Orthopaedic Loan Set Co-ordinator | West Rand at Salesworx Recruitment (Pty) Ltd

Job Description

• Responsible for the end-to-end management, tracking, and preparation of specialized orthopaedic surgical instruments and implants.
• Ensure that the correct, sterile equipment is delivered to operating theatres on time for specific surgeries, such as spine, hip, or knee procedures.

Core Responsibilities and Duties

• Loan Set Coordination & Scheduling: Liaise with sales representatives, and hospital theatre teams to schedule inbound and outbound loan kits based on surgical needs.
• Inventory Tracking & Stock Management: Manage the movement of loan sets and consignment implants (including demo kits) between sales representatives and hospitals. This involves maintaining stock records, tracking deliveries, and coordinating returns. Participate in Annual/Cyclic stock taking counts.
• Documentation and Accuracy: Verify that all instruments in a set match the checklist before dispatch. Ensure that all documentation is accurate, including packing lists, tray lists, and sterile records.
• Sterile Services Liaison (CSSD): Prepare instrument sets for decontamination (cleaning and checking), and ensure instruments are processed in accordance with infection control standards.
• Logistics & Delivery: Coordinate customer bookings, courier bookings, track deliveries and deliver to the hospital CSSD or operating rooms, and manage the collection of sets post-surgery.
• Case Planning & Reporting: Participate in case planning by ensuring necessary sets are on site and alerting the orthopaedic team to potential stock shortages.
• Quality Control & Compliance: Perform functional checks on instruments (e.g., checking that drill bits are sharp, mechanics are working, and instruments are clean). Adhere to safety, health, and infection control standards.
• Administrative Tasks: Manage administrative duties, including vehicle inspection records for company and couriers’ vehicles, recording daily activities, and answering phone inquiries.
• Availability: The position requires 24/7 availability and communication when on duty due to the requirements and demands of the orthopaedic trauma market.

Requirements

Key Requirements for the Role

• Minimum of 5 years’ experience in medical devices, theatre loan sets, or inventory management.
• Proficiency in computer systems (MS Excel, Word, Outlook).
• Experience on Pastel System or similar
• Strong attention to detail.
• Ability to work neatly.
• Strong planning, prioritisation, time management and problem-solving skills with the ability to meet tight deadlines.
• Valid Driver’s License

Incidental Duties:

• The above statements describe the general nature and level of work being performed in this job. They are not intended to be an exhaustive list of all duties, and indeed additional responsibilities may be assigned, as required, by management.

Desirable

• Team/Shift Leader Experience
• Logistics Manager Experience
• Fleet management experience