Directorate of Human Resources
Fife, KY1 2LS
Tel 01592 643355
Fax 01592 204611
Date As per postmark
Our Ref Please see below
Enquiries to Recruitment
Direct Line 01592 643355
POST REFERENCE: HH463/05/12
CLOSING DATE: 12 NOON ON 2ND JULY 2012
Thank you very much for your interest in the above post. I have pleasure in enclosing an application
pack which includes, a job description, application form, terms and conditions, person specification and
procedure for the disclosures of criminal records. Please be advised that the application form must be
completed in full as unfortunately we cannot accept a CV enclosure.
When providing referees on the application form please be aware we require references to cover a
minimum of a three year period. If the period of time both referees have known you is less than three
years you will be required to provide additional referees. This can be indicated on an additional sheet of
paper and where possible please give us email addresses for contact.
Should you wish to make an enquiry to the Recruitment Team regarding a vacancy please ensure that
you quote the reference number.
Please be advised that if you do not hear from us within 4 weeks of the closing date then you have been
unsuccessful in your application.
May I take this opportunity to thank you for the interest that you have shown in NHS Fife.
PLEASE CHOOSE WHICH POST YOU WISH TO BE
37.5 HOUR POST
30 HOUR POST
TERMS AND CONDITIONS OF SERVICE
Post: SUPPLY CHAIN ASSISTANTS (WARD TOP UP SERVICE)
Reference Number: HH463/05/12
Pay Banding: BAND 2 - £14,508 - £17,253 PRO RATA
Hours of Duty : 30 & 37
Contract Type: PERMANENT
Annual Leave: 27 days on commencement
29 days after 5 years service
33 days after 10 years service
Public Holidays: 8 fixed public holidays
The leave year extends from 1 April to 31 March.
Part time staff will receive a pro-rata entitlement for annual leave and public holidays combined
as per the Agenda for Change agreement.
Reckonable service may be credited for annual leave purposes in accordance with the Agenda
for Change Agreement.
Entitlements to Statutory Sick Pay and Occupational Sick Pay will be determined in accordance
with the Agenda for Change Agreement. Reckonable service may be credited for Sick Pay
purposes providing there has been no break in service of 12 months or more at time of
appointment in accordance with Agenda for Change Agreement.
On commencement with the organisation staff will be asked if they wish to join the scheme
although they may choose to join or leave the scheme at any time. Contribution rates will vary
from 5% to 8.5% depending on pensionable earnings.
If an employee opts not to join the scheme they will automatically contribute to the State
Earnings Related Pension Scheme (SERPS) unless excluded from doing so or have arranged a
Occupational Health Clearance
Any offer of employment is subject to satisfactory Occupational Health clearance. Should you
be invited to interview you will be asked to complete a Pre-Employment Health Questionnaire
which you should bring to interview. The Occupational Health Service (OHSAS) will make an
assessment on your fitness to carry out the post based on the information contained within the
questionnaire. In certain circumstances further information is required before clearance can be
given and OHSAS may contact you by telephone or request that you attend for an appointment.
Clearance must be obtained before any new employee commences employment within NHS
Fife. Clearance may be subject to you attending for a Post-Employment appointment and it is
vital that you attend this appointment if required.
Rehabilitation of Offenders Act 1974
Under the terms of the Rehabilitation of Offenders Act 1974, many people need not refer to
previous convictions which, after a certain period of time, are regarded as spent. Certain posts
within the National Health Service, however, are excluded from the provisions of this Act. All
potential employees must disclose on the application form any unspent convictions and certain
potential employees are required to inform us of any previous convictions which, for other
purposes, are “spent” under the provisions of this Act. Failure to disclose such information
could result in dismissal or disciplinary action by the organisation. Any information given will be
treated in the strictest confidence. Please refer to the NHS Fife Procedure for the Declaration
of Criminal Convictions for further information.
