Job summary
Employer heading
Supplies Assistant
NHS AfC: Band 2
Job overview
This is an exciting opportunity to join the West Suffolk Procurement team.
This role will:
Undertake the daily receiving, checking and delivery of goods across the Trust
Sorting and delivering NHS supply Chain daily deliveries
Using Trust e-procurement systems to ensure correct receipt and onwards payment of goods
Support the stores manager in Estates Stores when not available
Main duties of the job
· Receive parcels from external suppliers
· Check and receipt all goods by scanning or counting goods
· Allocate to identified delivery areas
· Delivery parcels, furniture, or equipment to all departments across the Trust
· Link with ward inventory controller around delivery and collection of cages
· Pick and delivery general bulk items held in stores
Working for our organisation
#BeKnown at West Suffolk NHS Foundation Trust. By us. By our patients. By our community
We are a busy, friendly, rural NHS Trust providing high-quality care and compassion to more than a quarter of a million people across west Suffolk. We care for, treat and support people in hospital, at home and in various community settings.
The West Suffolk Hospital in Bury St Edmunds provides acute and secondary care services (emergency department, maternity and neonatal services, day surgery unit, eye treatment centre, Macmillan unit and children's ward). It has 500+ beds and is a partner teaching hospital of the University of Cambridge.
Adult and paediatric community services, provided in collaboration with West Suffolk Alliance partners, include a range of nursing, therapy, specialist, and ongoing temporary care and rehabilitation, some at our Newmarket Community Hospital.
We do our utmost to achieve outstanding clinical outcomes for patients and our values of fairness, inclusivity, respect, safety and team work guide how we work and behave as a team.
With nearly 5,000 staff, from all over the world, we strive to make our organisation a great place to work. Whatever your role or ambition, we want to help you be the best you can be.
We promote a diverse and inclusive community where everyones voice counts and you can #BeKnown for whoever you are.
Join us. What will you #BeKnown for?
Detailed job description and main responsibilities
Job summary:
To work within the Procurement Department receiving, checking, and delivering goods on behalf of the Trust in an efficient and effective manner.
Job responsibilities:
Key Tasks & Responsibilities:
· To receive and check all deliveries against delivery notes.
· To deliver goods to all wards and departments.
· To check and receipt all deliveries on to the Purchase Order Processing system quoting delivery note numbers and order references.
· To manage all NHS Supply Chain returns for the Trust.
· To access the Purchase Order Processing System to assist with customer queries.
· To file all delivery notes and GR (Goods receipts).
· To cover the booking in and issuing of goods in the works stores when necessary.
· To conduct any such other duties as necessary from time to time for effective provision of a Procurement service.
1. Communication:
To assist Finance in sorting out queries and discrepancies on invoices and delivery notes.
To assist the buyers with expediting orders by reviewing part orders and discrepancies.
2. Analytical and judgemental:
To assist in the monitoring, checking, and filing of all call off and standing orders receipts within the Procurement department.
Monitoring paper / pulp / domestic on a weekly basis and compiling spreadsheet on a monthly basis for submission to the buying teams.
3. Planning and organisational Skills:
To support the Ward Inventory Controller (WIC’s) when necessary to cover for sickness and absence.
To ensure all deliveries of all goods reach the correct destination in a timely manner.
4. Governance:
Be fully conversant with all Trust policies and procedures, including, Fire, Health and Safety, Disciplinary, Grievance, health and wellbeing
To be fully conversant with all department procedures around receipt and onward delivery of goods.
Ensure all orders are processed according to the Trust Standing Financial instructions and Standing Orders.
5. Finance and Resources:
To ensure receipting is undertaken correctly to ensure the smooth delivery and payment for goods and services across the Trust
6. Leadership and management:
Support the procurement team with the training of new starters and support ongoing training requirements
7. Information Resources:
Ensure correct data entry around purchase orders, deliveries and receipting on the Trust e-procurement systems.
Ensure the correct filing of manual and digital information allowing complete visibility within the systems.
Person specification
Education & Qualification
Essential criteria
- GCSE (or equivalent) qualifications to demonstrate a good standard of general education.
Experience & Knowledge
Essential criteria
- Experience of providing high quality customer service.
- Proven ability to work without supervision.
- Previous warehouse/stores experience
Desirable criteria
- Previous experience of working in a hospital environment
Skills & Abilities
Essential criteria
- Able to work using own initiative
- Good communication and interpersonal skills
- Computer literate
- Ability to plan own workload
- Ability to work in a team
- Excellent attention to detail
- Basic skills in literacy and numeracy
Desirable criteria
- Knowledge of Standing Orders and Standing Financial Instructions
Personal Qualities
Essential criteria
- Flexible approach to working hours.
- Proven track record of reliability, punctuality and trustworthiness.
- Professional appearance appropriate to front of house role
- Able to carry out the moving & handling duties as identified in the job description.
Documents to download
Further details / informal visits contact
- Name
- Debbie Stevenson
- Job title
- Head of Procurement
- Email address
- [email protected]
- Telephone number
- 01284 713854
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