Administrative Assistant, Medicines Finance

Job overview

At King's College Hospital, our Pharmacy Service is highly respected and our staff work closely with multi-disciplinary teams. We are patient-centred and progressive. Provision of support and training to progress personal and professional development is of utmost importance to us. If you would like to be part of a successful, passionate, high-profile service, where the most important aspect is to ensure best quality patient care, we may have a job for you.

We have an exciting opportunity for a Pharmacy Administrative Assistant to join the Medicines Finance Team. With over 12000 patients accessing homecare services at King’s College Hospital, this is an opportunity to join a progressive and expanding team. Working with our clinicians and the Pharmacy Homecare Team, you will be responsible for ensuring a smooth transition of care between hospital and homecare medicines services.

Main duties of the job

As our Administrative Assistant, Medicines Finance, you will:

• Act as the first point of contact for the Medicines Finance Team, handling telephone calls and enquiries from patients, GPs, clinicians and staff with professionalism and discretion
• Manage the Homecare database, ensuring patient demographic details are accurate and kept up to date
• Carry out invoice matching using Epic, identifying discrepancies between contracted drug prices and invoiced amounts, and liaising with Homecare providers and the finance team to resolve queries and secure credit notes where needed
• Maintain the full administrative journey for patients on the Homecare service, including registration, prescription processing, suspension, reinstatement and discontinuation
• Organise and maintain filing systems and records for Homecare services, ensuring accurate data input and retrieval
• Support non-clinical aspects of audit work and help develop improved administrative procedures
• Liaise with the wider multidisciplinary team, including clinical nurse specialists, consultants and pharmacy colleagues
• Maintain strict confidentiality when handling sensitive patient and staff information

Detailed job description and main responsibilities

The post holder will assist in coordinating the day-to-day activities of the pharmacy Medicines Finance Team (MFT), ensuring that all administrative duties relating to medicines delivered via Homecare are carried out in line with Trust and departmental policies and procedures.

You will be responsible for managing the Homecare database, scanning and emailing prescriptions to Homecare providers, dealing with provider queries, and reconciling invoices. Excellent time management and planning skills are essential, as the role involves juggling a variety of ad hoc demands while providing reliable administrative support to the team.

Key responsibilities include:

• Checking and maintaining accurate patient demographic details (address, postcode, GP, date of birth etc.), making corrections promptly where needed
• Acting as first point of contact for the service, responding to telephone calls and enquiries efficiently and with sensitivity — including calls from patients, relatives, GPs, clinicians, students, and nursing and administrative staff
• Identifying discrepancies between contracted drug prices and Homecare provider invoices
• Carrying out invoice matching using Epic, and maintaining accurate records and storage of invoices
• Liaising with Homecare providers, the finance team and pharmaceutical companies to secure credit notes where invoicing errors are identified
• Verifying that invoices relate to King's patients by cross-checking against the Trust's electronic patient record system
• Supporting the non-clinical aspects of audit work
• Organising and maintaining MFT filing systems for Homecare services, and ensuring accurate input, retrieval and distribution of information
• Managing the full administrative lifecycle for patients receiving Homecare medications — registration, suspension, reinstatement and discontinuation — including liaison with Homecare providers to resolve patient queries
• Maintaining strict confidentiality at all times when handling sensitive patient and staff information
• Liaising with the multidisciplinary team, including clinical nurse specialists, consultants and pharmacy colleagues
• Following departmental policies and contributing proactively to the development of procedures that improve the quality of administrative services
• Ensuring an audit trail is maintained for the receipt and delivery of all Homecare medicines and services

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.