Disclosure Scotland / Protection of Vulnerable Groups (PVG)
A number of our posts are identified as requiring Disclosure Scotland clearance at a number of
levels including Standard or Protection of Vulnerable Groups (PVG). The PVG Scheme requires
an individual / personal membership to the scheme, if this is a requirement of the post, the
employer, NHS Fife, will meet the costs of this application. Existing members may require a
scheme update and the interview panel must be informed of this and again NHS Fife will meet
the cost associated with this.
No Smoking Policy
NHS Fife operates a No Smoking Policy and it is the case that staff are not permitted to smoke
on the premises or during working hours. It is a condition of employment that you comply with
Agenda for Change Implementation and Variations to Contract of Employment
Agenda for Change is a nationally agreed remuneration, job evaluation, personal development
and terms and conditions framework which will apply to all NHS Scotland staff (except very
senior managers and staff within the remit of the Doctors’ and Dentists’ Review Body). This
means that you will be subject to the terms and conditions contained within this agreement and
also any subsequent national or local agreements or variations made in respect of Agenda for
Change. Such changes will automatically be applied to you and your contract of employment
will be deemed to have been amended on this basis.
Certificates of Sponsorship
If a candidate who requires Tier 2 Sponsorship is appointed to a post NHS Fife may make an
application for sponsorship providing applications are available and it can be demonstrated no
suitable candidate meets the minimum requirements for the post from within the EEA. This is in
keeping with current Home Office regulations which dictate that employers are not in a position
to offer employment to candidates requiring Sponsorship/Work Permit where it can be
demonstrated that EEA candidates meet the minimum requirements for the post.
Unless otherwise stated within the job advert applications for this post may be considered on a
job share basis. Should you wish to apply on a job share basis please indicate this on a
covering letter attached to the application form.
Regulation of Health Care Support Workers
Your performance must comply with the “Mandatory Inductions Standards for Health Care
Support Workers in Scotland” 2009; and with the Code of Conduct for Health Care Support
Workers, both as amended from time to time, which will be issued with your contract (further
copies can be obtained at www.workinginhealth.com/standards/healthcaresupportworkers or
from Human Resources). Failure to adhere to the Standards or to comply with the code may
result in poor performance measures or disciplinary action and could lead to dismissal; or if you
are self-employed, such failure will be deemed to be a breach of an essential term of your
contract, allowing us to terminate with or without notice.
Guidance for completing the NHSScotland
If you need this, or any of the attached forms in large print or other
formats please call our recruitment office on 01592 643355 ext 28706
An electronic version is available at www.jobs.scot.nhs.uk
If you have any questions or need some help with completing the form, please call 01592
643355 ext 8706 or 7906 or email email@example.com. Please have the job
reference number handy if possible
If you are using the ‘hard copy’ version of our application form, please use black ink and
write clearly in BLOCK CAPITALS. This makes the form much easier to read and
clearer when we photocopy it
The job reference number can be copied from the job advert or the application pack
The job location will be on the job advert
The candidate number will be written in by us once you have returned the form to our
The people who look through your completed form (short listing or short leeting team) to
see if you have the skills and abilities needed for the job, will only see ‘Part C’ of the
form. They will only see your candidate number and all personal details will be
Please do not send in a CV instead of, or as well as, the application form. We do not
consider CVs during the selection process
Please fill in all sections of the application form. If some parts are not relevant, write ‘not
applicable’ or ‘N/A’ in that space
If you need more space to complete any section, please use extra sheets of paper. Do
not put your name or any identifying information on it as it needs to remain anonymous.
Secure it to the relevant section, and we will add a candidate number to it when we
When you have completed all of the form, please send it to:
Personal Details section
This gives us your contact details such as name and address. Under ‘title’ you would put
either Mr, Mrs, Ms, Dr or just leave blank if you prefer
We may need to contact you at some time throughout the recruitment process. Please
let us know the most suitable method of contacting you, for example email or phone call
and the most convenient time
Please refer to the enclosed Procedure for the Disclosure of Criminal Convictions.
