Advanced Assistant Technical Officer - Procurement

Job overview

We have an exciting opportunity for a proactive Pharmacy Assistant with experience in medicines procurement to join our Pharmacy Procurement Team.

In this key role, you will work closely with the Deputy Lead Technician, and play a vital part in ensuring that medicines are purchased safely, efficiently, and in line with best value principles for all LUHFT sites and LWH.

Your contribution will directly support the safe and effective supply of medicines across both Trusts, helping to ensure continuity of patient care.

You must possess excellent organisational skills to undertake this role: You must be able to work accurately, have a good eye for detail, be able to prioritise your workload, meet deadlines and be committed to the delivery of high standards in a patient focused service. Experience of working in a purchasing role within a Pharmacy department is desirable, as is an excellent working knowledge of pharmacy purchasing processes.

This role is open to Pharmacy Assistants with CIPS Level 3 or a willingness to work towards NVQ3 CIPS as an apprenticeship (Annex 21).  Applicants must have an NVQ2 qualification in Pharmacy services or equivalent to be considered.

Main duties of the job

• Supervise Pharmacy Purchasing and Invoicing across all LUHFT and LWH sites. Provide support and deputise for the Deputy Technical Services Manager for Purchasing as required.
• Manage the release of orders, taking account of contracts, lead times, buying agreements, specialist/consumer needs and any other relevant factors to ensure all goods are of appropriate quality and are obtained in a timely manner and at the most cost effective price.
• Participate in ensuring the Pharmacy stock control system and Electronic Data Interchange (EDI) are kept up to date with the latest information regarding Commercial Medicines Unit (CMU) pharmacy contracts.
• Monitor current and forecasted supply disruptions, escalating issues to the Deputy Technical Services Manager for Purchasing as appropriate.
• Co-operate with all pharmacy staff in providing and developing an efficient and comprehensive pharmaceutical service for patients of Liverpool University Hospitals Foundation Trust

Note: The role is currently based at the Aintree Hospital site, however this may be subject to change in future.

Detailed job description and main responsibilities

• Ensure all Standard Operating Procedures for the Purchasing and Invoicing of goods are adhered to. Support staff training and ensure training records are completed and up to date.
• Supervise the daily workload of the purchasing and invoicing department including allocation of tasks to purchasing and invoicing staff.
• Attend relevant Pharmacy staff meetings on a regular basis and to co-operate with the Chief Pharmacist regarding the strategic development of the Pharmacy Purchasing service.
• Liaise with other Pharmacy purchasing staff in relation to initiating orders for stock items and other special items, directing and prioritising when needed.
• Operate the Electronic Data Interchange (EDI) to facilitate electronic purchasing of pharmaceuticals from pharmaceutical suppliers.
• Participate in maintaining the correct details for CMU regional contracts in the pharmacy stock control system. Ensure the pharmacy system is up to date with the correct supplier details and that EDI codes are updated as appropriate.
• Monitor the purchasing team email inbox and respond to queries from staff at Liverpool University Hospitals Foundation Trust regarding stock supply, lead times, supply issues and provide advice on the procurement of medicines for the trust.
• Liaise with relevant trust staff regarding medical gas stocks for the trust. Responsible for placing orders and follow up of delivery issues on behalf of the trust. Escalate issues to the Deputy Technical Services Manager for Purchasing and/or the Stores Manager when necessary.
• Manage any standing order arrangements with suppliers and be responsible for ensuring call off orders are requested and processed in line with agreed schedule. Responsible for liaising with relevant Pharmacy teams to ensure expired or completed standing orders are still required before renewing any standing order requests.
• Facilitate the transfer of medicines between Trust sites when required, organise suitable transport arrangements and ensure the pharmacy stock control system is updated accordingly.
• Support medicines related Cost Improvement Programmes by ensuring any cost savings made through medicine purchases are reported appropriately.
• Collect data on ‘off-contract’ spend and report value of off contract claims on a monthly basis to the Deputy Technical Services Manager for Purchasing. Raise off contract claims against contract holders where appropriate. Ensure claim submissions are processed in line with the CMU terms and conditions.
• Report ad hoc ‘off-contract’ ordering to the Deputy Technical Services Manager for Purchasing to support the monthly completion of Exend+ data (for external benchmarking and regional purchasing data)
• Support the Invoicing team when dealing with complex invoice discrepancies. Advise and direct the team when necessary as well as provide supporting documentation to ensure disputes with suppliers are resolved favourably to the trust when not at fault.
• Generate and analyse reports using the pharmacy system to identify outstanding orders. Contact suppliers to obtain up to date information regarding delivery dates.
• Communicate with a wide range of healthcare professionals, external wholesalers and suppliers on a wide range of issues relating to medicines supply. This may include information around contracts or invoices as well as stock shortages and issues.
• Assist with updating the Stock Manager portal with up-to-date information relating to stock shortages across the trust.
• Action recommendations from the Deputy Technical Services Manager for Purchasing and/or Directorate Pharmacists to manage stock issues.
• Communicate key medicine shortages effectively.
• Participate in actions relating to medicine recalls of all classes when required.
• Ensure relevant documentation relating to Unlicensed medicines is obtained from suppliers and retained in accordance with the Unlicensed medicines policy.
• Participate in ensuring the pharmacy computer system is operated effectively, automatic reordering levels are acceptable and efficient and stock levels are correct. To liaise with the Pharmacy IM&T Manager / EPMA team when required.
• Locate supplies of medicines in other hospitals, pharmaceutical manufacturers or wholesalers if required in an emergency.
• When required, provide a service outside normal working hours for emergencies.
• Undertake appropriate training courses and encourage other staff to undertake further training.
• Work flexibly between sites, including acting as the onsite supervisor at the Pharmacy offsite store when required. Responsible for being a key-holder for the store and ensuring security of the site and staff, as well as opening and locking up the store.
• Participate and co-operate with weekend, bank holiday, statutory holiday, early morning and evening services as per departmental arrangements.
• Support the Technical Services Managers across the trust with recruitment by participating in interview panels when required.
• Support equality and promote diversity.