JOB DESCRIPTION
Supplies Officer Grade C
Reference No: 11.053(2022)
QUALIFICATIONS
Each candidate must on the latest date for receiving completed application forms for the office -:
Each candidate must:

• Have achieved a good standard of general education to Leaving Certificate.

• Excellent Knowledge of Microsoft excel and word with excellent keyboard skill.

• Have worked in a Supplychain environment for 1 year or more.

• Annual & periodic stocking

Desirable:

• Further education Diploma or certificate in the supply chain field.
• Certificate in Microsoft office.
• SAP experience.

• Have satisfactory experience working within the supply chain with particular emphasis on :

• The receipt, examination and distribution of goods into and out of Supply chain.

• The care of goods in supply chain and to maintain inventory in proper condition throughout the organisation. To include all warehouses and Kan ban systems inside and outside the supplies department.

• All processes and systems relating to the issuing, scanning & receipt of goods from supply chain, accounting for such issues with the use of all technology made available.

• To analyse, review and forecast all aspects of Supply chain management within the organisation including administration.

• To operate, control and manage kan Ban systems,, SAP material management system and managed services orders from suppliers.

• To be proficient in the use of Microsoft office programs with excellent keyboard skills.

• Have an aptitude for computing and its applications within the Supply chain Management Function.

• Have good interpersonal and communication skills to liaise with suppliers and customers to the highest level.

• Have a high capacity for responsibility and individual initiative.

• Have an aptitude for computing and its applications within the Supply chain Management Function.

2. Age Restrictions In Relation To Applications
Age restriction shall only apply to a candidate where he/she is not classified as a new entrant (within the meaning of the Public Service Superannuation (Miscellaneous Provisions) Act, 2004). A candidate who is not classified as a new entrant must be under 65 years of age on the first day of the month in which the latest date for receiving completed applications for the office occurs.

3. Health
A candidate for and any person holding the office must be fully competent and capable of undertaking the duties attached to the office and be in a state of health as would indicate a reasonable prospect of ability to render regular and efficient service.

4. Be of good character.

5. Garda Vetting is sought for all employees and prospective employees of Tallaght University Hospital. Given the specialised nature of the services provided, your appointment will be subject to satisfactory Garda Vetting and re-vetting in circumstances where the Hospital deems it appropriate. The Hospital will then process the necessary documentation to endeavour to obtain satisfactory Garda clearance for you. You are obliged to disclose previous and any criminal convictions acquired during the course of your employment. Should the Hospital obtain information from the Garda Vetting Unit to indicate that your Garda clearance report is not satisfactory and / or if you have supplied the hospital with false or misleading information in relation to your Garda clearance status, the Hospital reserves the right to withdraw or terminate this contract in accordance with Tallaght University Hospital Garda Vetting policy.

• Mandated and Designated Persons under Children First Act 2015

Schedule 2 of the Children First Act 2015 specifies the classes of persons defined as Mandated Persons for the purposes of the Act. This includes a range of disciplines that are employed by the hospital including all medical practitioners, registered nurses, physiotherapists, psychologists, social workers and others. This includes staff working in adult services. All mandated persons have two main legal obligations under the Children First Act 2015. Mandated persons, under the legislation are required to report any knowledge, belief or reasonable suspicion that a child has been harmed, is being harmed, or is at risk of being harmed. The Act defines harm as assault, ill-treatment, neglect or sexual abuse, and covers single and multiple instances. Mandated persons are also required to assist Tusla, if requested, in assessing a concern which has been the subject of a mandated report. Designated Officer are required to receive reports of suspected child abuse or neglect from any person who is of the opinion that (a) a child has been or is being assaulted, ill-treated, neglected or sexually abused, or (b) a child’s health, development or welfare has been or is being avoidably impaired or neglected. Full detailed list of mandated and designated staff together with details of their roles and responsibilities can be found on https://www.tusla.ie/children-first. It is the responsibility of all staff employed by TUH to be aware of their roles and responsibilities under the legislation and to complete mandatory Children First Training.


