Materials Management Assistant - Band 3 - London

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Job Role: 

The post holder will be responsible for providing a day-today materials management operational service to wards and departments in the Trust as part of the overall Procurement Team. He/she will be responsible for processing of stock and non-stock items via a personal data capture unit on wards and clinical areas and be the local customer focus for assistance and advice.

 The main duties and responsibilities will be: 

  • To operate as part of a team of materials management across multiple sites
  • To ensure that requisitions are correct to current scheme of delegation and signatory detail.
  • Ensure that orders are placed via the computer systems in a timely manner to ensure no disruption to services
  • To record and produce performance statistics on a monthly basis for the clinical areas to review.
  • Develop and maintain relationships with key stakeholders including all Trust directorates and departments, other Trusts, NHS organisations and suppliers.
  • To advise nursing/medical staff regarding any issues on supply of medical/surgical/dressing that may affect patient care (i.e. manufacturing issues/ non-availability.) To enable temporary alternative selection.
  • To respond to general enquiries in a timely and courteous manner escalating any problems to the Deputy head of supply chain.
  • To provide a quality service to agreed stock levels and timetable and to resolve queries raised. Escalating where appropriate.
  • On receipt of stock (from NHS Supply Chain) or ‘non-stock’ goods (delivered in roll cages or tote boxes) into the relevant location. Unpack the roll cage or box, check contents against the delivery note annotating any discrepancies.
  • Prior to put away (unpacking and checking roll cage/ tote box) check expiry date of stock on the shelf and rotate stock to ensure new stock is put at the back.
  • Dispose of any cardboard waste by flat packing boxes and taking to waste disposal area.
  • Ensure that any discrepancies from NHS Supply Chain or other supplier (i.e. wrong items delivered/shortage/ goods missing or over delivered) are notified to NHS Supply Chain or the Supplier. If goods are being returned, obtain an ‘uplift’ number and collection date or obtain a credit note. Attach copy of the uplift note to the item, arrange for collection by receipts, and dispatch staff.
  • To assist in training new materials management assistants, by allowing them to mirror processes.
  • Sign the delivery notes and file under the ward/department transfer point (for audit purposes).
  • Visit the receipts and dispatch area weekly to ensure that all items for ‘return ‘have been collected, if not chase and obtain the uplift date.
  • The Post Holder will not be able to ‘authorize’ spend
  • To assist with development promoting and implementing effective supplies management information systems in line with Trust strategy.
  • Promote ‘materials management’ and good practice in inventory management to the whole trust by demonstration of the benefits.
  • To follow the Trust dress code policy.
  • To ensure that all mandatory training is kept up to date. 

The job description is not intended to be exhaustive and it is likely that duties may be altered from time to time in the light of changing circumstances and after consultation with the postholder. 

The post holder might be required to work across the Trust at any time throughout the duration of his/her contract, which may entail travel and working at different hospital. 

Effort, skills and working conditions

Physical skills

Standard keyboard skills required


Physical effort

The role does involve the post holder in a high level of physical / manual effort; and he/she may be stationed at a computer for around 35-40% of their working day.

Mental effort

Concentration required for effectively multi-tasking, analysing data, writing reports and working in a team based environment

Emotional effort

The post holder must manage successfully under resource and time pressure

Working conditions

The post holder will be based in a clinical environment mainly with some daily office time for inputting orders.


Bank Partners is an employment agency/employment business (as defined by the Conduct of Employment Agencies and Employment Businesses Regulations 2003) and is acting on behalf of its client in relation to this vacancy.

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