Senior Pharmacy Clerk (Procurement and Medicine Systems Grade NHS AfC: Band 3 Contract Permanent Hours Full time - 37.5 hours per week Job ref 297-7998932
Salary: £25,760 - £27,476 per annum
Job overview
The Pharmacy department at the Queen Elizabeth Hospital is looking to recruit a highly motivated, enthusiastic, skilled and experienced administration clerk to contribute to the delivery of our Pharmacy service focused on getting the best out of medicines for patients.
Detailed job description and main responsibilities
* Support the financial and administration management of the Pharmacy Department and the Trust by providing a range of administration duties relating to the procurement of pharmaceutical and non-pharmaceutical stock.
* Order pharmaceutical and non-pharmaceutical products to ensure adequate and economical stocks are maintained, using own judgement to determine criteria including supplier selection, the urgency of supply, minimum order values and contract adherence.
* Order medical gases, invoice and charge delivered gases to appropriate cost centres, in a timely manner.
* Verify all invoices received by the Pharmacy department by various methods, Electronic Data Interchange (Powergate), email or post, before onward transmission to the finance department for payment, complying with Public Sector Payments Policy.
* Assist with the processing of Home Care prescription orders, invoices and maintain data base.
* Contact suppliers/wholesalers to facilitate the fast and efficient delivery of goods, investigate and resolve any incorrect receipts & subsequent returns, invoice queries, negotiate and action credits due when necessary.
* Liaise with Finance Team to ensure correct and timely payment of accounts and invoices.
* Utilise Electronic Data Interchange system (Powergate) within scope of own knowledge to match products and order correct items.
* Identify and communicate any supply chain issues or shortages to Lead Pharmacy Technician.
* Regularly check goods ordered and not received report and chase any outstanding orders.
* Review & action monthly statements from companies/wholesalers (via wholesaler web portals) against information on JAC and investigate and settle any discrepancies.
* Bring to the attention of the Lead Pharmacy Technicians any discrepancies (both financial and physical) or account problems.
* Maintain accurate computerised records of purchase orders, invoices and credits, provide reports and analysis when required.
* Systematically and regularly maintain all procurement paper and electronically stored records in accordance with Record Management Policy.
* Provide holiday and absence cover for other procurement team members.
* Undertake any relevant administrative office duties such as filing, photocopying, post, answering the telephone.
* Maintain a safe working environment, reporting hazards/accidents promptly.
* Undertake any other duties applicable to post/grade as required.
* Follow Trust Policies and Guideline and Departmental Standard Operating Procedures.
Qualifications
* GSCE (or equivalent) grade A-C or 9-4 in Maths and English.
* NVQ Level 3 (or equivalent) in Business and Administration or equivalent, or by demonstration of experience, knowledge and skills at this level relevant to these qualifications.
Skills
* Proven verbal and written communication skills.
* Ability to work well within various teams or work alone using initiative.
* Excellent IT and keyboard skills.
* Ability to plan and prioritise own work and supervise/train others in a clear and organised way.
* Ability to deal confidentially with staff/public.
* Able to use a keyboard for large part of the day.
* Adaptable to change.
* Proactive in developing new ways of working.
Experience
* Previous experience working in an office environment.
* Numerate and able to analyse / present data.
* Keyboard skills / IT packages / MS Office.
* Experience of carrying out a wide range of admin duties.
* Knowledge of Data Protection Act 1998.
* Working with Pharmacy / ordering systems.
* Understanding of supply chain preferably in healthcare setting.
* Experience of processing financial transactions such as orders and invoices.
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.
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