For certain posts you must tell us about all convictions and cautions regardless of how
long ago the offence may have occurred. Convictions from other countries must also be
notified. If in doubt please call our office at the help line number on page one of this
Please note that having a conviction will not automatically disqualify you from getting a
job with us. Careful consideration will be given to the relevance of the offence to the
particular post in question. However, if you are appointed, and it is found that you did
not reveal a previous conviction your employment may be terminated
Remember to read, consider and sign the declaration at the bottom of page 2
Please tell us of any qualifications you have. This can include school standard grades,
GCSEs highers, or work based qualifications such as SVQs or NVQs
Remember to write down any ‘non formal’ qualifications or certificates that you think are
relevant to the job you are applying for
Present (or most recent) post section
If you are currently out of work, please write this in the ‘job title’ space
Please write your start date in month/year format MM/YYYY
Please tell us briefly about your duties (what you do or did in your job). You could tell us
your role, the main tasks, and any responsibility for supervising others. There is not a lot
of space here so continue on a separate sheet if you need to
Employment History section
This is where you write down all the jobs you have done previously
Remember that if a job you have done in the past supports or is similar to the job you
are applying for, please tell us more about it in your ‘support of application’ statement on
page 6 of the application form – use a separate sheet if you need more space
Referees are people who know you at work. Please give the full names and addresses
of 2 referees, one of whom must be your present or most recent employer and can
confirm your job details
Your referees must cover a three year time period and should where possible be work
Please where ever possible provide an email address for your referee.
You should check that the people you have put on your form are happy to be referees
Your referees will not be contacted unless you are a ‘preferred candidate’ after
interview. A preferred candidate is someone who is the preferred choice for the job,
subject to satisfactory checks where appropriate
You only need to complete this if the job requires you to drive. Please check the job
description or person specification. For example, some jobs with the Ambulance Service
require you to be able to drive class C1 and D1 vehicles
Statement in support of your application
This is one of the most important parts of the form. In here you say why it is you want
this job, and can list all your skills and abilities that you think help to match up you
against the ‘person specification’. In here you could describe how something you have
done in a non work setting (for example, planning and leading a group outing) shows
planning skill and some leadership qualities
Where did you see the advert section
Please try to remember where you heard about this job, and tick the relevant box. The
information you give will help us find out how good our advertising is
Equal opportunities monitoring
Please note that all details on this section (Part D) will remain totally anonymous. It will
be detached from the rest of the form as soon as we get it and remain anonymous
We want to ensure that there are no barriers to joining our workforce. As an employer,
NHSScotland is as fully inclusive as possible. One way we can ensure this is to analyse
all the data provided in this section and ensure that job opportunities are being accessed
by as wide a community as possible.
Please send the completed form to the following address:
or post your hard copy to:
Support into Work
Have you experience of a mental health problem?
Want help with the application process for a post with NHS Fife or Fife
Would you benefit from some support even after you start work?
Are you unemployed and live in Fife?
Then Support into Work can provide free, independent and confidential support through the
whole process of applying for a job with either NHS Fife or Fife Council and, if successful, for
the first few weeks after starting work.
Support into Work is a two-year pilot funded by the Scottish Executive to increase access to
employment for unemployed people experiencing mental health difficulties who live within Fife.
The service is provided by Fife Employment Access Trust (FEAT) a well-respected voluntary
organisation with 10years experience or supporting people with mental health problems into
FEAT is independent of both NHS Fife and Fife Council and the fact that someone has
received support will not adversely affect the recruitment outcome.
For more information on the support available or if you would like to take advantage of the
Fife Employment Access Trust
Glenrothes KY7 6UG
Tel: 01592 749880
Please do not send completed application form to this address
PROCEDURE FOR THE DISCLOSURE OF CRIMINAL RECORDS
NHS Fife complies fully with the Code of Practice, issued by Scottish Ministers, in connection
with the use of information provided to the registered person and other recipients of information
by Disclosure Scotland Part V of the Police Act 1997, for the purposes of assessing applicants’
suitability for positions of trust.
We undertake to treat all applicants for positions fairly and not to discriminate unfairly against
the subject of a disclosure on the basis of conviction or other information revealed.