PARTICULARS OF OFFICE

1. The appointment is Full Time, Permanent. A panel maybe be formed from which future posts may be filled.

2. Remuneration:
Remuneration is in accordance with the salary scale approved by the Department of Health & Children. Current remuneration with effect from 1st October 2021 is:
€35,837 by x increments to €46,968 (Incl. x 2 LSI)

3. Pension arrangements and retirement age
There are three superannuation schemes currently in operation for staff in Tallaght University Hospital:

(a) Voluntary Hospital Superannuation Scheme (Non-New Entrant)
(b) Voluntary Hospital Superannuation Scheme (New Entrant)
(c) Single Public Service Pension Scheme

Please read carefully the summary of the criteria for the three superannuation schemes below. This will assist you in identifying which scheme membership is applicable to your employment circumstances.

(a) If you have been continually employed in the public service prior to the 1st April 2004 and you have not had a break in service of more than 26 weeks, you will be included in the Voluntary Hospital Superannuation Scheme (Non-New Entrant) with a Minimum Retirement Age of 60 and a Maximum Retirement Age of 65.

(b) If you have been continually employed in the public service post the 1st April 2004 and you have not had a break in service of more than 26 weeks, you will be included in the Voluntary Hospital Superannuation Scheme (New Entrant) with a Minimum Retirement Age of 65. There is no Maximum Retirement Age.

(c) If you have commenced employment in the public service as a new entrant or you are a former public servant, returning to the public service after a break of more than 26 weeks, you will be included in the Single Public Service Pension Scheme effective from the 1st January 2013 with a minimum retirement age of 66 (rising to 67 and 68 in line with state pension changes). The maximum retirement age under this scheme will be age 70.

4. Duties:
The successful candidate will perform such duties as are outlined in this job description.

5. Hours of work:
Normal working hours are 35 worked over 7 days. Your contracted hours of work are liable to change between the hours of 8 am to 8 pm over 7 days to meet the requirements for extended day services in accordance with the terms of the Framework Agreement.

6. Probation:
The successful candidate will be appointed initially for a probationary period of 6 months. During the probationary period progress or otherwise will be monitored and at the end of the probationary period the service will (a) be certified as satisfactory and confirmed in writing or if not satisfactory, the probationary period may be extended by 3 months.

7. Annual Leave:
The annual leave entitlement is 27 working days per year. The leave year runs from 1st April to the 31st of March each year.

8. Sick Leave:
Payment of salary during illness will be in accordance with arrangements as approved from time to time by the Department of Health and Children.

9. Termination of Office:
The employment may be terminated at any time by one months’ notice on either side except where circumstances are dictated by the Minimum Notice and Terms of Employment Act 1973/91. The Management’s right under this paragraph shall not be exercised save in circumstances where the Management is of the opinion that the holder of the office has failed to perform satisfactorily the duties of the post or has misconducted himself/herself in relation to the post or is otherwise unfit to hold the appointment.
GENERAL ACCOUNTABILITY

• Maintain throughout the Hospital awareness of the primacy of the patient in relation to all Hospital activities.

• Demonstrate behaviour consistent with the Values of the Hospital

• Operate any systems of internal check necessary to safeguard the assets of the Hospital and assure the reliability of records.

• Participate in the operation and development of the Hospital’s Computerised Supply Chain Systems.

• Ensure that operational processes are implemented to the standards of best practice in order to optimise use of resources and to ensure compliance with statutory requirements.

• Co-operate and work with other sections and staff in the Supply Chain Management Department to ensure that the development and performance reaches the highest standard possible.

• Strive for excellence in customer service.

• Co-operate with other departments and relevant committees by providing information relating to Supply chain management procedures that will assist in the achievement of value for money throughout the Hospital.

• Be responsible to the Supply Chain Manager.

SPECIFIC ACCOUNTABILITY

1. Service

• Co-ordinate and maintain all procedures and records relating to the day to day operation of the Hospital’s Supply chain management function.

• Operate any systems of internal check necessary to safeguard the assets of the Hospital and assure the reliability of records. Be responsible for ensuring that all inventory supply chain management transactions are accounted for and that accurate records are maintained. To manage stock and non-stocked products throughout the organisation and all process and systems relating to requisitioning, issuing, receipt of goods, filing administration duties. All processes and systems relating to the supply chain and for such issues with use of all technology made available.

