VALIDATION OF QUALIFICATIONS & EXPERIENCE

Any credit given to a candidate at interview, in respect of claims to qualifications, training and experience is provisional and is subject to verification. The recommendation of the interview board is liable to revision if the claimed qualification, training or experience is not proven.

EDUCATION AND TRAINING

Participate in mandatory training programmes.
Pursue continuous professional development to develop professional knowledge and keep updated with current and legislation.

PURPOSE OF POST

To provide end users with inventory and to mange stock levels in line with best practice.

PRINCIPAL DUTIES & RESPONSIBILITIES

Pick P.P.E products for wards/units/departments as required.
Contract Management where applicable
Manage all order picking for user departments.
Tendering process where applicable
Develop, cultivate and maintain good commercial relationships with suppliers so as to increase purchasing negotiation effectiveness and secure the most favourable position for the hospital.
Negotiate with potential and existing suppliers with the purpose of obtaining value for money.
Assist in organising supplier service level agreements.
Place orders for goods, services, capital equipment, as required and within agreed hospital operational policy.
Carry out all clerical administrative duties appropriate to the position including but not limited to;
Check delivery dockets for any discrepancy’s and correct when necessary.
Place purchase orders to replenish stock in stores and for non-stock products.
Update and change pricing and suppliers on Agresso system when required.
Good receipts Notes (GRN) and delivery notes.
Assist in preparing budget estimates including a planned programme for the replacement of capital equipment.
Assist in preparation of specifications and tendering documentation in conjunction with hospital procurement policies and approval of head of department.
Carry out all clerical administrative duties appropriate to the position.
Review and check invoices for price/quantity for any discrepancy’s and make any necessary adjustments.
Liaising with the Procurement manager in relation to new suppliers.
Contact suppliers and rep’s regarding products, pricing, and credit notes.
Liaise with end users on new product evaluations.
Create new product information on the Agresso system.
Update and change pricing and supplier information on the Agresso system when agreed the Procurement Manager with suppliers or HSE procurement.
Run back orders reports and follow up with suppliers for products/items outstanding.
To ensure best practice is implemented and adhered to, and that expenditure is controlled within agreed limits.
Set minimum and maximum limits stock levels in conjunction with departments colleagues.
Set bin locations for stock and arrange locations for new stock.
Provide information as required for submission to the Finance Department for the preparation of budget estimates.
Assist in overall stocktaking as and when required in any area of the hospital.
Provide strategic purchasing services to all Department Heads/Managers (as appropriate and authorised, including:
o Purchase & Supply planning, processing and expediting.
o Sourcing
o Supplier selection, Development, Evaluating and Rating
o Managing Contracts
o Implementing savings initiatives.
o After Hours Emergencies where applicable
o Delivering/Distribution Planning
o Inventory Control / Management
o Stocktaking
o HSE PASS system for contracts

QUALITY, RISK & SAFETY RESPONSIBILITIES

It is the responsibility of all staff to:
Participate and cooperate with legislative and regulatory requirements with regard to Quality, Risk and Safety.
Participate and cooperate with external agencies on safety initiatives as required.
Participate and cooperate with internal and external evaluations of hospital structures, services and processes as required, including but not limited to:
O National Standards for Safer Better Healthcare.
O National Standards for the Prevention and Control of Healthcare Associated Infections.
O HSE Standards and Recommended Practices for Healthcare Records Management
O Safety audits and other audits specified by the HSE or other regulatory authorities.
To initiate, support and implement quality improvement initiatives in their area which are in keeping with the hospital’s continuous quality improvement programme.
It is the responsibility of all managers to ensure compliance with regulatory requirements for Quality, Safety and Risk within their area/department