National Unplanned Pregnancy Advisory Service (NUPAS)
Inventory Assistant
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Job Summary
The Inventory Assistant role is responsible for supporting the efficient management of inventory, including medicines, consumables, medical equipment, and any other goods stocked within the organisation. The role involves receiving, checking, storing, and distributing stock to multiple clinics while ensuring compliance with regulatory standards, accuracy, and proper storage conditions.
The ideal candidate will have experience working in purchasing within the healthcare industry (desirable) or working with stock control and consumables environment. They will have to be a self-sufficient individual able to work using their own initiative and with good attention to detail. The person will have excellent communication, organisational skills, and good Excel skills.
The focus of this role is to assist with the management of the organisation's stock and support procurement services and will be line managed by the Procurement Manager.
This is an opportunity to play a key role in supporting one of the leading organisations providing reproductive healthcare services. It is essential that the postholder shares our commitment to patient-centred care and the right to choose, demonstrating professionalism, integrity, and alignment with our organisational values in all aspects of their work.
This advert will close early if there are a lot of applicants, so we encourage you to apply early.
Previous applicants need not apply.
Main duties of the job
- Maintain accurate inventory records for medicines, consumables, and medical equipment or any other goods part of business services.
- Ensure stock rotation using FIFO/FEFO (First Expiry First Out) principles.
- Assist in periodic stock counts, cycle counts, and audits.
- Monitor stock levels and raise requests to reorder when necessary, using ERP system.
- Shelf stacking of stock received and replenishment of stock to clinics including packing as per company standards and policy.
- Support the Procurement Manager in the daily operation of the central store.
- Report any damages found or near-expiring stock information.
- Compile reports and address inventory discrepancies.
- Receive all incoming deliveries of goods pertaining to business.
- Verify quantities, batch numbers, expiry dates, and documentation against purchase orders.
- Report damaged, expired, or non-compliant items to line manager.
- Ensure proper documentation and ERP system entry of received stock.
- Store medicines, consumables, and equipment according to manufacturer and regulatory requirements (e.g., temperature-controlled storage).
- Ensure segregation of quarantined, expired, or recalled stock, when information communicated through line manager or quality control department.
- Ensure cleanliness and good organisation of storage areas, including fridges.
- Monitor temperature for store locations (daily) and ensure updating records as per policy.
- Pick, pack, and prepare stock accurately for dispatch to multiple clinics/sites.
- Ensure correct labelling, documentation, and packaging standards.
- Coordinate timely dispatch in accordance with delivery schedule for clinics liaising with transport partner and other stakeholders.
- Follow health & safety guidelines, including safe handling of medicines and equipment.
- Maintain audit-ready documentation and records (e.g., Temperature logs).
- Protecting employees and patients by adhering to infection-control protocols and policies.
- Update inventory systems with stock information while doing transfers, receipts, and stocktake information.
- Filing of documents received pertaining to purchase records.
- Assist in process improvements within inventory operations liaising with line manager and current policies.
Key Skills & Competencies
- Strong attention to detail and accuracy.
- Good communication and teamwork skills.
- Ability to work in a fast-paced, regulated environment.
- Basic IT skills (Excel, Inventory Management systems).
- Knowledge of inventory control principles (FIFO/FEFO).
- Basic understanding of healthcare sector storage standards is desirable.
- Good organisational and time management skills.
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Qualifications & Experience
- Previous experience working in store and distribution centres (healthcare industry desirable).
- Experience of working in purchasing department (healthcare sector desirable).
- Working knowledge in stock management systems (Sage 200 desirable).
- Experience of positively engaging with multiple internal and external stakeholders.
Working Conditions
- Involves manual handling of goods daily and standing for extended periods.
- Work in controlled environments (including cold areas).
Additional Information
Confidentiality
Employees must not make unauthorised copies or disclose confidential or commercially sensitive organisation information to unauthorised parties.
Employees are required to use the email and internet systems responsibly and to exercise a high level of caution when transmitting confidential information.
Behaviour
Employees are expected to observe the highest standards of personal and professional behaviour such that clients, fellow workers, and others have confidence in their integrity.
Employees are expected to show respect, sensitivity, and courtesy to all those they encounter during their work.
Health and Safety
All employees must observe all safety rules and follow safe working practices.
No Smoking
Under the Health Act 2006, all enclosed or substantially enclosed workplaces and organisation vehicles must be smoke-free. To help to create a healthy and safe working environment and protect employees and clients from the effects of ill health associated with smoking and passive smoking, all organisation land and buildings and organisation vehicles will be designated smoke-free.
