Prosthetic & Orthotic Supply Chain Coordinator

NHS; Plymouth; Hybrid; GBP 25,000 - 35,000; Full time

Job summary

A leading healthcare provider in the UK is seeking a Prosthetic & Orthotic Supply Chain Coordinator to manage the ordering needs of the Prosthetic and Orthotic services. The role involves maintaining stock levels, processing orders, and coordinating with suppliers. Ideal candidates should have an NVQ level 3 in business administration and proficiency in Microsoft applications. Strong communication and organizational skills are essential. This position offers flexible working options and requires the ability to work across various locations based on service demands.

Qualifications

• Experience working in a supply store environment.
• Demonstrable experience working with multiple stakeholders including suppliers.
• Knowledge of data protection legislation.

Responsibilities

• Provide daily support in the allocated service area, ensuring business priorities are met.
• Maintain stock levels and manage stores administration.
• Coordinate with suppliers for order and delivery queries.

Skills

Proficient in Microsoft Office

Good communication skills

Ability to prioritize workload

Experience in administrative environment

Teamwork skills

Flexibility and adaptability

Education

NVQ level 3 in business administration or related subject

Good general education to GCSE level

Tools

NHS procurement systems

Genesis inventory system

Oracle

Job description

Prosthetic & Orthotic Supply Chain Coordinator

The Prosthetic Service covers Plymouth, Cornwall and South and West Devon for the provision of modular and conventional limb build and laminating, including the fabrication, provision, maintenance, and repair of highly specialist prosthetic clinical/technical prescriptions for amputees and patients with congenital limb absence and deformities including complex cases. Workshop services are provided full time at the Thornberry Centre in Plymouth and part time at the Camborne and Redruth Hospital; some travelling may be required, and the postholder may also be required to work in other locations subject to the contractual demands upon the service.

This role is primarily to cover all aspects of the ordering needs of the Prosthetic and Orthotic services. To use all available systems, accurately recording data, to receive and distribute goods as necessary, to interact with the clinical and technical teams providing information in all formats as required.

Main duties of the job

• Provide daily support in the allocated service area ensuring business priorities are met; process orders for Prosthetics and Orthotics, complete receipting, maintain records, chase outstanding orders with suppliers and ensure that goods are cost effective and received in a timely manner.
• Maintain stock levels, manage stores administration, and support the on-site buyer for non-stock goods/services.
• Maximise the use of electronic systems (e.g., Microsoft Office and patient record systems) to enable effective management of the service areas.
• Arrange courier services for returns, including warranty repair issues and repairs.
• Maintain and record all patient-specific orders on a spreadsheet, including delivery dates, so management can oversee orders and expenditure.
• Respond to telephone, email, and written queries on behalf of the service area and manage call handling where appropriate as agreed with the line manager.
• Manage local profiles within Genesis (The Thornberry Centre, Workshop and PatientSpecific).
• Prepare for despatch any parts and equipment, including faulty items.
• Receive, unpack, store, record and process all deliveries to The Thornberry Centre.
• Update System One with order details, prices, etc., for patient-specific orders and task assistants with instructions on non-stock orders.
• Process orders, receipt and deliver all orders for the Centre Specialist Nurse using NHSSupply Chain.
• Access multiple accounts on ORACLE, GENESIS, NHS SUPPLY CHAIN.
• Provide support to customer and visitor reception areas, act as first point of enquiry and signpost to relevant information/service.
• Promote the image of the department; ensure notices and leaflets are up to date and well presented.
• Arrange appointments, meetings, and events; ensure equipment and documentation are available as required.
• Produce informal minutes as records of meetings, transcribing and distributing as directed.
• Liaise with manufacturers/suppliers on behalf of clinical and technical teams to source additional product information as requested.
• Monitor stock levels and raise requisitions for Prosthetics and Orthotics through available systems ensuring cost-effectiveness and timely receipt.
• Liaise with suppliers and departments to ensure goods ordered provide best value and price.
• Coordinate with UK and International suppliers for order/delivery queries and returns of items.
• Source prices and relevant information from suppliers when items are not available via the system.
• Provide inventory management for The Thornberry Centre: order, replenish, receipt, and stow stock using Genesis inventory system.
• Manage loan items process with suppliers, including completion of customs paperwork when returning items.
• Use NHS Supply Chain catalogue to identify GAZ numbers and current prices.
• Manage local profiles within Genesis (The Thornberry Centre, Workshop and PatientSpecific).
• Take deliveries for other services within the building and ensure temperature-controlled items are refrigerated promptly.
• Maintain a plentiful supply of limb storage bags; ensure stores area is clean, tidy, and safe.
• Record and respond to complaints, compliments, concerns, comments, and suggestions; escalate where required.
• React to Medical Alerts and Recalls by providing requested data.
• Train other staff in stores systems as required.
• Distribute Royal Mail throughout the building when delivered to The Thornberry Centre.
• To install, Loctite, and torque pins into liners for pin lock suspension limbs.
• Liaise with Limbs for Africa for collection of used limbs and componentry for charity.
• Cover reception duties as required and ensure scanners are synchronised regularly.

