Theatres Material Management Officer

7 months ago

Bury St Edmunds, United Kingdom West Suffolk NHS Foundation Trust Full time

**Job summary**: Be responsible for providing a complete material management service using the Trust preferred Inventory Management solution (IMS) to all areas of Theatre & Day Surgery unit (DSU): supporting the flow of goods in and out of the department. Responsible for the ordering, receipting and transfer of good to the IMS stock using a variety of order tools including NHS supply chain and e-procurement systems. Job responsibilities: Assist with the tracking and tracing of stock movement in and around Theatres and DSU, capturing usage of high cost devices and implants against patient interaction. Operation of the IMS system ensuring business continuity to dependent departments.

Prioritise urgent requirements. Assess stock management requirements with the departmental manager-identify cost savings where appropriate. Check requests and raise orders against national and local agreed contracts. Advise and support end users with ordering and expediting arrival of goods for theatres and other interventional areas.

Receipting of goods into the IMS, checking delivered quantities and capturing lot serial and expiry date information where required. Support provision for the Theatres teams in keeping accurate surgeon preference cards. Investigate and evaluate products and carry out a cost analysis (prices versus costs). Recommending cost savings to the customer, if applicable.

Check, review and maintain all consignment stocks held in Theatres & DSU using the Trust Inventory Management system Identify all discrepancies and ensure appropriate remedial action is taken to reorder/return products Identify, report and resolve supply chain problems inclusive of alternative products sourcing. Co-ordination and management of product recalls in response to field safety notices. Assist the material management team in maintenance of stock lists for each area, which identify the stock and appropriate maximum quantities required, obtaining authorisation of the agreed levels with budget holders, Responsible for undertaking the regular stock checks utilising the Trust Inventory Management system. Recommend and support planning and deployment of new processes in Theatres and DSU.

To analyse and report on cost savings on a monthly basis to the Head of Procurement and deputy director of surgery Responsible for generating reports and participation in audits. Communication: Establishment of key communication skills for both internal and external stakeholders. Negotiate the best possible prices and make cost savings where able Recognise how your own work tasks align with strategic goals. Respond sensitively and tactfully to queries/complaints and other enquiries relating to the role.

**Analytical and judgemental**: Undertake analysis of quotation and tender returns to demonstrate value for money procurement. Planning and organisational Skills: Identify priorities and organise time to enable the delivery of an efficient procurement service. Identify key areas for aggregated spend across the Trust. Plan regular expediting of orders to ensure purchase orders and ready for payment.

Maintain manual and electronic filing systems for audit requirements. Participate in development and team building events to enable efficiencies Governance: Assurance that all goods come into the categories of compliance of Fire Health & Safety COSHH and E.C. regulations comply with trust policies and procedure. For single tender action process, ensure a signed waiver to Trust SFIs and SOs is obtained.

This process must only be used in extreme cases. To review and contribute to new policy and procedures relating to performance and business reviews. Finance and Resources: Analysis, report and amend stock level in line for forecasted activity through the IMS systems to ensure stock levels are sufficient to manage demand. Information Resources: Attend mandatory training and refresher training when necessary.

Undertake appropriate learning and development as identified through regular appraisals and reviews in line with Personal Development Plan. Adhere to all NHS and Trust standards, policies, procedure and guidance. Mentor, train and support new staff and cross cover for material management team members.

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