Job overview
We are seeking a detail-oriented Pharmacy Procurement Administrator to join our team. This role is pivotal in supporting the efficient management of pharmaceutical invoicing and Homecare medicine services across the Trust. You will be responsible for processing invoices and credit notes, reconciling supplier statements, resolving pricing and delivery queries, and maintaining accurate databases using systems such as WellSky and Powergate EDI.
The position also involves providing administrative support to the Procurement and Homecare teams, managing filing systems for audit compliance, and assisting with meeting documentation. Strong organisational skills, accuracy, and the ability to prioritise workloads to meet deadlines are essential.
This is an excellent opportunity for someone who thrives in a fast-paced environment and values teamwork, precision, and patient-focused service.
Main duties of the job
1. Accurately process pharmaceutical invoices and credit notes using the pharmacy stock control system (WellSky) in line with departmental policies.
2. Reconcile supplier statements, resolve invoice queries promptly, and liaise with Finance to ensure smooth account management.
3. Maintain and update databases for Homecare medicines, ensuring accurate and timely data capture.
4. Provide administrative support to the Pharmacy Procurement and Homecare teams, including filing, document management, and meeting minutes.
5. Assist with electronic invoice reconciliation through the Powergate EDI system.
6. Handle incoming post, telephone queries, and general enquiries professionally.
7. Prioritise workload to meet invoicing deadlines and comply with Trust Standing Financial Instructions.
8. Support audit readiness by maintaining organised and accessible documentation.
Working for our organisation
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
Our values
We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.
Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job
Detailed job description and main responsibilities
The Job Description and Person Specification are attached to this job, please review for the full details and responsibilities
1. To check invoices and credit notes for accuracy, process them through the pharmacy computer system as per departmental policy.
2. To check supplier statements for account reconciliation and request copy documents when appropriate.
3. To resolve any invoice queries arising from incorrect prices or delivery quantities in a prompt and efficient manner in accordance with Procurement Office procedures and timelines.
4. To liaise with the Finance Department concerning resolving problems with accounts creditors.
5. To provide support of the Pharmacy Procurement Team and Homecare Team in times of staff leave and absence.
Person specification
Qualifications
Essential criteria
9. English and Mathematics GCSE or Equivalent
Experience
Essential criteria
10. Experience of working to deadlines
11. Experience of data inputting
12. Experience of working with computer programs including basic Microsoft office packages
Desirable criteria
13. Experience of accounting / book keeping systems
Knowledge
Essential criteria
14. Understanding of the need for confidentiality awareness at all times
Desirable criteria
15. Knowledge of office procedures
16. Knowledge of the NHS
17. Awareness of medicine names
Personal Skills
Essential criteria
18. Standard keyboard skills
19. Accurate at inputting data
20. Problem-solving skills
Other
Essential criteria
21. Good written and verbal communication skills.
22. Good telephone manner
23. Willing to undertake in-house training on pharmacy computer and automated commerce systems
24. Able to cope with an occasional requirement for light physical effort
25. Able to spend most of the day inputting data accurately into computer
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.