Theatres Supplies Manager

Job overview

As Theatre Supplies Manager you will be providing day to day support to the operating theatre team with ensuring prompt ordering and delivery of stock, which will in turn deliver excellent patient care by ensuring products are available in the right place, at the right time and in the right quantity.

Main duties of the job

The post holder would be responsible for stock replenishment of high value stock and any products not covered under Trust materials management. This will be done by providing dedicated support and management of stock levels, timeliness of delivery, monitoring KPI’s and internal service provision on behalf of the Theatre Manager.

Ability to provide professional stock management advice to staff in the division and lead on effective stock management and saving initiatives as required by Theatre Manager in liaison with Procurement were appropriate.

Working for our organisation

Originally formed in 1992, the Trust received Foundation Trust status in 2009.

Teams across our site in Fazakerley, Liverpool, offer a world-class service in diagnosing and treating injuries and illnesses affecting the brain, spine and peripheral nerves and muscles, and in supporting people suffering from a wide range of long-term neurological conditions.

1. Responsible for stock replenishment of high value stock and any products not covered under Trust materials management. This will be done by providing dedicated support and management of stock levels, timeliness of delivery, monitoring KPI’s and internal service provision on behalf of the Theatre Manager.
2. Ensure stock levels of above items are efficiently maintained to minimise the risk of procedure cancellation and any impact this has on patient experience and outcomes.
3. Work closely with the Procurement department to identify any performance issues with suppliers for the Theatre Manager and Neurosurgical division.
4. Implement and maintain an agreed stock strategy on behalf of the Theatre Manager and Neurosurgical division for high value stock devices in liaison with Procurement and key clinicians.
5. To provide professional stock management advice to staff in the division and lead on effective stock management and saving initiatives as required by Theatre Manager in liaison with Procurement were appropriate.
6. Work closely with Procurement and the Theatre Manager to manage and coordinate cost improvement schemes in Theatres.
7. To attend multi-disciplinary meetings as appropriate to role, to ensure stock is available to minimise risk of cancellations and any impact on patient safety.
8. Measure and analyse key performance indicators in relation to stock with the aim of optimising stock control and usage in collaboration with Procurement and Theatre Manager.
9. Be accountable for providing information and assist with the investigation of cancellations for procedures due to unavailability of stock relevant to their role.
10. Attend clinical procurement group meetings with the theatre manager/clinical lead and coordinate product trials and evaluations.
11. Work in line with Trusts Reps’ policy and actively challenge non-compliance and report to Theatre Manager and Head of Procurement.
12. Coordinate and facilitate high value stock availability for theatre staff.
13. Lead on theatre collaborations with Procurement and support the Theatre Manager with CIP delivery.
14. Use Trust stock management systems in supporting stock and the financial management element of supplies in theatres.
15. Responsible for receipting internal delivery notes and storage of stock.
16. Responsible for the management of lines of stock on shelves checking delivered items against delivery/ order information, take corrective action where necessary and maintain audit records for stock responsible to the role.
17. Keep up to date with changes and improvements of the trust stock management process supporting the Theatre Manager in ensuring accuracy of information submitted into financial systems.
18. Responsible for raising requisitions/orders to purchase regular used stock and non-stock goods in their portfolio of products to meet theatre department requirements and replenish products in accordance with agreed procedures and put away on receipt.
19. Maintain records of delivery related issues and share with key stakeholders as appropriate.
20. Produce stock reports and analysis to advise Theatre Manager and clinical teams on management of stock within their portfolio of products.
21. Manage all loan equipment and implants to ensure safe delivery of service, this includes pre-approved loan kit and the coordination of none approved loan kit so it meets the agreed Trust process, in liaison with key stakeholders and the Trust decontamination team.
22. Supports theatre implementation for patient level costings in collaboration with finance and clinical teams.
23. Provide and receive routine information requiring tact or persuasion skills and providing advice, instruction or training to groups.
24. Persuade theatre staff to maximise cost effectiveness were conflicting priorities apply and use appropriate procedures or paperwork.
25. Work collaboratively with Procurement and IT to ensure clinical and non-clinical staff are trained and able to use online barcoding systems.
26. Analyse lost or damaged items, repairs and returns and maintain accurate records.
27. Uptake relevant training for electronic information systems in place and under development.
28. Participating in collection of audit and research data as required.
29. Ensure good housekeeping of departmental stock at all times with regular stock rotation and avoidance of out of date stock.
30. Remove hazardous/suspect stock for disposal/return/credit in a timely manner.
31. In accordance with agreed schedules regularly review and monitor stock levels and product usage identifying and reporting any areas for further investigations.

Person specification

Qualifications

• Educated to degree level or equivalent work based experience in supplies/stock management

• NVQ or equivalent in stock control/logistics or MCIPS
• ECDL

Experience

• Experience within a clinical based environment
• Previous logistics/stock control experience in a fast moving consumables environment
• Experience in problem solving
• Ability to interpret complex information
• Data entry skills
• Customer service skills
• Computer skills

• Experience within a theatre clinical based environment
• Experience of running reports
• Experience of computerised stock systems

Skills

• Proven ability to achieve results and meet objectives
• Ability to work towards timetables/deadlines
• Ability to work as part of a team
• Ability to work independently

• Experience in managing a group of staff
• Experience of initiating and managing change
• Experience of policy or service development

Other

• Ability to work under pressure
• Ability and willingness to undertake more training and to teach as required
• Willingness to work flexibly
• Prolonged concentration, checking documents and prolonged usage of VDU during the day