Goods-in Coordinator

4 months ago

Yeovil, United Kingdom Somerset NHS Foundation Trust Full time

To work as part of the Procurement and Materials Management team to provide an effective and efficient goods-in, ordering and re-stocking system to the client organisations whilst demonstrating best value, reduction in waste and a great team ethic. The role of the Goods-in Co-ordinator/Assistant is to ensure, the service of the receipt of goods-in and for the areas of responsibilities delegated is effective and efficient. The post-holder will be required to ensure that the receipt of deliveries are checked for damage, receipted in the correct manner and onward distribution is efficient. Also in terms of the Assistant role; wards and departments have a continuous supply of goods in line with the supply chain system/processes, ensuring that regular stock reviews are undertaken and acted upon using the systems and associated data available to them.

To receipt goods into the department, ensuring parcels are undamaged and that all delivery details are recorded in the correct manner, in line with internal processes. To receipt goods electronically using the electronic Procure-to-Pay system. To deliver goods to end-users, departments and wards in accordance with procedures and to prioritise workload for urgent deliveries and collections. To oversee returns to suppliers, monitoring pickups and chasing outstanding orders/goods.

To visit wards and departments providing a Materials Management service in accordance with the rota/schedule in order to replenish stocks held ensuring efficient stock rotation. Physically check stock on the shelves against minimum stock levels. Re-order stock to agreed maximum stock level in accordance with re-order quantities and ensure that there will be sufficient stock to cover periods such as Bank Holidays. To use the stock inventory systems available in order to bring stock levels to agreed max levels against thecorrect department/budget.

This includes the use of the P2P system. To oversee returns to all areas, monitoring pickups and chasing outstanding parcels. To carry out regular stock reviews for each of the allocated areas and report back on findings/solutions. To ensure that deliveries are correct against the delivery notes, unpack the deliveries and replenish the relevant 'empty bins' with the correct products in a timely manner.

To participate in meetings with the wards and departments regarding product selection, storage or service issues as required. The post-holder will be expected to carry out other appropriate duties as directed by the Materials Management Team Leader and Associate Director of Operational Procurement. To have a systemised approach for the goods-in area, including acceptance, receipt & onward delivery of goods. To check deliveries against delivery notes and contacting suppliers to resolve any discrepancies.

To report to suppliers damaged goods received. Management of existing and new twin bin areas including contact with key stakeholders and suppliers to resolve problems with supply and associated queries. To respond in a professional and timely manner to source and expedite products in the event of a medical emergency and inform line manager of any failures. Liaise with stakeholders regarding the ordering of alternative items as required, advising on cost, unit of issue and availability of alternative products, including out of stock situations and how these should be resolved.

Report on delivery discrepancies and unfulfilled orders, contacting suppliers and finding a resolution. Receive telephone queries from departments and resolve efficiently and effectively as required. This may involve visiting the ward or department or raising orders for goods that are urgently required.To act in accordance with all the relevant Health and Safety procedures and attend mandatory training courses as requested and comply with Trust policy regarding uniform. To have effective interpersonal communication skills and have proven ability to take responsibility, make decisions with information available and demonstrate professionalism.

Works independently on own areas of responsibility providing a professional Materials Management service to the organisation. Work pattern may be unpredictable due to interruptions and reprioritisation of work due to organisational need.

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