Please note that this role may not be eligible for sponsorship under the Skilled Worker route; please refer to the Direct Gov website for more information regarding eligibility.

All Livewell Southwest staff are expected to be able and willing to work across a 7 day service.

Please note that Livewell may close the job advertisement earlier than the specified deadline if a high number of applications are submitted. Therefore, we recommend you submit your application at the earliest opportunity.

About us

Livewell Southwest is an independent, award-winning social enterprise delivering integrated health and social care services across Plymouth, South Hams, and West Devon, with specialist services in parts of Devon and Cornwall. Our teams work in community hospitals, GP practices, sports centres, and health hubs.

As an organisation with a strong social conscience we are guided by our values: kindness, respect, inclusivity, ambition, responsibility, and collaboration. We focus on transforming services to ensure sustainability, while empowering staff and those we serve.

We involve the people we care for, along with their families and carers, in shaping the care they receive, striving to deliver the right care at the right time and place. Centering our work on individual needs helps people lead healthy, independent lives.

We prioritise employees\' development, offering protected CPD time, training pathways, leadership programs, and funding for qualifications like the Care Certificate and Nurse Training Scholarships. Our induction and preceptorship programs ensure a smooth transition into our organisation.

Livewell Southwest values diversity and encourages applications from all sections of the community, including those with armed forces experience, lived experience of mental health, neuro-diverse conditions and learning disabilities. If you need assistance or reasonable adjustments during the application process, contact the Recruiting Manager listed in the job advert.

Job responsibilities

Scope and range

To deliver an effective and competent level of administrative support and consistently deliver a client-focused service which promotes good customer service and effective working relationships.

To be responsible for providing daily stores administrative support in the allocated service areas, ensuring business priorities are met (e.g., maintaining accurate records, databases, and spreadsheets).

To carry out the goods in/out functions of the Prosthetics and Orthotics Services using multiple systems and to record and produce data and information and control all aspects of storage for these services.

The job description and person specification outline the tasks, responsibilities and outcomes required of the role. The job holder will need to be flexible to carry out any other duties as may be reasonably required by their line manager.

Main duties

To maintain stock at agreed levels; responsible for security of goods during receipting, delivery and/or put-away process/on-site, and for non-stock goods/services.

Maximise the use of electronic systems to enable effective management of the service areas (e.g., Microsoft Office and patient record systems).

Arrange courier services for the return of goods/prostheses, including warranty repair issues and repairs.

Maintain and record all patient-specific orders on a spreadsheet, including delivery dates, so management can oversee orders and expenditure.

To respond to telephone, email, and written queries on behalf of the service area, including call handling where appropriate as agreed with line manager.

Manage local profiles within Genesis (The Thornberry Centre, Workshop and PatientSpecific).

Prepare for despatch any parts and equipment, including faulty items.

To receive, unpack, store, record and process all deliveries to The Thornberry Centre.

Updating System One with order details, prices etc., for patient-specific orders. Task assistants with instructions received on non-stock orders.

Process orders, receipt and deliver all orders for the Centre Specialist Nurse, using NHSSupply Chain.

Process orders for Prosthetics and Orthotics, complete receipting, maintain records, chase outstanding orders with Suppliers and ensure that goods are cost effective and received in a timely manner.

Access multiple accounts on Oracle, Genesis, NHS Supply Chain.