2. Spent Convictions
The Rehabilitation of Offenders Act 1974 enables some criminal convictions to become ‘spent’
after a rehabilitation period. The length of the rehabilitation period depends on the sentence
given and not the offence committed. For custodial sentences the rehabilitation period is
decided by the original sentence and the length of time actually served is irrelevant. Custodial
sentences of more than 2.5 years can never become spent.
3. Disclosing Spent and Unspent Convictions
In line with the Rehabilitation of Offenders Act 1974 for any post within NHS Fife you are
required to disclose any “unspent” convictions.
If you are applying for any posts listed below you are also required to provide us with any
information in relation to all “spent” convictions.
Clinical Posts (including Nursing, Medical, Dental and AHP posts)
Director of Finance & Heads of Finance Department
Public Health Posts
Health Promotion Posts
Catering & Domestic Posts within Inpatient Areas
4. Disclosure Scotland (SCRO)
The aim of the Disclosure Scotland Service is to enhance public safety and to help employers
nd voluntary organisations in Scotland to make safer recruitment decisions. Any offer of
employment to a post identified as requiring “spent” convictions to be disclosed will be subject
to a satisfactory Disclosure Scotland check.
5. Procedure for Disclosing Convictions
If you have an unspent or spent conviction and you are required to disclose this to NHS Fife
you should do this by completing the section “Convictions” within Part B of the application form
giving details of the following:-
The Nature of the offence
The Sentence given
The Date of the Offence
If you are selected for interview, members of the interview panel will not be aware of any
declaration you have made. Should you be selected as the preferred candidate following
interview we will undertake to ensure an open and measured discussion on the subject of any
offences or other matters that might be considered relevant for the position concerned. We
guarantee that only those who need to see it as part of the recruitment process will only see this
7. Failure to reveal information
Failure to reveal information that is directly relevant to the position sought could lead to
withdrawal of an offer of employment. If you are offered employment such a failure may result
in dismissal or disciplinary action.
Having a criminal record will not necessarily debar you from working with NHS Fife. This will
depend on the nature of the position, together with the circumstances and background of your
If you have any queries on this matter then please contact our recruitment office who will be
able to assist you.
1. JOB IDENTIFICATION
Job Title: Supply Chain Assistant
Responsible to: Customer Services Supplies Assistant
Department(s): Supplies Services NHS Fife
Operating Division: Acute
Job Reference: HH463/05/12
No of Job Holders: 3 (2 Full time and 1 Part time at Victoria Hospital, Kirkcaldy)
Last Update: 23 April 2012
2. JOB PURPOSE
To provide an effective internal supply chain service e.g. receipts, distribution and/or materials
management using computerised receipts, storage and/or bar coded data capture systems, for
theatres, wards and departments. Role requires unpacking and checking of delivered items
against delivery/order information and to take corrective action and maintain audit records.
Postholder is required hold and store/department stock records and replenish products in
accordance with agreed procedures.
Supply focus is a large part of the roll and there is the need to liaise with internal personnel and
external suppliers on supplies/stock management/ rationalisation/delivery and related issues.
The Supply Chain Assistant, as one of a team working to a Customer Services Supplies
Assistant, works within an allocated a block of theatres, wards and departments, for servicing
and has a working base at the hospital with proper access to the main supplies service
The “Top-Up” service is organised to a timetable governing activities concerning data collection
for replenishment stock and the creation of requisitions in time for picking to meet delivery
schedules in place at Area Distribution Centre.
It is the responsibility of the postholder to ensure work is produced to the high standard required
and that deadlines are met.
As an important member of the Supplies Service Team, performing an important local service,
the Supply Chain Assistant is party to all operational practice and giving comment on changes
to policies that affect on sphere of work using initiative on routine decisions , .
4. ORGANISATIONAL POSITION
Head of Procurement
5. ROLE OF DEPARTMENT
The Supplies Service NHS Fife provides a comprehensive supply chain management service to
NHS organisations in Fife. This includes procurement of goods and services and the
management of stock at a centralised facility, from where goods can be requisitioned then
distributed to theatres, wards and departments.
