications
Maintain accurate records of transport activities, including vehicle logs, driver logs, and maintenance records.
Prepare and submit required reports in a timely manner.
Liaise with pharmacy staff and clinicians to deliver a first-class service.
Work with suppliers to ensure services and materials are available at all times.
Working for our organisation
QE Facilities (QEF) is a wholly owned subsidiary company of Gateshead Health NHS Foundation Trust (GHNT), based in the North East of England.
We provide a range of non-clinical services to GHNT and other NHS organisations. Our services include estates, facilities services, procurement, medical engineering and devices, endoscopy decontamination and sterile services, transport, out-patient pharmacy, and prevention & management of violence & aggression training (PMVA).
In addition, we provide consultancy services, advising clients on all aspects of establishing a subsidiary company within an NHS body to the provision of VAT compliance advice.
QE Facilities work to their Terms and Conditions, and these are not the same as Gateshead Health NHS Foundation Trust Terms and Conditions. This is not an Agenda for Change Pay Rate.
Detailed job description and main responsibilities- Orchestrate the team's activity on a daily basis ensuring all actions are performed in a timely, accurate and compliant manner.
- Deliver against a range of KPI's to ensure contract compliance.
- Monitor and ensure adherence to all relevant policies, procedures, transportation laws and regulations.
- Maintain accurate records of transport activities, including driver schedules, proof of delivery, vehicle logs, driver logs, and maintenance records.
- Prepare reports using Microsoft Excel.
- Ensure all documentation is stored securely and is easily accessible for audits and inspections
- Call customers to arrange delivery of medications in-line with patient expectations, legislative and contractual requirements.
- Handle enquiries and resolve issues related to deliveries via calls and emails.
- Prepare for and manage internal/external audits and inspections.
- Conduct internal audits to ensure ongoing compliance with transport regulations.
- Implement corrective actions for any non-compliance issues identified during audits
- Review and improve existing compliance processes and systems.
- Provide training and guidance to staff, ensure new procedures are delivered in a timely fashion.
Person specification
Qualifications
Essential criteria- 5 GCSEs at C or above
- Educated to A’Level or above
- Emergency First Aid
- Full UK Driving Licence
Knowledge & Skills
Essential criteria- Organised and logical, with good attention to detail
- Comfortable with mixed duties i.e. desk based clerical work (typically seated), and manual handling of small and light pharmacy parcels around a large sortation table (typically standing)
- Able to use typical office systems for customer service, tracking parcels and updating records e.g. web-based applications, Excel, CRM
- Good dexterity – handling and scanning around 100 prescriptions per day.
Applicants who have not been contacted within 4 weeks of the closing date are to assume that their application has been unsuccessful.
Gateshead Health NHS Foundation Trust is a smoke free organisation in line with Smoke Free Gateshead