JOB DESCRIPTION – HEAD OF STORES

Position: Head – Stores

Location: Sir H N Reliance Foundation Hospital, Charni Road

Reporting: HOD Supply Chain

1. Job Purpose

The Head of Stores will lead end‑to‑end stores and inventory operations for the hospital, ensuring uninterrupted availability of all clinical and non‑clinical materials while driving high standards of compliance, cost‑efficiency, and quality. The role acts as the primary interface between Operations, Clinical Departments, Procurement, Finance, and Supply Chain to ensure zero stock‑outs, optimized inventory, streamlined workflows, and adherence to all statutory and accreditation requirements.

2. Key Responsibilities

A. Service Delivery

• Develop and implement the hospital’s stores strategy, ensuring robust systems for receipt, inspection, quality clearance, storage, preservation, binning, and issuance of materials.
• Ensure seamless stores operations to support all clinical specialties, diagnostics, surgical services, ICU, emergency, and support functions.
• Maintain strict adherence to departmental SOPs, hospital policies, and external regulatory standards.
• Manage liquidation, disposal, and return processes for surplus, obsolete, and near‑expiry materials.
• Maintain accurate MIS dashboards, periodic inventory reports, consumption analytics, and stock movement summaries for management review.
• Ensure compliance with safety standards, temperature‑controlled storage (cold chain), hazardous and HAZMAT storage, and biomedical safety norms.
• Resolve operational issues promptly through proactive coordination with end‑users and cross‑functional teams.

B. Growth & Operational Excellence

• Scale store operations to support new specialties, new units, expansions, and satellite clinics.
• Ensure uninterrupted availability and timely delivery of materials to clinical departments for maximum internal customer satisfaction.
• Drive continuous improvement in stores processes through automation, digitization, and optimization of workflows.
• Evaluate and implement innovative technologies in hospital supply chain—barcode systems, RFID, RPA, automated replenishment, cycle‑counting tools, etc.

C. Quality & Compliance

• Ensure adherence to all protocols of NABH/NABL/JCI and any other accreditation or statutory bodies.
• Participate in internal and external QA/QC audits and ensure timely closure of non‑conformities.
• Monitor quality issues and collaborate with Procurement/Vendors to address rejections, replacements, recalls, and complaints.
• Drive implementation of quality initiatives across stores, promoting a culture of safety and continuous improvement.

D. Finance & Cost Optimization

• Drive inventory optimization through ABC analysis, FSN classification, min‑max planning, demand forecasting, and consumption analytics.
• Monitor budget adherence and enable cost reduction through improved efficiency, reduced wastage, and better utilization.
• Ensure return‑to‑vendor, near‑expiry management, credit notes, and material adjustments are timely executed.
• Track losses due to non‑availability, shelf‑life expiry, write‑offs, and implement corrective actions.

E. People Leadership

• Lead, develop, and mentor a 15 to 20-member team of store executives, assistants, and contract staff.
• Set performance goals, drive accountability, and monitor competency development.
• Build a culture of service excellence, discipline, and accuracy in store operations.
• Implement training programs to upskill teams on HIS/SAP, safety protocols, cold chain management, and inventory tools. 

F. Innovation, Digitalization & Research

• Identify opportunities for process automation and recommend technology adoption to enhance efficiency.
• Participate in hospital‑wide innovation or research projects related to material management, digital health, or supply chain optimization.
• Stay updated with developments in hospital supply chain, medical technologies, and global logistics best practices. 

Technical Competencies

• Advanced knowledge of inventory management, warehousing, and cold‑chain handling
• Expertise in HIS, ERP, SAP, barcode/RFID systems
• Understanding of material criticality, sterility requirements, consumable shelf life, toxic & fragile goods handling
• Knowledge of HSEF guidelines, statutory requirements, and audit processes
• Strong analytical, planning, and cross‑functional collaboration skills

4. Education & Experience

Educational Qualification

Required: Graduation with PG in Materials Management

Preferred: Quality Certification if any

Experience

Required: 15+ years’ experience, with min 10 years in hospital / healthcare sector

Preferred: Knowledge about dealing with radioactive hazardous materials