STORE IN-CHARGE – HOSPITAL

Department: Stores / Purchase

Designation: Store In-Charge

Reporting To: Hospital Administrator / Management

Location: Hospital

Experience: 2–5 years, preferably in hospital stores/purchase

1. JOB PURPOSE

To ensure effective management of hospital stores, including procurement, receiving, storage, inventory control, stock monitoring, issue of materials, vendor coordination, and maintenance of accurate records, ensuring uninterrupted availability of medicines, consumables, surgical items, stationery, housekeeping items, and other hospital supplies.

1. KEY RESPONSIBILITIESA. Inventory & Stock Management

- Maintain accurate stock records for all hospital materials and consumables.
- Monitor minimum, maximum, reorder and safety stock levels and initiate timely replenishment.
- Conduct regular physical stock verification and reconcile physical stock with system/stock records.
- Identify and report shortage, excess, expiry, near-expiry, damaged, slow-moving, and non-moving items.
- Follow FIFO/FEFO principles wherever applicable.
- Ensure proper segregation and storage of items as per their nature and storage requirements.
- Ensure proper labelling, identification, and systematic arrangement of all stock.
- Prevent stock-out situations for critical hospital items.

B. Purchase & Procurement
- Collect and consolidate material requirements from various hospital departments.
- Prepare purchase requisitions/indents and obtain required approvals before procurement.
- Obtain and compare quotations from approved vendors and coordinate the purchase process as per hospital policy.
- Place purchase orders only after obtaining the required authorization.
- Coordinate with vendors regarding price, quality, quantity, delivery schedule, credit terms, and replacement of defective/incorrect supplies.
- Develop and maintain an updated list of approved vendors.
- Ensure purchases are made at competitive rates while maintaining required quality standards.
- Maintain proper documentation of quotations, comparative statements, purchase orders, invoices, and approvals.

C. Receiving & Inspection
- Receive materials against approved Purchase Orders/indent requirements.
- Verify quantity, specifications, batch number, expiry date, packing condition, and other relevant details at the time of receipt.




- Coordinate with the concerned department for quality/specification verification where required.
- Prepare/ensure proper Goods Receipt Note (GRN)/Material Receipt documentation.
- Immediately report shortages, damages, expired/short-expiry items, or discrepancies to the concerned authority.
- Ensure rejected or non-conforming materials are properly segregated and returned to the vendor.

D. Issue & Distribution
- Issue materials to departments against authorized requisitions/indents.
- Maintain department-wise issue records.
- Ensure materials are issued in the correct quantity and to the authorized department/person.
- Monitor consumption patterns and identify unusual or excessive consumption.
- Ensure emergency/critical items are readily available as per hospital requirements.

E. Stock Verification & Control
- Conduct periodic physical stock audits and submit reconciliation reports.
- Maintain proper records of stock adjustments with approval.
- Track high-value, critical, controlled, and fast-moving items separately where required.
- Prepare expiry/near-expiry and non-moving stock reports periodically.
- Coordinate with Finance/Accounts for reconciliation of purchase and stock records.
- Ensure no unauthorized removal or issue of store materials.

F. Documentation & MIS

Maintain and submit

- Daily/monthly stock reports.
- Purchase and consumption reports.
- Minimum/reorder-level reports.
- Near-expiry/expired stock reports.
- Slow-moving/non-moving inventory reports.
- Vendor performance records.
- Purchase order and GRN records.
- Stock verification and reconciliation reports.
- Department-wise consumption reports.

1. VENDOR MANAGEMENT

- Maintain professional relationships with approved suppliers.
- Follow up regularly for pending purchase orders and delayed deliveries.
- Evaluate vendor performance based on quality, price, delivery time, service, and compliance.
- Escalate repeated quality issues, delays, or non-compliance to management.




- Ensure no unauthorized vendor or purchase is used without approval.

1. COORDINATION WITH HOSPITAL DEPARTMENTS

The Store In-Charge shall coordinate closely with:
- Nursing Department
- OT
- ICU/Emergency
- Pharmacy
- Laboratory
- Radiology/Diagnostics
- Housekeeping
- Maintenance
- Administration
- Accounts/Finance

to ensure timely availability of required materials and proper inventory planning.
1. QUALIFICATION & EXPERIENCE

- Graduate in any discipline; B.Com/BBA/Supply Chain/Material Management preferred.
- Diploma/Degree in Stores, Purchase, Inventory or Supply Chain Management will be an advantage.
- 2–5 years of relevant experience, preferably in hospital stores/procurement.
- Working knowledge of hospital consumables, surgical items, stationery, housekeeping materials, and general hospital supplies preferred.
- Experience with HMS/ERP inventory modules and MS Excel will be preferred.

1. REQUIRED SKILLS

- Strong inventory and stock-control skills.
- Positive knowledge of procurement and purchase procedures.
- Vendor negotiation and follow-up skills.
- Good numerical and analytical ability.
- Proficiency in MS Excel and inventory/ERP software.
- Strong documentation and record-maintenance skills.
- Attention to detail and accuracy.
- Ability to identify discrepancies and prevent inventory losses.
- Good communication and coordination skills.
- Ability to work under pressure and manage urgent requirements.

1. KEY PERFORMANCE INDICATORS (KPIs)

- Zero/Minimum stock-outs of critical items.
- Accuracy of physical stock versus system records.
- Timely procurement and replenishment.
- Reduction in expired, damaged, slow-moving and excess inventory.
- Purchase cost optimization.
- Timely processing of purchase requirements.
- Vendor delivery and service performance.
- Timely completion of stock verification.
- Accuracy and completeness of store documentation.
- Compliance with hospital inventory and procurement policies.

1. ACCOUNTABILITY

The Store In-Charge shall be responsible for the safe custody, accurate accounting, timely procurement, proper storage, controlled issue, and effective utilization of all materials under the hospital stores, and shall ensure that adequate stock is maintained without unnecessary overstocking or wastage. Pay: ₹20,000.00 - ₹30,000.00 per month

Work Location: In person

📌 Store Manager (Zirakpur)
🏢 Trinity Hospital u0026 Medical Research Institute
📍 Zirakpur