6. KEY RESULT AREAS
1. To assist theatres, wards and departments by organising their supplies, ensuring that stock
checked and replenishments requisitioned to agreed levels and in accordance with pre-
schedules required by Area Distribution Centre.
2. To ensure that replenishment supplies delivered from Area Distribution Centre are
and correctly put-away at theatre, ward and department level.
3. To maintain regular dialogue with theatres, wards and departments to ensure that stocked
reviewed and continue to meet the operational needs of the service area, and thereafter
review results to the Customer Services Supplies Assistant.
4. To accept, check and record receipts of goods being delivered direct from Suppliers
for non-stock products required by theatres, wards and departments.
5. To liaise with internal personnel and maintain regular communication with local portering
ensure that goods are correctly and timeously delivered to local theatres, wards and
6. To perform a customer liaison role as the local supplies service representative for theatres,
departments, assisting them with all supplies/stock management/rationalisation/delivery
and related issues.
7. Maintain computerised systems for supplies information (spreadsheets,
databases etc) ensuring information is accurate, analysing information and extracting it as
for management use.
8. Assist with the research and analysis of data regarding stock levels, orders, deliveries,
receipts lost/damaged items and returns covering a wide and diverse range of products and
9. Assist with enquiries, suggestions and complaints from customers ensuring assistance with
resolution of issues and carry out and necessary follow up action
10. Awareness and compliance with Health and Safety Policies with regard to transportation
of stock, cleanliness and tidiness of storage areas.
11. The postholder is an active member of the Supplies Service NHS Fife Team.
7a. EQUIPMENT AND MACHINERY
Material Handling equipment for transportation of good throughout the hospital e.g. trolleys, roll
PowerGate database – the Supplies Service materials management and procurement
Bar code data capture devices
Outlook e.g. e-mail and diary management
8. ASSIGNMENT AND REVIEW OF WORK
The postholder is a member of a locally based team responsible for servicing a number of top-
up locations. Work is assigned on the basis of the top-up arrangements between the Supplies
Service and local hospital management.
Being locally based supplies service staff, the Supplies Chain Assistant organise own
work/plans with minimal direct supervision and in accordance with procedures defined in the
Direction and review of the service provided is undertaken by the Customer Services Manager
in consultation with the locally based Customer Services Supplies Team.
Though not applicable in terms of supervising staff through a direct reporting relationship the
postholder is responsible for explain own job to new staff.
The postholder communicates with, internal and external personnel who are relied upon to
perform agreed tasks necessary to complete the supply chain.
9. DECISIONS AND JUDGEMENTS
Due to location the postholder works frequently alone within clearly defined procedures using
imitative on routine decisions deciding what action to take regarding enquiries/supply problems.
The postholder frequently works alone therefore is responsible for making routine decisions
relating to the management and execution of their workload.
The postholder also exchanges information with internal and external customers on
supplies/stock management/rationalisation delivery and related issues of queries, suggestions
and complaints and resolves these by application of product knowledge, experience of local
needs and understanding of operational requirements and systems.
Using their knowledge and analytical judgement skills persuades theatre, ward and
departmental staff with regards to effective and efficient replenishment levels thus being cost
The postholder must use their discretion when entering wards during doctor’s rounds and whilst
“emergency” procedures are taking place on the ward e.g. cardiac arrest.
Is responsible for ensuring the completion of the workload to meet deadlines
Has to deal with enquires appropriately and efficiently and must be aware, depending on
the nature of the issue, whether it is more appropriate to involve senior members of staff
Has innovative problem solving abilities
10. MOST CHALLENGING/DIFFICULT PARTS OF THE JOB
The postholder is required to continually develop the role in line with service requirements in
order to assist with improving clinical care packages to patients. The challenge of dealing with
a wide variety of people requires excellent people management skills. A flexible approach to
tasks is required as the postholder is often interrupted by staff for advice/ knowledge.
The range of products ordered for hospitals is diverse and considerable in terms of quantity.
Inevitably, with the number of orders and stock issues involved, problems will occur with
delivery, internal distribution, the correct goods etc.
