Overview
An exciting opportunity has arisen within the NHS Wales Shared Services Partnership (NWSSP) Scan4Safety Team. To manage and promote the continued development and attainment of key performance indicators and quality objectives through the provision of operational management and strategic information reports to all levels of management on behalf of NHS Wales Shared Services Partnership. To manage and maintain the All Wales Scan for Safety (S4S) roll out programme and provide daily support for the SupplyX system ensuring functionality is maximised and Common Operating Procedures are managed and adhered to with responsibility for Order Management, Inventory and System Administration. All applicants are invited to apply in Welsh, any application submitted in Welsh will not be treated less favourably than an application made in English.
Welsh language applications are welcome and will be treated equivalently to English applications.
Main duties
To assist the Senior Supply Chain Analyst in the achievement of targets in line with the NWSSP Business Plan and Procurement Strategy by the timely provision of accurate reports, KPI’s and other unscheduled reports.
Provide support and exercise judgement, problem solving and analysis to identify the most appropriate electronic means of ordering to suit customer needs, ensuring maximum efficiencies are achieved through the SupplyX system.
To manage and interrogate the SupplyX system on trends in customer and staff activity, ensuring accuracy and highlighting notable changes to the department manager for consideration.
Develop the ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
Working for our organisation
At NHS Wales Shared Services Partnership we expect everyone to embrace our values of Listening and Learning, Working Together, Taking Responsibility and Innovating. We encourage an agile working approach and pride ourselves on being a learning organisation motivated by continuous improvement. We are committed to creating an inclusive workplace that values equality, diversity and inclusion, focusing on the wellbeing and belonging of our people. Excellent customer service is a priority for both internal and external customers. We offer a comprehensive benefits package. To learn more about working for us, the benefits we offer and the application process please visit https://nwssp.nhs.wales/working-for-us/
NWSSP works in an agile way where possible; all posts have a contractual base but may involve agile working including working from home and other locations. We balance flexibility with community and opportunities to learn from each other.
Detailed Job Description and Main Responsibilities
To assist the Senior Supply Chain Analyst in the achievement of targets in line with the NWSSP Business Plan and Procurement Strategy by the timely provision of accurate reports, KPI’s and other unscheduled reports.
To train and support SupplyX end users across Wales in line with Policies and Procedures.
To assist with the implementation and management of a Supply Chain COM ensuring all R&D points are included.
To manage the day-to-day operation of the S4S system and staff.
To manage and interrogate the SupplyX system on trends in customer and staff activity, ensuring accuracy and highlighting any notable changes to the department manager for consideration.
To be responsible for updating systems, ensuring they are compliant with the departments operating and administrative policies and procedures and performance indicators.
To manage and record daily staff activities and performances, highlighting any areas for improvement and ensuring appropriate measures are applied to provide support for any training needs.
To effectively communicate with users/departments regarding the use of the Inventory/Order Management/SupplyX system and recommend process changes where necessary.
To manage PADR’s ensuring participation and understanding of all staff.
To manage staff rotas for SupplyX ensuring all wards and departments are adequately covered.
To be responsible for allocating and approving annual leave for staff and maintaining adequate staffing levels.
To manage staff sickness in line with the NWSSP Sickness and Absence Policy.
To deliver and manage SupplyX Training programme to all new staff in NWSSP and selected Health boards to defined timescales as part of the project plan.
To manage the SupplyX auditing programme.
To manage throughput information for SupplyX highlighting changes in trend and recommending changes to the Ward Manager.
To manage the analysis of the transport fleet highlighting any anomalies to the relevant department manager.
To develop and document all new procedures for Oracle FMS and SupplyX, maintaining an effective library of information including step-by-step training documents where necessary.
To work with Version1 and Omnicell to resolve identified problem areas and facilitate their prompt resolution.
To manage the non-stock ordering process ensuring all information input is accurate and in line with the procedure and to ensure robust filing systems are established and maintained.
To manage customer price lists ensuring they are accurate and updated on a regular basis.
To manage new customers within SupplyX and to manage the creation/amendment/deletion of items used in SupplyX.
To write data load programs and manage all bulk loading of data into SupplyX.
To ensure all KPI’s are available at the end of each month for Senior Management review.
To manage SupplyX upgrade testing and liaising closely with Senior Managers and other SupplyX groups and support teams.
You will be able to find a full Job Description and Person Specification attached within the supporting documents or please click “Apply now” to view in Trac.
Person specification
Data Management
Essential criteria
* Experience in data management role (Demonstrate use of Excel)
Desirable criteria
* Data management role with an Inventory Management Systems (Oracle/SupplyX/Other)
Customer Service
Essential criteria
* Demonstrate experience of working with a wide range of users/customers/clients
Desirable criteria
* Demonstrate experience of working in a healthcare setting
We are committed to flexible working and equal opportunities.
If you are shortlisted for interview you will be contacted by email using the email address with which you registered. Please ensure that you check your email account regularly.
Prior consideration for this vacancy will be given to staff awaiting redeployment. We therefore reserve the right to withdraw this advert at any stage.
When applying for this post it is essential that you read the Job Description and Person Specification (where available) and demonstrate how your skills, knowledge and experience meet the requirements of the person specification. Only candidates who clearly demonstrate how they meet the person specification will be shortlisted.
To work in the UK, all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship to obtain either a Health and Care visa or Skilled Worker visa, unless you have permission to work via another route. Non UK / RoI candidates wishing to apply should self-assess the likelihood of obtaining a Certificate of Sponsorship by visiting Work in the UK. If you are eligible for the Health and Care visa, application costs are lower and you do not need to pay the annual Immigration Health Surcharge.
Applicant requirements
Welsh language skills are desirable
Documents to download
* English JD/PS (PDF, 448.4KB)
* Welsh JD/PS (PDF, 584.3KB)
* Occupational Health Form (PDF, 656.5KB)
* NWSSP Recruitment Services Privacy Notice (PDF, 696.3KB)
* NWSSP - About Us (PDF, 6.6MB)
* NWSSP - Our Benefits 2023 (PDF, 487.5KB)
* NWSSP - Buddion (PDF, 491.0KB)
* PCGC -Amdanom (PDF, 6.7MB)
* Guidance Notes for Applicants April 2024 (PDF, 278.7KB)
* IMTP Summary 2024-2027 (PDF, 13.7MB)
* IMTP Summary 2024-2027 - Cymraeg (PDF, 13.7MB)
Further details / informal visits contact
Name: David Jenkins
Job title: Senior Supply Chain / Benefits Realisation Analyst
Email: david.jenkins11@wales.nhs.uk
Telephone: 07870 484673
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