Senior/Executive (Operating Theatre Logistics), Nursing Administration

Broad Function

As a member of the Nursing Clinical Administration Support Team (CAST), the incumbent shall provide administrative and operational support to Nursing Head, OT and ground nursing teams in OT department which include annual nursing budget, staff related matters, overseethe monitoring of the demand and utilisation  of all non-stock OT supplies, and the inventories of equipment, consumables, surgical instruments and implants.

Key Roles & Responsibilities

1. Support the Nursing Head, OT and nursing teams on the management of all non-stock OT supplies, including: 

1. Communicating with vendors and procurement team on departmental purchases
2. Manage contract renewals, option year exercise for medical supplies
3. Craft justification papers (eg. Approval to Purchase, Waiver of Competition, etc.)

2. Support the review, amend and update department’s Procedures and Policies: Scope of Service, Procedure Manual, Work Instructions, etc.
3. Support OT Nursing Head in annual CAPEX, OPEX, Workplan Exercise and budgeting
4. Maintaining section’s Key Performance Indicators (KPI) set by Nursing Division
5. Participate as member in the clinical improvement projects which include data extraction, creation of statistics, presentation, implementation and review
6. Supporting Nursing and Clinical staff on MOH Re-Licensing Audit and ESS Benchmarking and other ad-hoc based events
7. Provide secretarial support for OT Nursing leaders
8. Plan, review and perform department response to any non-operational nursing matters

NON-STOCK Supplies Receiving

1. In charge of all storage areas for non-stock supplies

1. Coordinate all delivery arrangements of in-coming supplies.
2. In-charge of the accurate and timely receiving of supplies.
3. Partner with vendors to develop and maintain product stock schedule for seamless deliveries of inventories.
4. Contact the Nursing team for instructions should there be any discrepancies.
5. Coordinate with vendors should items be expired, damaged or poorly packed.

NON-STOCK Inventory Management / Storage area management

1. Maintain accurate physical inventory counts and record utilisation by controlling and tracking non-stock consumables (NSC) usage accurately.
2. Provide suggestions and review inventory management to Nursing team and Head, OT.
3. Provide data or projection usage of implants and nonstock consumables for in Sterile Store if needed by the nurse clinicians.
4. Initiate and raise PR on non-stock consumables which are depleting.
5. Recommend conversion of NSC to bulk order.
6. Work closely with vendors on billing of implants and non-stock consumables. To ensure that billing of the implants and consumables are input promptly and correctly.
7. Responsible for monthly stock taking
8. Organise all storage areas to maximise capacity and minimize product handling
9. Establish the par level with Nursing team and maintain a system to ensure no stock-out situation for the OT.
10. Maintain accurate physical inventory counts and record utilisation by controlling and tracking stock usage accurately.
11. Designated receiving officer for all stocks receiving in OT.
12. Responsible for daily inventory tracking and review best LEAN practices for storage areas
    • Label all inventory for ease of stock retrieval or replenishment.
    • Provide a sign-in / sign-out page for OT staff for adherence.
    • Arrange and stack all incoming goods according to modalities and ensure staff safety in the stocking arrangements.
    • Ensure storerooms are always clean and securely managed at all times to prevent pilferage.
    • Oversee to the delivery of consignments (sterile implants) at OT Consignment Store.
    • Supervise vendors in terms of replenishment and top ups of implants at OT Consignment Store

Inventory List

1. Maintain or develop an efficient inventory tracking list to closely monitor usage of inventories for the OT
2. Provide trending weekly and monthly reports for Head, OT to make right decisions on replenishment of stocks.
3. Update all receiving statuses in the inventory list. File all receiving documents and carry out daily housekeeping of documents.

General duties

1. Document and filing of all stock and inventory records
2. Take part in continuing educational programmes
3. Carry out any other tasks as instructed by the Nursing team

Job Requirements

1. Bachelor’s degree
2. Minimum 3 year of relevant experience in administration and logistic/inventory management
3. Experience in healthcare or related industry preferred.
4. Proactive team player with good interpersonal/communication skills and a positive can-do attitude.
5. Comfortable with Microsoft Office (Power point, Excel – Intermediate/Advanced, Word)