The postholder is expected to become familiar with typical products requirements for their
assigned customer areas to aid prompt resolution of any supply problems.
Effective communication skills are required to deal tactfully with all levels of staff.
Planning and organising daily activities can be difficult to control due to the busy demanding
environment as priorities can change during the course of the day.
On some wards the ability to be empathetic with patients who are often confused and/or
distressed may be required.
Being able to work to tight deadlines.
11. COMMUNICATIONS AND RELATIONSHIPS
a) Within Own Unit/Division/Department
1. Daily and ongoing contact, face-to-face, by telephone and via e-mail with other
members of the Supplies Service Team based at local hospital level.
2. Liaison, as required, with Supplies Service Team staff at Area Distribution Centre.
b) With Other Unit/Division/Departments
1. Regular and ongoing contact with all levels of staff in theatres, wards and
departments directly requiring service and CSSD.
2. Liaison with other service departments within the hospital, which are connected
with supply chain activity.
c) External To The Health Service
1. Written/telephone/electronic contact with suppliers and their delivery agents
regarding direct deliveries to the hospital.
12. PHYSICAL, MENTAL, EMOTIONAL AND ENVIRONMENTAL DEMANDS OF THE JOB
Due to the nature of the post the Supplies Chain Assistant must be physically fit i.e. lifting and
handling, bending and stretching.
Excellent planning, discipline and organisational skills are required to aid execution of busy
Proven well developed communication and interpersonal skills.
Ability to show initiative.
Ability to prioritise workload and work to specific deadlines.
The range of products ordered for hospitals is diverse and an understanding of medical
terminology is necessary.
The postholder will continuously audit their work to ensure a high quality is achieved and will be
supported by the Customer Service Assistants as required.
Confident communicator and able to deal with multi-disciplinary staff groups.
Persuasive skills required for dealing with theatre, ward and departmental staff to maximise cost
effectiveness where there may be conflicting priorities.
Ability to work on own initiative whilst contributing to the team.
Proficient keyboard skills for accurate input of data into the computer.
The Supplies Chain Assistant must undertake training and develop skills associated with the
The ability to be empathetic with patients who are often confused and or /distressed is a
required skill for this job.
The postholder may be in an area where “emergency” procedures take place and must know
how to react accordingly e.g. cardiac arrest.
Frequent exposure to dust, dirt, ward smells, excessive heat and continual loud background
13. KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB
The postholder should be educated to School Higher Grade standard or hold appropriate SVQs
or alternatively have experience of working in a similar environment.
Experience of the type of consumable goods which you would expect to find being used in a
clinical area, would be advantageous.
Proven computer data input experience.
Knowledge of NHS Fife confidentiality policies and procedures.
Knowledge of H.A.S.A.W. and C.O.S.H.H.
14. JOB DESCRIPTION AGREEMENT
A separate job description will need to be signed off by each
jobholder to whom the job description applies.
Job Holder’s Signature: Date:
Head of Department Signature: Date:
RECRUITMENT AND SELECTION STANDARDS
PERSON SPECIFICATION FORM
Post Title/Grade: Supply Chain Assistant
Department/Ward: Supplies Services NHS Fife
Date: 23 April 2012
ESSENTIAL DESIRABLE MEASURE
Experience Experience of handling Experience within a Application
goods in supply chain hospital environment Form and Interview
logistics environment and of handling the
expected in clinical
Qualifications/ Educated to School Willingness to take Application
Training Higher Grade standard advantage of further Form and Interview
or hold appropriate study opportunities
SVQs to further assist
Knowledge Experience with stock Basic knowledge of Application
control, ordering stock handling Form and Interview
Skills Good planning, Ability to use Interview
discipline and initiative and
organisational skills problem solve
Ability to communicate issues
and deal with multi-
disciplinary staff Used to working with
groups computer technology
A level of English
necessary to perform
this role safely and
Aptitude Ability to work on own Ability to interpret a Interview
initiative with minimal range of documents
Ability to work to
executing a busy
Other Team player To be flexible when Interview
The ability to travel cross cover between
across sites hospitals