Receipt & Distribution Assistant, GMS Band A

Job overview

The Receipt and Distribution Assistant supports the safe, efficient receipt, checking, recording, and distribution of goods across hospital sites. As part of the Logistics team, the post holder ensures deliveries are handled securely, accurately, and promptly; maintains appropriate records; and provides a reliable service to wards and departments. The role includes routine use of computer systems and manual-handling equipment while following departmental procedures, health and safety requirements, and infection prevention standards.

Please note this job will attract GMS Terms and Conditions of Service (TCS)

Please see attached TCS for reference

Job description

Receive, unload, check and record incoming goods in accordance with local procedures.

Sort and deliver goods promptly and safely to wards and departments.

Use procurement and departmental systems to record deliveries and maintain accurate records.

Report missing, damaged or incorrect deliveries to the appropriate supervisor.

Obtain and retain proof of delivery where required.

Collect returned goods, empty roll cages, tote boxes and other delivery equipment.

Operate trolleys, pallet trucks and other manual-handling equipment safely following appropriate training.

Respond courteously to routine enquiries from staff, suppliers and couriers, referring complex matters to a supervisor.

Record activity information and assist with departmental KPI reporting.

Maintain a clean, secure and organised working environment.

Follow departmental procedures, infection prevention requirements and health and safety guidance.

Work flexibly as part of the Receipt and Distribution team and undertake other appropriate duties within the scope of the GMS Grade A role.

Job responsibilities

1. Ensure correct and safe receipt and unloading of all goods arriving at the Receipt and Distribution point, ranging from roll cages, large items such as beds, cabinets, clinical equipment etc.

2. Detailed checking and via the computer system, booking in of goods, certifying correct receipt and following up any discrepancies, including incorrect deliveries, with the Couriers and Suppliers.

3. Transport goods to all the Wards and Departments around the hospital site, either in the NHS Logistics roll cages or on a trolley or a pallet truck or carrying by hand, as soon as possible after receipt. A clear and concise name and signature must be obtained, as proof of delivery, from the appropriate authorised person.

4. Ensure all roll cages are promptly relocated back to the Receipt and Distribution point from around the hospital site, breaking down and stacking for return to NHS Logistics.

5. Use the PC to input orders details, recorded and investigate missing orders to a satisfactory conclusion.

6. Answering telephones promptly and courteously, responding to customer enquiries.

7. Filing all paperwork accurately and up to date.

8. Monitor daily and report weekly roll cage, tote boxes and parcel activity.

9. Collect incorrect or damaged goods from the Wards and Departments

10. Assist in all safety and security matters within the Receipt and Distribution Department and ensure general housekeeping standards are upheld.

11. Follows standard operating procedures and proposes changes as necessary.

12. Assists with the introduction of new recruits.

13. Assists with other ad-hoc duties as required within Procurement

14. The R&D staff will be required to maintain their KPIs on a monthly basis.

About the organisation

Gloucestershire Managed Services (GMS) provides essential facilities and logistics services that help keep Gloucestershire's hospitals running safely and effectively. The Receipt and Distribution team is a friendly, hardworking and supportive team responsible for ensuring that essential goods reach wards and departments safely, accurately and on time.

The role offers a varied day in a busy healthcare environment where teamwork, reliability, and good customer service matter. Team members work closely with colleagues across GMS and Gloucestershire Hospitals NHS Foundation Trust, making a direct contribution to patient care.

GMS is committed to supporting its employees and offers a range of benefits, including:

Generous annual leave, increasing with length of service.

NEST pension scheme with employer contributions.

Training, apprenticeships and career-development opportunities.

Flexible working arrangements where operationally possible.

Access to health, wellbeing and employee-support services.Blue Light Card and other staff discount schemes.

Cycle-to-work and salary-sacrifice schemes.

Recognition awards and a paid volunteering day.

At GMS, our aim is "Together, Exceptional Every Day", with every employee playing an important part in delivering safe, reliable and high-quality services.

Person specification

Qualifications

Essential

• Basic standard of education, including literacy and numeracy skills.
• Willingness to undertake required training, including manual handling, health and safety and departmental procedures.

Desirable

• GCSEs or equivalent in English and Mathematics.
• Manual handling qualification or relevant workplace training.
• Basic IT qualification or evidence of competence using computer systems.

Experience

Essential

• Experience of working effectively as part of a team.
• Physically fit to manage movement of cages, boxes and cartons in a variety of locations
• Experience of working in a busy environment and prioritising routine tasks.

Desirable

• Experience of working within the NHS, healthcare or a large organisation.
• Experience of following procedures and maintaining accurate records

Knowledge

Essential

• Ability to work independently and as part of a team.
• Ability to provide a polite and helpful customer service.
• Good organisational skills and attention to detail.

Desirable

• Knowledge of receipt and distribution, warehousing or logistics processes.
• Familiarity with procurement, stock-control or inventory systems.

Supporting documents

• 318-26-GMS0697 Job Description and Person Specification.pdf (PDF, 136 KB)
• 318-26-GMS0697 GMS Terms and Conditions.pdf (PDF, 111 KB)