Job Summary:

In accordance with the Purpose, Vision, Values and Coast Salish Teachings, and strategic direction of PHSA, safety, including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA. As such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.

The Supervisor/Analyst, Supply Chain Operations supervises and coordinates the operation of site STAT stores, inventory control, receiving, shipping, distribution, linen, fleet, laundry and mail services.  Responsibilities include the development, implementation and maintenance of inventory control systems, generating data relating to inventory usage and levels, completing purchase requisitions for clinical personnel and liaising with supply-chain teams to confirm product approval and availability as required. The Supervisor/Analyst supervises Stores Attendants and other designated staff by performing duties such as scheduling and coordinating work assignments including calling in relief staff, evaluating employee performance, and determining related training and orientation requirements. Physically receives and distributes goods and follows up with vendors to expedite orders as needed.

Duties/Accountabilities:

1.    Coordinates the day-to-day activities of the designated areas by performing duties such as determining the priorities and requirements of user departments, resolving day-to-day issues, making scheduling changes, and updating operating procedures.

2.    Supervises designated staff by performing duties such as scheduling and coordinating work assignments, evaluating employee performance, and determining related training and orientation requirements.

3.    Prepares and distributes the staff work schedule, ensuring the most efficient use of staffing resources. Receives requests for relief coverage from unit and makes any necessary calculations to determine availability of existing staff according to established guidelines. Responsible for the submission of payroll data for designated staff in accordance with policies and procedures.

4.    Receives and processes requests such as vacation, leaves of absence and terminations by preparing appropriate documentation, making necessary calculations such as seniority and vacation entitlements and forwarding to appropriate authority for approval.

5.    Places specific purchase orders with designated external suppliers in person, by telephone, fax and/or
by electronic format; completes and enters purchase orders into system, arranges for appropriate
approvals and forwards to supplier.


6.    Problem solves a variety of inventory, invoicing and other warehouse/distribution issues such as inventory level changes, special delivery arrangements, damaged goods, short shipments and issues with systems and services through communication with users and other departments such as Finance, Purchasing, and Business Applications.

7.    Communicates with end user areas by obtaining necessary information on requisitions, prices and problem orders.  Requests vendors to expedite orders, identifies department requirements, communicates purchase process to department and advises of procedures to return goods to vendor.


8.    Controls inventory content and levels of a variety of materials and supplies by reviewing reports such as stock usage and stock status reports, conferring with user departments regarding requirements, determining items no longer in demand and establishing and/or revising optimum reorder points and quantities.



9.    Communicates with end users on product recall items as required.  Coordinates activities with the ASA’s such as quarantine & retrieve affected products from units and Stat Stores and return to Warehouse or Vendor as required.

10.    Monitors staff handling of dangerous goods, warehouse operating equipment and electrical items and ensures compliance by providing safety and security procedures training to staff and conducting regular staff meetings to discuss issues related to quality assurance, performance standards and WHMIS regulations.

11.    Maintains a variety of work and service activity records and generates related statistics and quality assurance reports pertaining to activities such as equipment preventative maintenance, material safety, vendor and carrier performance, transportation of dangerous goods, postage charges, laundry charges and shipping and receiving.

12.    Organizes and prioritizes requisitions from several sites and departments, maintaining related records by completing paperwork and keying data for recording inventory supply levels, requisitions and pick lists, including data entry into a computerized system.


13.    Sets up new Inventory PAR locations, monitors inventory usage and establishes appropriate inventory levels for user departments to minimize stock outs and excess inventory for materials such as medical/surgical supplies, linen and forms and stationary by running reports, analyzing inventory data and investigating variances. Investigates linen quality issues and works with the vendors to establish countermeasures.


14.    Performs other related duties as assigned.

Qualifications:

Education, Training and Experience

•    Grade 12, plus three (3) years’ recent, related experience including one (1) year in a supervisory and Inventory Analyst capacity or an equivalent combination of education, training and experience.

Skills and Abilities

•    Ability to communicate effectively both vernally and in writing.
•    Ability to deal with others effectively.
•    Ability to supervise.
•    Ability to organize work.
•    Ability to operate related equipment.
•    Physical ability to carry out the duties of the position.