• Ensure that stores premises, services and inventory are maintained in proper condition and take all appropriate measures and precautions to prevent deterioration, misuse, misappropriation or loss of goods.

• Liaise with, or carry out duties as directed within all sections of the Supply Chain Management Department to ensure goods or services are available to meet customer requirements.

• When assigned to duties in any section within Supply Chain Management to ensure operational procedures and systems are carried out in accordance with Hospital policies and statutory requirements.

• To assist with the organisation & Management of the administration office, customer services & phone lines.

• To analyse, review and forecast all aspects of Supply chain management within the organisation.

• Warehouse Housekeeping, cleaning and maintenance of storage locations.

• Lead, co-ordinate and direct the work of staff under your supervision.

• Deputise for a higher grade officer as required.

• Carry out all clerical and administrative duties appropriate to the position.

• Carry out any other relevant duties as may be assigned from time to time.

• Report to and be accountable to the Supply Chain Manager and/or other such officer as may be directed.
• To operate, control and manage kan Ban systems, consignment systems. Patient level costing systems, SAP material management system and managed services orders from suppliers.

• To comply with organisations Time & Attendance systems.

• Be proficient and proactive in the use of GS1standards in barcoding and scanning with hand held devices.

• Information Technology & data

• Make the most effective and efficient use of developments in information technology for both patient care and administrative support in a manner which integrates well with systems throughout the organisation.

• Collect, interpret and present data and information on the Department’s activities, staffing and expenditure, as required.

• Health & Safety

• All employees must comply with the Safety, Health and Welfare at Work Act, 2005.
• Comply with relevant Health and Safety responsibilities as outlined in Hospital Polices, Protocols and Procedures relevant to your area.
• Take reasonable care to protect your own safety, health and welfare and that of any other person who may be affected by your acts or omissions at work.

• Hygiene / Infection prevention and control

• All employees have responsibility for Hygiene awareness. Hygiene is defined as “The practice that serves to keep people and environments clean and prevent infection.”
• All employees also have a responsibility under their terms of employment to prevent transmission of infection and to follow the hospital infection control policies and guidelines as outlined in the Infection Control Manual.
• All employees must be aware that they work in an area where there is potential for transmission of infection.
• All employees have a responsibility to follow hand hygiene guidelines as this is the single most important intervention to prevent the transmission of infection

• Quality, safety and risk management

• Support the delivery of the Quality, Safety and Risk Management Programme, including the appropriate identification and management of risks and incidents throughout the hospital.

• Confidentiality

• You will be aware of the confidential nature of Hospital work and in particular, the right of patients to confidentiality. To this end, you will not discuss workings of the Hospital or its patients or disclose any information of a confidential nature except as required to do so in the course of your work. No records, documents or property of the Hospital may be removed from the premises of the Hospital without prior authorisation. You must return to the Hospital upon request and, in any event, upon the termination of your employment, all documents or other property of the Hospital which are in your possession or under your control.

• Data Management

• Ensure compliance with the obligations required by the Data Protection Act 2018.

• Development of Hospital Groups

• The Hospital Structure is currently under review and therefore, reporting relationships may change. The development of Hospital Groups may require the post-holder to adopt a different reporting relationship and additional accountabilities. Full consultation will take place in advance of any such change.

NOTE: The extent and speed of change in the delivery of health care is such that adaptability is essential at this level of appointment. The incumbent will be required to maintain, enhance and develop their knowledge, skills and aptitudes necessary to respond to a changing situation. The Job Description must be regarded as an outline of the major areas of accountability at the present time, which will be reviewed and assessed on an on-going basis.

GENERAL

Applications can be submitted ‘on-line’ at www.tuh.ie/careers by completing the application form and attaching your CV.

Candidates should be aware that, when applying for a post through the 'On-Line' Application System (Candidate Manager) they will receive an automated replying acknowledging receipt of their application. Should you for any reason, not receive this automated acknowledgement, you should notify the Human Resources Department, before the closing date, otherwise your application will not be considered.

Closing Date: Before close of business on: 13th December 2022
Informal enquiries to Patrick Lowry, Supply Chain Manager - Telephone (01) 414- 3465 or email patrick.lowry@tuh.ie
All candidates should note that, in order to maintain a timely process, the closing date and time for receipt of applications will be strictly adhered to