Materials Management Operative

Job overview

To undertake all work associated with the successful and accurate stock taking, ordering and putting away of goods for a number of clinical departments in accordance with the Procurement Department’s procedures and policies and the Trust’s Procurement Strategy. In carrying out these tasks operatives must use a number of computer applications and regularly work unsupervised to deliver an optimum level of service to user departments.

Main duties of the job

The role requires providing a Top-Up service to Wards and Departments. Working independently to a schedule, using a PDA to order the goods required. On receipt of goods putting them away into the designed locations.  Ensuring stock rotation of all stocked items. Liaising with Ward / Department lead to ensure they have all pre-agreed items stocked at all times. It also involves Manual Handling including lifting boxes, pushing cages and moving pallets including the use of manual and electrical equipment. Good customer service skills including the use of telephone, emails and face to face with all levels of staff both internal & external. Working with MS Office modules such as Excel, Word, Outlook, Teams with good Admin skills (e.g. electronic filing). Following all required Health & Safety requirements including keeping a clean & tidy work area, cages folded and stored. Team work to complete required Receipts & Delivery requirements of the service.

Detailed job description and main responsibilities

Principal Duties & Responsibilities

• Responsible for the management of stock items for a pre-determined number of clinical departments and wards
• Ensure that stock levels are maintained to an agreed maximum level, utilising Personal Digital Assistant (PDA) barcode scanning to order in line with NHS Supply Chain delivery scheduling.
• To update PDA’s each morning before commencing role to ensure all data is uptodate and therefore working from the latest catalogue.
• Responsible for putting away stock for said areas, ensuring this is done in line with good organisational practice, rotating stock as appropriate to reduce the risk of obsolescence including no overstocked items unless previously agreed with Lead Nurse / RDP Manager
• Review and provide alternative product options as required in collaboration with the relevant clinical area, taking account of price, availability and lead time, ensuring written authorisation is obtained from the lead nurse of the applicable department for any quantity changes to their agreed catalogue levels and is filed to comply with Audit requirements
• Regularly update the pre-agreed catalogue of products with each clinical area, including identifying the Lead Nurse for each department serviced and to build good working relationships / to liaise with regarding any queries
• Consider usage changes as they relate to the the pre-agreed product catalogue and increase/decrease quantities as required ensuring any price bandings are utilised where possible, ensuring any changes are signed off with the lead nurse and filed for Audit purposes.
• Be the first point of contact for the scheduled clinical areas in terms of queries, stock changes, additional stock requirements and other points
• Undertake the annual stock check for relevant areas
• Utilise computer to access NHS Supply Chain system to order goods as required
• Communicate effectively with stakeholders both internally and externally
• Operate mechanical handling aids and equipment, reporting any defects or deficiencies promptly.
• Work in a tidy manner, keeping all working areas clean and tidy

including the loading bay.

To ensure cages do not obstruct any access on

wards/departments. Cages are to be

brought back to the loading bay where they are to be folded and

stored as per H & S requirements

• As directed carry out stock-taking duties, reporting any discrepancies and assisting with subsequent investigation.
• Assist in maintaining high standards of security within the Receipts and Distribution Point both in terms of staff and goods.
• To distribute stock and non-stock items around Trust sites as required, using both manual and electrically powered handling equipment.
• Participate in all mandatory and other appropriate training

sessions arranged.

• Expedite outstanding deliveries with Suppliers as required.
• Liaise with Buyers and requisitioners to resolve delivery errors.
• Perform help desk duties and handle relevant enquiries.
• Operate within the Chartered Institute of Purchasing and Supply Professional Code of Ethics.
• To action all associated documentation, carry out clerical work and maintain all essential records as directed.
• Degree of initiative required to search in relevant systems and NHS Supply Chain to identify products
• To cover Goods Inwards Operative role as required
• Access Trust systems including Email and computer drives to access and retrieve applicable communications / documents required for action.
• Ensure that the PDA runs to the order of the shelving layout in each department and are labelled correctly / clearly