Personal Property
The organisation does not accept responsibility for personal property brought onto the organisation's premises. Articles lost or found on organisation premises should be reported to a line manager. Cars are parked on the organisation's property at your risk.
Registered Health Professionals
All organisation employees who are required to register with a professional body, to enable them to practice within their profession, are required to always comply with their code of conduct and requirements of their professional registration.
Safeguarding Responsibilities
All staff have a responsibility to understand and adhere to the requirements of organisation policy and protocols when dealing with Children, Young People, and Vulnerable Adults. All employees must share the organisation's commitment to protect, safeguard, and promote the welfare of children, young people, and vulnerable adults.
Information Governance
All staff have a responsibility to ensure full compliance with Information Governance at all times which includes data protection, confidentiality, and information security. Staff need to understand and make themselves fully aware of all organisation policies and procedures related to information governance.
Job Description
Job responsibilities
Key Responsibilities
Inventory Management
- Maintain accurate inventory records for medicines, consumables, and medical equipment or any other goods part of business services.
- Ensure stock rotation using FIFO/FEFO (First Expiry First Out) principles.
- Assist in periodic stock counts, cycle counts, and audits.
- Monitor stock levels and raise requests to reorder when necessary, using ERP system.
Shelf Stacking of stock received and replenishment of stock to clinics including packing as per company standards and policy.
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- Supporting the Procurement Manager in the daily operation of the central store.
- Reporting any damages found or near-expiring stock information.
- Compiling reports and addressing inventory discrepancies.
Goods Receipt & Inspection
- Receive all incoming deliveries of goods pertaining to business.
- Verify quantities, batch numbers, expiry dates, and documentation against purchase orders.
- Report damaged, expired, or non-compliant items to line manager.
- Ensure proper documentation and ERP system entry of received stock.
Storage & Handling
- Store medicines, consumables, and equipment according to manufacturer and regulatory requirements (e.g., temperature-controlled storage).
- Ensure segregation of quarantined, expired, or recalled stock, when information communicated through line manager or quality control department.
- Ensure cleanliness and good organisation of storage areas, including fridges.
- Monitor temperature for store locations (daily) and ensure updating records as per policy.
Order Picking & Distribution
- Pick, pack, and prepare stock accurately for dispatch to multiple clinics/sites.
- Ensure correct labelling, documentation, and packaging standards.
- Coordinate timely dispatch in accordance with delivery schedule for clinics liaising with transport partner and other stakeholders.
Compliance & Safety
- Follow health & safety guidelines, including safe handling of medicines and equipment.
- Maintain audit-ready documentation and records (e.g., Temperature logs).
- Protecting employees and patients by adhering to infection-control protocols and policies.
Systems & Reporting
- Update inventory systems with stock information while doing transfers, receipts, and stocktake information.
- Filing of documents received pertaining to purchase records.
- Assist in process improvements within inventory operations liaising with line manager and current policies.
Safeguarding Responsibilities
All staff have a responsibility to understand and adhere to the requirements of organisation policy and protocols when dealing with Children, Young People, and Vulnerable Adults. All employees must share the organisation's commitment to protect, safeguard, and promote the welfare of children, young people, and vulnerable adults.
Information Governance
All staff have a responsibility to ensure full compliance with Information Governance at all times which includes data protection, confidentiality, and information security. Staff need to understand and make themselves fully aware of all organisation policies and procedures related to information governance.
Person Specification
Knowledge and skills
Essential
- Understanding of basic inventory control principles (FIFO/FEFO).
- Knowledge of stock rotation and stock level monitoring.
- Awareness of health & safety practices in a warehouse/store environment.
- High attention to detail and accuracy.
- Good organisational and time management skills.
- Ability to work independently and use own initiative.
- Strong communication and teamwork skills.
- Basic to intermediate Excel skills (data entry, tracking, reporting).
- Ability to follow processes and maintain accurate records.
Desirable
- Knowledge of healthcare storage standards (e.g., temperature-controlled storage, cold chain).
- Understanding of regulatory compliance in healthcare or pharmaceuticals.
- Awareness of infection prevention and control practices.
- Strong analytical skills for identifying discrepancies and reporting issues.
- Ability to contribute to process improvements.
- Problem-solving skills in stock and logistics operations.
Experience
Essential
- Previous experience in stock control, warehousing, or inventory management.
- Experience in receiving, checking, storing, and dispatching goods.
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