Pharmacy Procurement Officer

Job overview

The post holder will:

• Make an effective contribution to reaching the Trust’s vision, strategic objectives and key work programmes.
• Ensure Invoice processing is kept up to date and to contribute improvement ideas towards existing processes and procedures where possible.
• Support Dispensary by taking part in late night and weekend rota
• Support Distribution on an adhoc basis where required, with day-to-day operation

Main duties of the job

• To support the Pharmacy Business Team in meeting the team objectives to: maintain sufficient medicines stockholding by ordering medicines and chasing suppliers for out of stock lines.
• Endeavour to pay invoices within 30 days, and ensure invoice prices are correct
• Provide administrative support for Tariff Excluded Drugs Funding Requests
• Manage invoices for Insulin Pumps and Medical Gas Cylinders
• Raise monthly sales invoices for customers with Service Level Agreements
• Participate in the dispensary late night rota

Detailed job description and main responsibilities

Information and reporting

• Using Ascribe, prepare accurate detailed monthly sales reports for pharmacy customers
• Raise invoice requisitions for monthly sales using templates via Trust finance team

Training

• Responsible for training Business Administrators and other staff including rotational students as required in regard to purchasing and Business Administrators duties.
• Creating comprehensive training plans with the Business Manager and leading on training of Pre-Registration Pharmacy Technicians and Pre-Registration Pharmacists on rotation with the business team.

Procurement, Purchasing and Invoice Payment

• To sign off purchase orders for medicines, with a limit of £5000
• To manage BOC medical gases account, ensuring biweekly order is placed and liaising with clinical staff outside of Pharmacy to ensure continuity of supply.
• Using Ascribe and PowerGate systems process pharmaceuticals orders twice daily within cut-off times from order sheets, which are used by both Dispensary and Distribution. for from two systems: Ascribe system (EMIS Health Pharmacy) and PowerGate according to the request sheets from the Dispensary and Distribution teams.
• Assess and process off contract claim requests from suppliers maintaining an accurate detailed electronic record or claimed and outstanding.
• To facilitate robust communication between the Procurement team and other departments within Pharmacy to ensure any stock shortages are dealt with in a timely manner.
• To be responsible for undertaking weekly review of all “To Follows” across Dispensary, Distribution files and Ascribe records, expedite information from suppliers regarding outstanding orders.
• To investigate invoice queries with suppliers, including investigating charges for goods which have not been received and incorrect invoice details.
• To negotiate settlement of disputed invoices with suppliers and to keep the Pharmacy Business Manager informed of long-term unresolved invoices.

Dispensary

• To dispense all types of prescriptions and inpatient orders, (including Controlled drugs and extemporaneous preparations, unlicensed medication), presented to the Pharmacy from wards & departments at the base hospital and the outside hospitals in accordance with departmental procedures
• To maintain accurate stock levels and undertake regular stock takes of Controlled drugs in the dispensary including accuracy of computer and register entries according to departmental procedures.
• To assist in the management of stock control in the dispensary for drugs, containers and other support items.
• To ensure that ‘to follows’ and special orders are processed
• To organise and prioritise work so that all prescriptions are completed in timely manner in respect of urgency and transport deadlines
• To assist with duties relevant to the post as deemed necessary by the Dispensary Team Leader / Deputy.
• To participate in the dispensary rota
• To ensure ePACT FP10(HP) forms are issued correctly and according to protocol.
• To help ensure that medication is supplied in accordance with Drug and Therapeutics committee

Distribution

• To assist in the supply of medication and feeds to all wards and departments served by the Pharmacy to include: All wards and departments within the Trust
• All wards and departments within the Trust
• To receive goods into the Pharmacy computer system.
• To raise paperwork for goods for return to suppliers where there are discrepancies or damaged goods, and ensure Purchasing staff are informed.
• Identifying excess stock and non- stock items and returning them to Pharmacy for credit.
• To be responsible for ensuring that designated storage areas and corridors are tidy and safe in accordance with Health, Safety and Fire regulations.

General responsibilities

• To assist in the training of junior staff and act as a practice supervisor and the induction of new staff.
• To provide holiday and absence cover for the Business Administrators.
• To provide drug cost information to trust staff upon request from the Chief Pharmacist and deputies, Pharmacy Business Manager or the Procurement Manager.
• To ensure that all activities carried out in the department follow Standard Operational Procedures (SOPs) and to assist in the maintenance and review of procedures, batch records and labelling
• To be responsible for the ordering and accurate stock control of medicinal products, equipment, sundries, etc. To develop, maintain.
• To manage product defect, recall and caution notifications relating to medicines
• To identify areas for audit and undertake audit to maximise efficiency, minimise risk and promote best practice.
• To take part in late night, weekend and Bank holiday rotas
• All pharmacy staff must show confidentiality with regard to any information about patients, confidential information about the Trust and commercial information (e.g. drug prices).
• All work will be carried out in accordance with relevant laws, the guidance of the General Pharmaceutical Council of Great Britain, Trust procedures and standards of professional practice.