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Materials Management Assistant (XN03)
| Posting date: | 11 April 2025 |
|---|---|
| Salary: | £24,071.00 to £25,674.00 per year |
| Additional salary information: | £24071.00 - £25674.00 a year |
| Hours: | Full time |
| Closing date: | 02 May 2025 |
| Location: | Leeds, LS9 7TF |
| Company: | NHS Jobs |
| Job type: | Permanent |
| Job reference: | C9298-FIN-0136 |
Summary
1. JOB DETAILS Job Title: Materials Management Assistant Reports to: Materials Management Supervisor Accountable to: Associate Director, Commercial & Procurement Grade: Band 3 Unit/Department: Finance/Supplies Department Location : LGI/SJUH/CAH AFC Job No:616 2. JOB PURPOSE Under the direction of the Materials Management Supervisor, to be responsible for the provision of a Materials Management service to a designated number of wards and departments. Ensure that the Trusts procurement is undertaken in accordance with the organisations Best Practice and Financial Standing Instructions. Ensures stock is maintained at the appropriate level using hand held data capture devices and the putting away of stock to agreed standards. Provides a comprehensive interface for customers who receive a Materials Management service. To manage the administrative support required for each of the Supplies IT Systems. 3. JOB DIMENSIONS The position forms part of a team of seven Whole Time Equivalents (WTE), providing a Materials Management service for a range of medical and non-medical goods. Whilst there is no direct budget management the post holder will be expected to understand the Trusts budgeting process and the allocation of cost mechanism. The department is targeted with cash releasing targets in excess of £2m per annum and the post holder will be expected to significantly contribute in meeting this target. It is expected that a significant reduction in the levels of inventory that the Trust currently holds can be achieved through a collaborative approach between purchasing and materials management. The post holder will work closely with the Materials Management Supervisor to achieve this goal. To participate in meetings with clinical staff, for regular reviews and to supply urgent medical products/data, when required. 4. ORGANISATIONAL CHART Supplies Department Supply Chain Management Section 5. KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED Experience of working within a Materials Management department, ideally within a customer facing service environment. Knowledge and experience of professional procurement principles and associated IT systems, including management of information systems, data capture devices and bar code technology. Knowledge of receipting process and Materials Management theory, including stock control, delivery, ordering / invoicing options and Customer Care. The ability to work as both a team member and alone within clearly defined procedures. Frequently using own initiative on routine decisions, and to liaise with colleagues and customers at all levels. Excellent communication skills, particularly orally, and the ability to deal with customers courteously and effectively within a hospital environment. Understanding of customer requirements that are particular to the Healthcare Industry. Ability to recognise the issues which influence the management of the total supply chain is essential Demonstrates evidence of continual development and training, particularly working towards relevant NVQs and CIPS is desirable. Willingness to undertake further training and development, either internally or externally, is essential in accordance with the departments accreditation to the Investors in People standard. In addition, to undertake all mandatory training required for the role, particularly attending refresher training on an annual basis. Good understanding of Supply Chain Management, and the critical areas to consider when determining the appropriate supply route, analysing financial and purchasing options for requisitions received. An understanding of e-Commerce is essential. 6. THE LEEDS WAY VALUES Our values are part of what make us different from other trusts, so we see this as a strength, as well as a responsibility. They have been developed by our staff and set out what they see as important to how we work. Our five values are: Patient-centred Collaborative Fair Accountable Empowered All our actions and endeavours will be guided and evaluated through these values Additionally the following are core values which relate specifically to this post: The post holder must appreciate how the role of Supplies fits into the strategic and financial objectives of the Trust. Professional purchasing conduct and abide by the ethics as laid down by the Chartered Institute of Purchasing and Supply. Demonstrates tact and diplomacy when dealing with internal and external customers. Hardworking and committed to the outcomes of the Organisation. Works with others, internally and externally, to develop mutual respect, understanding and trust. Demonstrates integrity and acts honestly, openly, impartially, objectively and fairly when dealing with internal and external customers. To be flexible and adapt to changes in circumstances which impact on the total supply chain. To be innovative and use a different perspective to challenge and improve the service. 7. CORE BEHAVIOURS AND SKILLS To work within a team environment and contribute fully to the aims and objectives of the department. Professional approach to all aspects of work, in particular the adoption of the Trusts Codes of Conduct and Accountability. Ability to analyse data regarding stock levels, orders, deliveries, receipts, lost/damaged items and returns. To fully appreciate the needs of the customer and have the necessary skills and knowledge to provide the correct type and level of stock required. Ability to organise own workload and to plan and arrange activities such as stock review meetings. Communicates facts and ideas clearly and effectively to both internal and external customers. 8. CORE KNOWLEDGE AND UNDERSTANDING To be aware of and, work within the Trusts Standing Financial Instructions. Knowledge of Health & Safety issues with particular knowledge of handling and safe storage of materials, COSHH implications of material purchasing. To be fully conversant with the Trusts Health and Safety Policies and the Trusts Grievance Policies as appropriate. 9. PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY Identify the needs of the organisation and working within the guidelines of the Trusts Standing Financial Instructions. To provide the Materials Management service to wards and departments. Responsible for the security of goods during the receipting process and the putting away of stock to agreed locations in accordance with agreed standards. Exchanges information with customers and external suppliers, investigates routine queries providing assistance and advice as necessary. To process requisitions via the various recognised companies, using their IT Systems and manually, where applicable, for goods supplied directly from locally managed inventory. Liaises with suppliers to encourage them to meet organisational purchasing needs and persuades customers to adopt the correct supply route. Resolves stock issues, including stock deficiencies and prioritise urgent deliveries. Manage the day to day functions associated with the Trusts computerised inventory control systems and assist in the development of new technology. Actions new policies as directed by the Materials Management Supervisor into own work areas and provides feedback and suggestions for improvement. Ensure that the stock is purchased against the re-order level reports to agreed quality standards. The moving, handling, distribution and storage of goods to the appropriate Materials Management department as required. Participates in formal audits of own materially managed areas Health and Safety/Risk Management All staff are responsible for working with their colleagues to maintain and improve the quality of services provided to our patients and other service users. This includes complying at all times with the Leeds Teaching Hospitals NHS Trust Policies, including Health and Safety policies, in particular by following agreed safe working procedures, and reporting incidents using the Trust Incident Reporting system. Equality and Diversity The post holder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families. No person whether they are staff, patient or visitor should receive less favourable treatment because of their gender, ethnic origin, age, disability, sexual orientation, religion etc. Patient and Public Involvement The Trust has a statutory duty to involve patients and public in evaluating and planning services. All staff have a responsibility to listen to the views of patients and to contribute to service improvements based on patient feedback. Training and Personal Development Continuous Professional Development The post holder must take responsibility in agreement with his/her line manager for his/her own personal development by ensuring that Continuous Professional Development remains a priority. The post holder will undertake all mandatory training required for the role. Respect for Patient Confidentiality The post holder should respect patient confidentiality at all times and not divulge patient information unless sanctioned by the requirements of the role.