Stock Management Lead

at  New Medical Systems Ltd

WHO ARE WE? Newmedica is one of the leading providers of NHS-funded ophthalmology services in England. Our Purpose is to make a positive difference to peoples lives Our Vision is to change lives through better sight and eye health We provide services for NHS ICBs, NHS Trusts and Foundation Trusts, and other providers of NHS funded services. We deliver over 225,000 patient interactions annually, including outpatient appointments, diagnostic testing and eye surgery.
Our services are delivered through a variety of models including Managed Services and Ophthalmology Joint Venture (OJV) Partnerships. ROLE SUMMARY As Stock Management & Procurement Lead you are responsible for ensuring that the service maintains the right level of clinical & non-clinical stock by working closely with the all areas of the business including our clinical teams and the Operational Director. You will be placing orders and liaising externally with key suppliers to maintain good levels of stock and working closely with our central Newmedica procurement team. As a key member of the team, you will regularly check stock levels of the business and look for financial opportunities to ensure that our service is cost effective.
You will be required to perform monthly stock checks and audits across our three Bristol locations and also be responsible for receiving stock, issuing stock via our electronic system Genesis, as well as stock rotation, weekly and monthly checks on expiry and supporting clinics and theatres. You will have a friendly and accessible personal manner and be able to deliver an effective service to Newmedica Bristol. You will be able to work within a small team to maintain and enhance processes to maximise quality and efficiency. Newmedica Bristol has developed a strong relationship with the Integrated Care Boards (ICB) and the local Trust, and this post will be a pivotal part of that ongoing relationship.
KEY RESPONSIBILITIES Placing all stock orders to ensure that theatre, clinic, treatment room and the administration function have the consumables required in accordance with the schedule. Chase late orders and ensure anything on back order is communicated to the appropriate team Responsible for Goods In/ Out and stock rotation, minimising wastage where possible. Ensuring the stock management software, Genesis, is accurate. Maintaining stock levels in line with the schedule versus managing the cash flow.
Completing monthly stock takes and audits across all three locations while liaising with the finance team. Ensuring that all stock is turned around in a timely manner according to the contract versus the schedule. Ensure that records are maintained regarding stock orders versus stock received so that finance can approve invoices. Ensure that records are maintained regarding the stock received, transferred to clinic date etc.
as per the medicines management policy. Maintaining a positive relationship with internal and external stakeholders at every interaction. Maintain a committed approach to continued professional development and clinical governance, including participating in appraisal process, clinical audits and research as required. Support the business with general administrative duties as requested by the management team.
Knowledge and Expertise To have good experience of stock management and purchasing in previous roles, with understanding good practice principles. To have excellent organisation skills and good attention to detail. To gain a full understanding of the pathways and resources needed for various clinic appointments as well as theatre. To gain comprehensive knowledge of stock requirements per clinical session and surgeons preferences with consumables.
To have experience in or gain a full understanding of the CQC regulatory standards. To gain a good understanding and good working knowledge of the Newmedica systems e.g., InPhase and the stock ordering portals. To gain comprehensive knowledge of timetables for all clinicians over a number of clinical sub specialties and sites. To support in the administration of stock levels, invoices and other associated financial elements of the business, as requested by the management team.
THE INDIVIDUAL EDUCATION & QUALIFICATION GCSE Math and English or equivalent EXPERIENCE & KNOWLEDGE Previous experience of stock management and purchasing in previous roles, with understanding good practice principles. Exceptional administrator who can understand and deliver within a complex working environment and is committed to the delivery of consistently high standards of administration. Have ability to concentrate on various tasks and prioritise whilst working in a fast-paced environment Must have an understanding and take responsibility for always maintaining patient confidentiality. Must have proven experience of building good working relationships both internally and externally.
Must ensure appearance is always professional, adhering to the New Medica brand and uniform guidelines. Have the ability to go above and beyond for patients and colleagues to give them the best possible experience whilst in our care. Good organisation skills and the ability to multi-task. Enjoys working with a range of people and is able to tailor their approach to a diversity of service needs.
Outstanding telephone manner with the ability to adapt approach to different situations. Excellent verbal and written communication skills. Self-starter with the ability to work on own initiative, as well as working well within a team. Enjoys the routine and rhythm of a process driven environment.
Comfortable making a significant contribution in a small team. Able to balance working independently with appropriate escalation. Previous healthcare administration is desirable, but not essential. Excellent computer skills.
Comfortable with Microsoft Office products and the ability to learn new software and platforms applicable to the role. SUPPLEMENTAL INFORMATION COMMON TO ALL ROLES ADDITIONAL RESPONSIBILITIES Actively promote and market Newmedica and present a positive image of the Company and its activities both within and outside the Healthcare environment. Ensure the quality standards and performance measures applying to the work of the section are met and facilitate continuous improvements in all aspects of the post. Undergo any self-development and training as necessary for success in the role and provide support and development for others where appropriate.
Carry out any duties at all times in accordance with the Companys policies including Equality and Diversity and Health and Safety. Promote by positive example both internally and externally, the purpose and vision of Newmedica. Undertake all responsibilities in adherence with Newmedica Policies and Protocols for Infection, Prevention and Control. Undertake any other responsibilities commensurate with the grade of the post, which the Principal or their senior management representative may from time to time require.
STATUS OF THIS DOCUMENT This job description is a guide to the work that you will initially be required to undertake. It may be changed from time to time, in consultation with you, to meet changing circumstances. It does not form part of your contract of employment. CRIMINAL RECORDS DECLARATION Newmedica is exempt from Rehabilitation of Offenders Act (1974) and we will ask applicants to disclose details of convictions, irrespective of whether they are spent or not.
SAFEGUARDING It is the responsibility of all Newmedica employees and contractors to fully comply with Newmedicas safeguarding policies and procedures. Individuals must ensure that they understand their role in protecting adults and children that may be at risk of abuse

Please refer the Job description for details