Procurement assistant

University Hospital Southampton NHS Foundation Trust; Southampton; Hybrid; GBP 22,000 - 30,000; Full time

Job summary

A forward-thinking organization is seeking a Procurement Assistant to manage pharmacy stock and liaise with suppliers. This full-time role involves setting up stock profiles, ensuring efficient inventory management, and providing excellent customer service. Join a reputable trust known for its commitment to staff development and a supportive work environment. Enjoy a minimum of 35 days paid holiday and access to NHS discounts while working in an attractive location with beautiful surroundings. If you have a passion for organization and stock management, this is an exciting opportunity to advance your career in healthcare.

Benefits

NHS discounts

Minimum of 35 days paid holiday

Generous pension scheme

Qualifications

• Understanding of stock management principles and processes.
• Basic experience with Windows applications, especially Word and Excel.

Responsibilities

• Set up pharmacy stock profiles and manage inventory.
• Liaise with suppliers for purchasing and stock management.
• Train new pharmacy team members in stock processes.

Skills

Stock Management

Organizational Skills

Customer Care

Data Analysis

Communication

Education

NVQ Level 3 or equivalent

Good Standard of Education including Mathematics and English

Tools

Windows applications (Word and Excel)

JAC stock management system

Job description

University Hospital Pharmacy Limited (UPL) is delighted to offer a fantastic opportunity to work with us.

Please see below for a detailed job description of the role.

Please note UPL does not hold a Home Office Workers Licence and therefore unable to offer sponsorship.

Main duties of the job

UPL is looking for a Procurement Assistant to join the team on a full time basis.

UPL is a wholly owned subsidiary of the University Hospital Southampton NHS Foundation Trust. It provides dispensing and other professional services to outpatients of the Trust. It also provides a range of over-the-counter medicines and pharmacy services for hospital staff, outpatients, and visitors.

Working for our organisation

As one of the largest acute teaching Trusts in England, we offer learning and development opportunities to help you achieve the career you aspire to. UHS is rated ‘Good’ by the CQC and in the latest national NHS Staff Survey, we were in the top 10 acute trusts for staff engagement and for staff recommending the hospital as a place to work or receive care.

All non-clinical roles may involve a mixture of on site and remote working. Specific details and flexible working options can be discussed as part of the interview process. UHS employees are able to access a range of NHS discounts, are entitled to a minimum of 35 days paid holiday (pro rata), and we offer a generous pension scheme.

Southampton is an attractive place to live and work situated on the south coast, with an international airport and direct trains to London. The New Forest National Park and beaches of the Jurassic coast are also right on our doorstep. The city offers living costs 20% lower than London and 14 schools rated outstanding by Ofsted.

Detailed job description and main responsibilities

1. To set up pharmacy stock profiles to meet clinical requirements. Physically setting out store locations and reflecting requirements into the computerised stock management system (JAC).
2. Liaise with suppliers to facilitate 'best value' purchase of items required that are not under contract.
3. Raising requisitions for contracted or non-contracted items using appropriate system.
4. Deliver and unpack stock, checking accuracy and ensuring that stock is rotated appropriately.
5. To carry out “good housekeeping” duties to ensure tidiness and cleanliness of storerooms and encourage users to maintain the standard.
6. To provide a liaison service between users and suppliers to fulfil the customer need.
7. To communicate and resolve queries, discrepancies uplifts/collections or stock-outs.
8. To ensure the receipt of credit notes or replacements for items which have been returned.
9. To maintain and update the computerised stock system, producing reports to review trends to offer advice to senior pharmacy staff with recommendations for cost effective initiatives, e.g. make proposals to reduce stock levels or introduce more cost-effective alternatives.
10. To be the first point of contact for clinical staff regarding any queries/problems relating to process or procedure for the procurement of goods and services including new products and obsolete items.
11. To run reports and analyse the data to undertake official reviews of products and stock levels, to review progress and to recommend, using persuasive influence, changes which will bring about further potential areas for development or savings and maximise cost effectiveness.
12. To organize and maintain a plan for undertaking annual stock reviews, adjusting the timetable as necessary to accommodate conflicting demands. Producing a basic stock take report for reporting to Finance.
13. To provide information on storage or equipment requirements and assist with labelling of shelves to enable stocks to be stored conveniently, tidily and efficiently.
14. To assist with the removal, return or disposal of excess or redundant stock, under the supervision of the Superintendent Pharmacist or General Manager.
15. To help train new members of the pharmacy team in the stock management processes and procedures.
16. To manage own workload with some flexibility to provide assistance to cover other team members duties in times of staff absence or workload peaks.
17. To assist with achieving rationalisation of stock by optimising stock levels and dealing with slow or non-moving stock.
18. To produce authorisation reports from the system and obtain and maintain authorisation from Superintendent Pharmacist/General Manager for agreed levels of stock.
19. Follow policies and procedures relevant to your role, commenting on changes where required.

Person specification

Physical requirements of the post

• Requirement to lift and handle boxes of varying shapes, sizes and weights (up to 20kgs) during the process of stock reads and put – away.
• Requirement to manoeuvre cages of goods (up to 180kgs) safely through busy corridors from Stores area to department.

Qualifications / training required

• Understanding stock Management principles and process including stock control, ordering, invoicing and customer care skills, acquired through NVQ level 3 or foundation stage of CIPS or equivalent experience in a stock management/control role.
• Basic level experience of Windows applications Word and Excel.
• Good Standard of Education including Mathematics and English.

Previous or relevant experience necessary

• Have experience in previous job roles which required good organisational skills and prioritisation of workload.
• Medical consumables product knowledge.
• Knowledge of Pharmacy ordering and stock Management systems incl. JAC.
• Supply chain knowledge.
• Previous pharmacy, hospital, or health service experience.

Values and behaviours

• Able to demonstrate behaviours that meet UHS & UPL’s values.
• Ability to work alone and show initiative.
• Team player.
• Forward thinking.
• Understands the constraints of limited resources.
• Is keen to progress the role and personal development.
• Able to demonstrate a good work/life balance.