Provide support to customer and visitor reception areas, acting as the first point of enquiry and signposting individuals to relevant information/service.

Promote the image of the department, ensuring notices and leaflets are up to date and well presented.

Arrange appointments, meetings, and events on behalf of the service, making bookings where necessary and ensuring all equipment and documentation is available, in conjunction with the line manager where required.

To produce informal minutes as an accurate record of meetings, transcribing and distributing as directed.

To liaise with manufacturers/suppliers on behalf of clinical and technical teams to source additional information regarding products as requested.

Product Realisation

Monitor stock levels and raise requisitions as required for Prosthetics and Orthotics through the available systems in line with LSW policies and procedures ensuring that goods are cost-effective and received in a timely manner.

Liaise with Suppliers and Departments to ensure goods ordered are the best value and price and codes.

To liaise with UK and International Suppliers via available means when order/delivery queries arise as well as for the return of items.

To source prices and relevant information from suppliers when goods are not available via EPROC.

To provide inventory management service for The Thornberry Centre. To order, replenish, receipt, and stow stock using Genesis inventory system.

Manage loan items process with suppliers including the completion of Customs paperwork when returning items.

Use NHS Supply Chain catalogue for identifying GAZ numbers and current prices.

Manage local profiles within Genesis - The Thornberry Centre, Workshop and PatientSpecific.

OTHER

Take deliveries for other services within the building, including temperature-controlled items on behalf of the DNs and ensuring that these are refrigerated immediately.

To ensure there is a plentiful supply of limb storage bags prepared for use in the department.

Ensure that all complaints, compliments, concerns, comments and suggestions are appropriately recorded, and where possible resolved within the level of role or escalated appropriately.

Medical Alerts and Recalls - React to product recall from suppliers providing data as requested.

Ensure that the stores area is clean and tidy, free of hazards, including the appropriate disposal of large amounts of packaging waste.

Train other employees in the department on stores systems as required.

Distribute Royal Mail throughout the building once delivered to The Thornberry Centre.

To install Loctite, and torque pins into liners for pin lock suspension limbs.

Liaise with Limbs for Africa for collection of used limbs and componentry to the charity.

Cover reception duties as and when required.

Ensure scanners are synchronised regularly.

PERSONAL ATTRIBUTES

Responsible for prioritising own workload whilst frequently working alone within clearly defined procedures using own initiative when issuing stock, processing orders, carrying out stock adjustments, stocktaking and when allocating patient specific stock items and that records are accurate and updated in a timely fashion.

Frequently works alone and able to work on own initiative, prioritising work within defined policies and procedures to set timescales.

Knowledge of receipting process and material management theory, including stock control, delivery, ordering/invoicing options, customer care.

Be proactive and contribute ideas for improvement in the way the service is delivered.

Person Specification

Knowledge

• Proven knowledge of Microsoft applications, including Word, Excel, Outlook.
• Good understanding of confidentiality.
• Computer systems knowledge.
• Knowledge of patient administration system S1.
• Understanding of Data Protection legislation.
• Demonstrable experience of NHS procurement systems.
• Ability to use Business applications and Knowledge of Genesis.
• Knowledge of Oracle.

Skills

• Good communication skills, written and verbal, with ability to demonstrate fluency, clarity and effectiveness at all levels.
• Ability to prioritise own workload.
• Ability to work effectively as part of a team.
• Able to use own initiative and to know limitations of own role and knowledge.
• Organised, efficient and accurate.
• Flexible and adaptable willing to learn new skills.
• Able to diffuse complaints / conflict using tact and diplomacy.
• Proactive.

Experience

• Experience of working in an administrative environment using computerised data systems.
• Experience of team working.
• Demonstrable experience of working with multiple stakeholders including suppliers, Manufacturers, Clinical and Technical staff.
• Experience of working in a health or social care office environment.
• Experience of working in a supply store.

Qualifications

• NVQ level 3 in either business administration or related subject or equivalent demonstrable experience.
• Good general education to GCSE level or equivalent (e.g., RSA2/3 or equivalent).
• ECDL (European Computer Driving License).

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 to check for any previous criminal convictions.

Full-time, Part-time, Job share, Flexible working