Unit Supplies Coordinator

Position Overview

Under the direction of the Site SCM leader:

• Assumes the responsibility for ensuring that adequate levels of required patient care supplies (and equipment, depending on the site) are maintained and accessible to health care providers. Including, depending on site:
  • Transportation, distribution and/or retrieval of equipment, supplies, implants and all related OR products.
  • Maintains inventory of medical/surgical supplies in designated patient-care areas.
  • Assists with the replenishment of medical/surgical supplies and other related equipment. Responsible for filling orders from reservations and requisitions, stocking shelves, replenishing stock, and performing inventory counts as required.
  • Delivery of clean or sterile linens, medical/surgical supplies, medical equipment and other items used in patient care.
  • Retrieval of soiled or contaminated medical devices, linens, and other supplies/equipment used in patient care.
• Responds to requests and inquiries from patient care providers that may arise from changing patient needs, emergent or urgent medical situations and the use of specific medical supplies.
• Prioritizes requests and takes appropriate action on own initiative and/or refers request to immediate supervisor when required.
• Reports any difficulties in obtaining medical/surgical supplies or equipment to the respective Unit Manager and/or the SCM leader and/or Procurement.  In some cases, may communicate directly with vendors.
• Monitors and replenishes inventory (stocked and non-stocked, including: medical surgical supplies, equipment (non-capital), as well as stationary and office supplies (excluding forms).
  • Rotates inventory in accordance with established procedures.
  • Maintains a clean, organized and well-maintained work environment.
  • Maintains security related to supplies and equipment.
• Establishes quotas for stock items and places order on computer on a regularly scheduled basis, adjusting for changes in demand.  Also places orders (requisitions) for additional equipment/supplies/stock between scheduled deliveries when required.
• Maintains non-stock inventory levels to be determined with or by request of the Unit Manager or staff member assigned.
• Receives and verifies the accuracy of receipts (both stock and non-stock) against orders placed.
• Prepares reports as required.
• Investigates any discrepancies in the supplies received or pricing with the appropriate party (i.e., warehouse, purchasing, finance or vendor) and follows up on the resolution of these discrepancies.
• Exercises independence of action in the course of daily responsibilities, making decisions on own initiative in the performance of required duties.
• Assists in the coordination of the removal and replacement of recalled items as well as items on trial and evaluation.
• Ensures that urgently required medical supplies are ordered and received on a stat basis.

Experience

• Two years materiel management experience in a health care setting with previous experience with medical/surgical supplies and knowledge of medical terminology required.

Education (Degree/Diploma/Certificate)

• Complete high school education, Manitoba Standards, required.
• Courses in distribution & inventory management, supplies handling and medical terminology preferred.

SPECIAL TRAINING:

• Inventory management and computer operating skills required.
• Must complete and maintain recognized training on WHMIS.
• Ongoing participation in relevant seminars and on the job training on the SAP computer system.
• Customer service courses/seminars preferred.

Certification/Licensure/Registration

• Certification on low lift pallet movers or motorized tuggers may be required, depending on the site.

Qualifications and Skills

• Knowledge of site’s materials management software (e.g., SAP materials management application for Winnipeg sites).
• Demonstrated ability to communicate effectively in English, both verbally and in writing required.
• Effective mathematical skills required.
• Demonstrated customer service skills essential.
• Excellent interpersonal and problem-solving skills required as well as the ability to take initiative and work independently with minimal supervision.
• Demonstrated ability to work under fast-paced working conditions and to prioritize working responsibilities effectively and to manage time efficiently, including multi-tasking.  
• Must be able to work in a team environment. 
• Must have the ability to acquire and maintain extensive knowledge of a large variety of products and their uses as well as their locations.
• Familiarity with the functions of purchasing, receiving and the logistics within a health care facility preferred.
• Knowledge of the site complex an asset. 
• As a custodian of the site’s inventory, it is critical that the individual brings with them the quality of honesty and integrity.

Physical Requirements

• Position requires constant walking, repetitive lifting, bending, stretching and pushing in the transferring of stock from one area to another and from floor to shelving (50 lbs. per item).
• Repetitive hand, arm and shoulder motions required and as well as long periods of standing.
• Pushing and pulling cartloads of inventory that may weigh up to 2100 lbs., across carpets on and off elevators and up and down ramps is required.
• Requires the handling of dangerous goods in accordance with WHMIS regulations.
• May be required to work in cramped conditions where carrying items over obstacles and twisting motions are necessary.
• May also be exposed to soiled, sharp or contaminated supplies as well as infectious patients.
• Exposure to temperature variations (depending on site).