Senior Pharmacy Medicines and Distribution Officer

Job overview

The post holder will be responsible for the day-to-day purchasing operations within the Pharmacy Procurement team. They will possess the knowledge and experience required to work independently, while contributing effectively as part of the wider procurement team.

Key responsibilities include ordering essential medicines and supplies to prevent shortages, maintaining accurate “to-follow” lists for out-of-stock items, and organising workloads to ensure efficient service delivery. The role also involves acting as a super user for pharmacy robotic systems, troubleshooting errors, and supporting the training of colleagues.

The post holder will proactively follow up on overdue orders to ensure timely supply and maintain appropriate stock levels across the service.

This role requires a high degree of autonomy, along with strong communication skills and a good aptitude for information technology.

Main duties of the job

• To oversee and support the entire ordering process by ensuring that orders are raised, authorised and sent to appropriate companies.
• Ensure orders for specialised products are signed by the appropriate person prior to sending to the supplier.
• In response to urgent requests carry out the timely ordering of pharmaceuticals by communicating with companies and other NHS hospitals as appropriate.
• Negotiate with companies in relation to delivery charges surrounding urgent orders. Liaise with pharmacy and other hospital staff with reference to delivery of these goods.
• Accurately process stock file maintenance in conjunction with the principal pharmacy technician stores/purchasing/community to ensure that accurate information is displayed.
• To be responsible for the creating of new lines and suppliers onto the pharmacy system, supported by Specialist Pharmacy Technician – Procurement.

• On a regular basis examine all overdue items. By looking at stock levels and ordering profiles decide which items require further investigation and then chase these outstanding orders with wholesalers and suppliers. Discuss with suppliers expected delivery dates and any alternative arrangements. Communicate any out-of-stock products to pharmacy team when required.

Detailed job description and main responsibilities

• To authorise credits on the pharmacy system in response from goods being received incorrectly from companies.
• To plan and organise ensuring the maintenance of the pharmacy product records is competed in relation to all Medicines procurement and supply chain (MPSC) and locally agreed price agreements, choosing an appropriate supplier if required. To assist the Specialist Pharmacy Technician – Procurement in local negotiations with suppliers and wholesaler representatives as appropriate
• To contribute to the development and review of standard operating procedures.
• To assist in co-ordinating the re-call of medicines as per departmental procedure under direction from the Specialist Pharmacy Technician - Procurement.
• To support staff working in Receipt to ensure that any issues identified by them are solved and ensure correct processes are followed e.g. incorrect stock received, ensure the company are contacted and documentation is done correctly.
• To be an expert user for the robotic system where appropriate
• To ensure that all purchasing documentation is archived correctly and disposed of appropriately.

• To comply with the local and legal requirements related to the purchase, supply, use, safe custody and destruction of drugs with Pharmacy and in all other areas of the hospital.
• To ensure own actions contribute to the maintenance of a quality service provision

• In response to chasing outstanding orders, purchase products from alternative suppliers and where possible ensure that contract prices are adhered to.
• To deal with telephone queries within the procurement office and pharmacy stores if required.