Materials Management Coordinator

1These duties are generic to the post holders job and exact responsibilities may be varied from site to site by the Supply Chain Manager/Supervisor. To support and deliver Healthcare Partners and the Trusts multi-faceted supply chain service. To assist the smooth running of the supply chain service and provide additional support to other supply chain teams on alternate sites when required to cover for sickness, vacancies and annual leave. To receive/check deliveries (address, number of boxes, undamaged), if consignment correct, to sign (and use sites daily delivery code). To check all (eProcurement system) receipts and action quickly especially packages with priority delivery labels. Open boxes and check all contents and carefully receipt/book in items. Record exact contents of box checking for corresponding item/document compliance. Also check for multiple POs, under or over orders and report/escalate accordingly highlighting any errors, discrepancies or non-compliant receipts. To ensure all roll cages (and packaging) are removed from customer areas when unloading/put away activity is completed and stowed correct in authorised areas. To operate mechanical aids (cages, trolleys, pallet movers etc) in a responsible and safe manner, keeping equipment and working areas, safe, clean and tidy, reporting promptly incidents, deficiencies or defects to the immediate supervisor. To order and replenish stock using the Healthcare Partners (or where required the Trusts) eProcurement system and/or the NHS SC eDC bar code/scan system (where role requires).To maintain all records associated with the Directorates processes. Ensuring all records are filed correctly. To report any non-compliance, inefficiencies or inaccuracies in existing systems/processes to the Supply Chain Supervisor. Assisting in the implementation of efficiencies in stock consumption, minimum stock holding, delivery frequencies, supplier consolidation etc. To ensure all store rooms are managed correctly to optimise the availability of goods to clinical staff and minimise over-stocking. All store rooms are to be maintained in a tidy and accessible state ensuring compliance with health and safety. Any problems are to be brought to the attention of the Ward staff and advised to the Supply Chain Supervisor. To ensure correct stock (first in, first out) rotation, stacking, labelling and storage of goods; report any problems with storage racking, drawers etc. To action correctly (search, identify, quarantine, report) any product change instructions or search requests associated with field safety notices or other safety/supply chain issues.To carry out stocktaking duties, as required, on supplied goods and assist in the investigation of delivery shortages/discrepancies. To provide excellent customer service and support to all areas of supply chain activity managed under the Procurement and Supply Chain Department. To liaise with customers about stock and deliveries relevant to the areas they support e.g. Ward Managers, Office Managers. This includes communicating with individuals to highlight any delays or issues and steps being taken for resolution. To liaise with external suppliers around the ordering and planning of delivery times ensuring these reflect user needs. To be able to handle all enquiries received by via telephone, email and general correspondence, acting as an ambassador of customer service when handling enquiries and complaints. To support in the training of new starters including demonstrating systems and procedures of work. To be able, after training, to use IT systems and equipment to deliver and issue stock. To respond quickly and appropriately to requests for information or assistance from customers, the P2P Service Desk, NHS SC or suppliers. Answer questions fully and courteously, maintaining a professional approach at all times. Escalate any issues to the Supply Chain Supervisor if required. Under no circumstances divulge patient sensitive information such as names, addresses and records, if such items are found unattended secure them and seek help from the nearest department. To advise the Supply Chain Supervisor of any innovative or creative ideas to save costs and/or improve efficiency. To be of smart and tidy appearance and to promote the professional image of Procurement and Supply Chain in accordance with the trusts dress code and uniform policy as required, this may include: safety shoes, gloves, Hi-Vis jackets where appropriate (these will be provided by the Department). Develop an awareness of personal responsibility with regard to maintenance of a safe environment. Be accountable for and ensure own competence in practice, e.g. use of specialised equipment. Be aware of own personal/professional limitations and seek help of others to maintain safe practice. Identify potential risks for all staff, patients and visitors and adhere to relevant incident reporting procedures. Wear identity badges at all times and challenge any unknown persons not wearing identity cards. Report any suspicious items or activity immediately to local security guards/reception. Carry out duties and responsibilities with regard to Healthcare Partners and the Trusts Equal Opportunity policy Recognise the importance of peoples rights and act in accordance with legislation, policies and procedures Act in ways that acknowledge and recognise peoples expressed beliefs, preferences and choices; respecting diversity and valuing people as individuals Take account of own behaviour and its effect on others