Stores Assistant - Specified Purpose Contract - Grade III - 3 months

Stores Assistant - Specified Purpose Contract - Grade III - 3 months

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The Dublin Dental University Hospital is the major dental teaching hospital in Ireland, undertaking the training of postgraduate and undergraduate dental students, student dental nurses, dental technicians and dental hygienists. We are currently seeking to recruit a Stores Assistant (Clerical Officer Grade III) for the Facilities Department. Qualifications, Experience & Person Specification

Each candidate must ideally:

• Have experience in a Stores Department and have knowledge of contemporary best practices in Purchasing and Stores management.
• Have proven administrative capacity and possess the requisite knowledge and ability including a high standard of suitability for the proper discharge of the duties of the office.
• Have the ability to contribute to the administration, organisation and the efficient running of the Stores Department and to work under pressure and to meet deadlines.
• Be forward thinking and actively takes responsibility for meeting internal and external customer needs to achieve customer satisfaction.
• Be hardworking and have a "hands on" approach.
• Have a high capacity for responsibility and individual initiative that will contribute to the overall effectiveness and efficiency of the Hospital.
• Be able to identify potential difficulties and apply a common sense approach to decision making and formulate solutions.
• Have the ability to prioritise and co ordinate a number of issues simultaneously.
• Be able to deal with people at all levels within the organisation.
• Have excellent interpersonal and negotiation skills and proven written and verbal communication abilities.
• Have strong numeric skills with excellent attention to detail.
• Have excellent computer skills, including experience of integrated Stock/Purchase order systems and MS Office.
• Show a willingness to pursue continuous professional development.
• Be able to demonstrate adaptability to rapid changes taking place in the Dublin Dental University Hospital and health and education services in general.
• Be free from any defect or disease which would render him/her unsuitable to hold office and be in a state of health as would indicate a reasonable prospect of ability to render regular and efficient service.
• Be of good character.

Accountability

The position reports to and is accountable to the Facilities Manager in all matters relating to job or any other authorised designated officer so delegated by the CEO.

The successful candidate will be responsible for providing an efficient Stores Assistant function together with effective support to the Facilities Manager and others. They will be required to assist with the tendering and quotation processes, purchasing and ordering of stock and/or non stock and the development of best practice.

Outline of Duties and Responsibilities

The role of the Grade III Stores Assistant includes, but is not limited to:

General:

• Overseeing the day to day running of the Store function ensuring customers are adequately and promptly supplied.
• Regular monitoring, evaluation and development of stores procedures to ensure efficient use of resources.
• Ensuring compliance with all relevant procedures (goods inwards and goods out) and ensuring all proper records are maintained.
• Assisting with the monitoring and evaluation of the trends in stores/stock activity (purchasing and requisition patterns) and preparing explanatory reports, as required.
• Reporting any deficiency or irregularity observed to the Manager.
• Establishing and maintaining up to date price lists, catalogues and other relevant purchasing information. Reporting any changes to the Manager.
• Assisting with the management of hospital tenders and ensuring suppliers provide stock at the agreed rate.
• Advising Purchasing and other relevant committees on stores and stock related issues.
• Ensuring the health and safety of all staff in the stores department including fire safety.
• Providing secretarial duties to the Purchasing Committee as required.
• Ensuring compliance with audit and records retention requirements.

Tendering and Quotations:

• Monitoring of supplier performance and stock quality.
• Providing support to the procurement function in formal tendering activity and purchasing activity.

Stores and Supplies:

• Co ordinating the provision of supplies to internal and external customers.
• Overseeing and ensuring that appropriate records are maintained and provide returns and information as required.
• Overseeing the supply of 'consumable' items to clinics, laboratories, and any other area of Hospital activity.
• Overseeing the ordering of all stock including instrument, clinical supplies, stationery and equipment.
• Taking a proactive approach to the maintenance of stock levels ensuring minimum levels are maintained.
• Assisting with the management of product lifecycle.
• Ensuring effective communication with customers on their needs and requirements; liaising with clinical areas to ensure that any potential stock problems are resolved at the earliest possible date. Reporting on any issue to the Manager.
• Ensuring that stock is maintained in proper condition in accordance with good storekeeping practice.
• Assisting with and co ordinating all relevant and scheduled stock takes in accordance with hospital policy and providing reports as required.
• Assisting with the management of good corporate governance including overseeing the necessary audit trails of the key processes in relation to
• Requisitions
• Orders
• Deliveries
• Providing reports on savings or any other stores functions to the CEO.
• Any other duties as delegated by the Manager from time to time including special projects.

The extent and speed of change in the delivery of services is such that adaptability is essential to this level of appointment. The person chosen will be required to maintain, enhance and develop their knowledge, skills and aptitudes necessary to respond to changing situations. Therefore, this Job Description is an outline of the current broad areas of responsibility and accountability and should not be regarded as a comprehensive listing. It will be reviewed and updated in line with future needs.

Particulars of Office

Duration

The appointment is Specified Purpose - 3 months.

Duties

Reporting to the Facilities Manager.

The person appointed will be required to be flexible in this position and must be prepared to undertake such other duties as assigned from time to time by the Facilities Manager or other officer authorised by the Chief Executive Officer. Such duties can be outside the normal area of work.

Hours of Work

This post is 35 hours per week and the appointee must attend at such other times as are required for the proper discharge of the duties of the office. The appointee may be required to record their attendance electronically or manually as instructed.

In order to comply with Section 33, of the Organisation of Working Time Act 1997 which limits the maximum number of hours an employee is permitted to work in a given period, all employees are obliged to notify the Hospital if they engage in any employment in addition to their post with Dublin Dental University Hospital.

Remuneration

Remuneration is in accordance with HSE Grade III salary scale.

Salary is paid by Credit Transfer on the 26 th of the month.

Periodical increases in salary shall not take effect until the Chief Executive Officer or designated officer certifies that the service of the person concerned has been satisfactory during the year immediately preceding the date of such increments.

Medical Examination, Garda Vetting and References

The appointment is subject to a successful medical examination and this will be arranged by the hospital. There may be a fee charged for the examination. It is also subject to ongoing clear Garda Vetting and satisfactory references being obtained at the discretion of the organisation.

The annual leave entitlement is 24 working days per year pro rata.