Replenishment Assistant Bank

The closing date is 29th Oct 2024

Job summary

Our Inventory Management Team are looking for a motivated Replenishment Assistant to join us.
You’ll be joining a friendly and hardworking team who are responsible for ordering and delivering clinical consumables to maintain great availability within the hospital.
The key responsibilities for the role will be:
Working within inventory management team and responsible for your own tasks within your department / s. You will work on your own initiative and communicate with clinical teams and managers to ensure maximum stock availability for patient care. Attend clinical huddles and team meetings, email, and face to face communications. Also analyse and investigate issues, provide progress reports and feedback recommendations to the clinical team and line manager. If appropriate ensure products are tracked to locations and /or patients and any discrepancies investigated.
Ensure compliance of the inventory management system and replenishment routines:
Stock ordering, Inventory cycle counts, out of stock and low line counts, chasing suppliers for late deliveries, waste management, stock rotation, receipting goods and maintaining the department planograms.

Main duties, tasks & skills required

Main Duties of the job.
You’ll be supported in your role to liaise with relevant colleagues to maintain a good level of stock for your departments. Maintaining great availability of the clinical products and PPE is key to supporting clinical staff to provide excellent patient care
We are looking for someone who has previous experience working in stock replenishment, perhaps in the retail sector. But most importantly we are looking for someone who is motivated, keen to learn and would like to make a difference within your local NHS.

About us
As an organisation, Somerset NHS Foundation Trust offers employees a wide range of benefits including flexible working, NHS pension scheme, generous annual leave allowance and a commitment to career development. You will be eligible for our Blue Light Card and a wide range of NHS exclusive shopping & leisure discounts. We are proud of our skilled, diverse workforce and as an inclusive employer we welcome applications from all backgrounds. Working in Somerset enables you to enjoy the idyllic countryside, areas of outstanding beauty and stunning coastlines whilst still only being a stone’s throw away from bustling city centres like Bristol, Bath and Exeter and only two hours away from London. There are excellent educational facilities in the area and, when compared to other regions, house prices are reasonable. Somerset offers the countryside and the cosmopolitan – there is truly something for everyone!

Job description

Communication and Key Working Relationships
The post holder will

Communicate with customers and staff in a professional manner.
Liaise with clinical managers, department staff and procurement team to source acceptable alternative products where an out-of-stock situation occurs.
Liaise with end user and suppliers and colleagues in relation to any supply issues, problem solving, updating teams on progress and attend clinical huddles if appropriate for theatre areas.
Attend regular team meetings and keep up to date with changes to policies/procedures within the department.
Receive and respond in a timely manner to all telephone queries.
Liaise with NHS Supply Chain in relation to returns, short deliveries and returns.

Planning and Organisation
The post holder will:

Work flexibly across the Trust as required.
Plans and manages own workload.
Follow agreed replenishment and system routines to ensure compliance. That includes NHS Supply Chain, Atticus, Centros and any other systems that impact inventory management.
Ability to priorities workload based on problem solving and non- routine issues and activities that could arise.
Ability to multitask several scheduled routines and unforeseen events which could involve more complex tasks and issues.

Analytics
The post holder will:

Problem solving and fault finding relating to stock availability issues, supplier late deliveries or system discrepancies.
Analysis and assess reports and data to communicate to colleague’s, clinical teams to make sound decisions, this could include conflicting information.

Responsibility for Patient / Client Care, Treatment & Therapy
The post holder will:

Ensure clinical consumables are available at the right place and right time to enable clinical care delivered in a cost effective, efficient manner. This is to aid product safety withdrawals and product transparency.

Policy, Service, Research & Development Responsibility
The post holder will:

Read and adhere to all Trust policies and department routines and procedures.
Contribute to discussions on efficiency savings within the directorate.
Feedback any development ideas or lesson learnt to the Supply chain team.
Ensure hand hygiene policy compliance of self, and challenge others, as necessary.
Support any service or change improvement programme, such as the IMIP programme.
Keep update date with personal training requirements to complete the role and trust policy.

