Inventory Management Support Operative

To support colleagues within the Procurement and Supplies Dept, to ensure product availability and maintain accurate agreed stock levels within areas of responsibility within the Trust as directed by management. Work closely with colleagues in Procurement and Supplies Dept to ensure there are no stock outs and reduce costs and risks associated with inventory.

ordering, delivering and re-stocking hospital departments.

looking for alternative clinical items to ensure continuity of stock.

speaking to clinicians and other personnel in the hospital with regards to the job role.

A friendly working environment, working within tight time schedules for ordering and deliveries. Working as part of a team with a high priority and attention to detail in ensuring patient care is of the utmost importance.
1. Operate the Trusts electronic stock management and ordering systems through the web and a PDA (Personal digital assistant) to order, replenish and stocktake areas within the individual’s portfolio of responsibility. Ensuring necessary stocktake paperwork is completed in line with Trust guidelines.
2. Ensure stock and non-stock items are ordered and received on a timely basis including raising and authorising of non-stock requisitions electronically.
3. Maintain necessary paperwork trail for all orders / requisitions / booking forms etc. ensuring documents are filed in a logical manner for future reference / audit for the required time period stated within the Trusts SFIs (Standing Financials Instructions)
4. Responsible for investigating and resolving discrepancies of goods received against delivery notes, communicating with colleagues in Procurement and Supplies Department, Finance Department or suppliers when necessary.
5. To expedite sales orders and identify potential stock outs, communicate to relevant staff potential stock outs that may affect activity of the departments, take action to find a suitable alternate product, working with them and colleagues within the Procurement and Supplies Department.
6. To be aware and advise upon ‘Best Value for Money’ for goods and services, taking ‘Whole Life Costs’ into account.
7. Liaise with Senior Clinical Teams and management in respect of stock holding to ensure appropriate levels are set and maintained in line with Operational Guidelines and authorised financial budgets. Undertake regular requirements reviews, ensuring catalogues, labels and print keys are kept up to date and accurate and necessary paperwork is completed and kept.
8. To monitor agreed consignment stock levels, carry out regular stock takes to ensure Trusts Stock system is current and up to date. Identify and resolve stock discrepancies and highlight to management where necessary. Work with suppliers to replace expired consignment stock, clearly documenting their return to the company and the receipt of their replacements.
9. Work with management to analyse and report on wastage, freight charges and any other key costs that need monitoring and reporting on. Where relevant, be familiar with transaction reports, ensuring items are coded to account codes accurately.
10. Ensure Repairs are sent to companies in a timely manner, completing necessary paperwork in line with Trust and Departmental Guidelines. Also that they are returned to the end user as soon as possible to ensure continuity of service.
11. Responsible for transporting goods to their destination and ensure empty roll cages are returned to the Supplies Department, Rubbish emptied into appropriate Recycling Bins and broken down ready for collection by NHS Supply Chain. When necessary, assist in offloading deliveries. Obtaining signatures from customers when required.
12. Ensure all storage areas within the individual’s portfolio of Departments are kept tidy and maintained to agreed standards, clearly labelled and goods are stored safely. Be responsible for stock rotation, identifying expired / obsolete goods to management, completing necessary ‘Stock Write off’ forms where necessary.
13. Responsible for providing top up systems to clinical areas to ensure clinical time is saved by having products close to hand. Stock top up lists must be accurately updated and maintained to reflect any changes.
14. Responsible for monitoring borrowing of goods in and out of the areas of responsibility, ensuring Goods Transfer Notes are accurately completed.
15. Act as an initial point of contact for clinical staff on product issues, developing and initiating resolutions to problems.
16. Where relevant, provide support to clinical staff booking Loan Kits, following their progress through the system, dealing with queries and placing orders if required, adhering to Departmental and Trust procedures. Work with management to ensure invoices are checked and purchase orders are raised accurately.
17. Work with Senior Clinical Teams and colleagues within the Procurement and Supplies Department to ensure products are standardised within the Trust. Assi