Responsibility for Finance, Equipment & Other Resources
The post holder will:

Ensure replenishment of all stock areas using PDA/bar code technology and the Trust purchase order system. Stock will be replenished to agreed levels to meet needs of the user and ensure good stock rotation is maintained.
Review reorder level and reorder quantity in line with end user demand / Atticus system ensuring that all goods ordered are against the correct budget code.
Replenish NHS Supply Chain, directs and Atticus items will be put in agreed merchandising standards, time, and day.
Conduct inventory stock checks as required in line with replenishment routines.
Ensure there are sufficient stocks to cover Bank Holidays.
Carry out general administration duties to complement role as required to include filing, record keeping and printing barcodes.
Keep storage areas clean and tidy.
Ensure goods requiring return to suppliers are dealt with in a timely manner.
Contribute to discussions on efficiency savings within the directorate.
Be “cost aware” and use equipment and resources in a cost-effective way.
Seek opportunities to create changes which enhance the service.
Ensure team adopt a “just in time” philosophy and assist with identifying ways to reduce waste.
Provide advice to end users regarding availability of products, costs, returns etc.
Provide cover for goods in/receipting area to direct stock into the Trust.
Record delivery details in accordance with the inventory management processes.
Deliver parcels around all areas with priority given to urgent or refundable stock.
Ensure deliveries are correct and resolve delivery issues.
Respond in a timely and professional manner to source and expedite goods in the event of a medical emergency.

Responsibility for Supervision, Leadership & Management
The post holder will:

May be required to support and coach new or junior staff within the environment/job role.
Assist with training and supervision of new staff.

Information Resources & Administrative Duties
The post holder will:

The post holder will: Use the Trust computer system for updating records as required.
Read and respond to emails urgently.
Carry out general administration duties to complement role as required to include filing, record keeping and printing barcodes.
Ensure adherence to the time and attendance system.

Any Other Specific Tasks Required

There could be a requirement to drive a Luton van or similar vehicle that is owned and managed by the Trust fleet, to transport clinical consumables to and from Trust own sites. This is dependent of the specific duties and routines of the replenishment assistant.

Person specification

Qualifications

Essential

BEHAVIOURS ALIGNED WITH TRUST VALUES

Outstanding care
Listening and leading
Working together

QUALIFICATIONS & TRAINING
Educated to GCSE level or equivalent qualifications.
Level 3 qualification in Supply chain and operations (IoSCM) or Chartered Institute of procurement & Supplies (CIPS) or relevant experience
KNOWLEDGE
Minimum 2 years knowledge and practical experience of replenishment or inventory management systems
Customer Relationships and delivery of service improvements
Understanding of NHS Policies and Strategies, including Data Protection & IG Toolkit requirements
Working knowledge of inventory and purchase ordering systems
Able to work in a team with good interpersonal skills including tact and discretion.
Ability to participate in discussions which challenge the current ways of working with staff.
Ability to support colleagues in adopting new methods of working.
Ability to communicate clearly with colleagues, managers, and customers.
Ability to write reports and associated project documentation.
Ability to convey new requirements or processes, which may contain some information to both technical and non-technical staff.
Good people skills and team working skills with tact, discretion, and empathy.
PHYSICAL SKILLS
Standard keyboard skills including ability to use mapping / modelling tools.
Strong PC skills including advanced use of Microsoft packages.
Able to travel to other working locations.
Medium lifting of inventory
ANALYTICAL & JUDGEMENT SKILLS
Excellent analytical and problem-solving skills with ability to analyse, interpret and resolve issues.
Logical and analytical approach required when investigating change or a new solution
PLANNING & ORGANISING SKILLS
Ability to work autonomously and prioritise workload.
Flexibility and ability to meet challenging deadlines and remain focused with conflicting demands and priorities.
Innovative and well organised
EXPERIENCE
Proven Replenishment or inventory management experience
Managing multiple priorities and meeting deadlines
SKILLS & ABILITIES
Self-motivated, enthusiastic, organised with excellent attention to detail.
Pro-active and delivers to timescales.
Flexible in workload duties/dealing with tasks/hours and ability to work with conflicting demands and meet deadlines.
PHYSICAL SKILLS
Standard keyboard skills including ability to use mapping / modelling tools.
Strong PC skills including advanced use of Microsoft packages.
Able to travel to other working locations.
Medium lifting of inventory
OTHER
Willingness to use technology to improve standards of care and support to our patients.
A team player able to contribute to wider issues of the NHS.
Commitment to improving services for staff and patients.

Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website.
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants.

UK Professional Registration
Applicants must have current UK professional registration. For further information please see NHS Careers website.

For help with your application, contact:
James Mawditt
James.Mawditt@SomersetFT.nhs.uk
01823343616

Pay scheme
Agenda for Change

Band
Band 3

Salary

£24071.00 to £25674.00 Yearly

Contract
Bank

Working pattern
Part-Time, Full-Time, Flexible Working

Reference number
184-OL-BA-853

Job locations
Musgrove Park Hospital Musgrove Road Taunton Somerset TA1 5DA