We are seeking a highly motivated and experienced Dispensary Manager to oversee daily operations within our two practice dispensaries. The ideal candidate will possess strong leadership qualities, excellent organisational skills, and a comprehensive understanding of dispensary/pharmacy management. This role involves managing staff, ensuring compliance with regulations, and delivering exceptional customer service to optimise the dispensarys performance. The Dispensary Manager will play a pivotal role in maintaining a professional, efficient, and welcoming environment for both staff and customers.
Main duties of the job
* Lead and supervise the dispensary team, ensuring all staff adhere to company policies and legal regulations
* Oversee daily operations including inventory management, sales transactions, and customer service standards
* Develop and implement strategies to maximise cost efficiencies
* Manage staff schedules, delegate tasks effectively, and monitor performance through regular feedback
* Ensure compliance with health, safety, and legal requirements related to the provision of medicinal products
* Maintain accurate records of transactions, inventory levels, and staff attendance using organisational tools
* Foster a positive team environment through training, mentorship, and professional development initiatives
* Handle customer queries professionally via phone or in person, demonstrating excellent phone etiquette and communication skills
* Analyse data to identify trends and opportunities for growth or improvement
* Coordinate with suppliers for stock replenishment whilst managing budgets efficiently
About us
Old Mill and Millgates Medical Practice, Poringland, Norfolk is a semi-rural dispensing practice whose patients (some 8,800) are cared for by nine, dedicated GPs in conjunction with a supportive, multidisciplinary team including two Paramedics, a Nurse Practitioner, experienced Practice Nurses and Health Care Assistants as well as excellent Secretarial and Ancillary Staff.
Our aim is to provide the highest standards of clinical care within the resources at our disposal and have an excellent reputation in the local community. Our main branch surgery in Poringland is a modern, state of the art building, large enough to accommodate our attached staff including Midwives, Mental Health Workers, Social Prescribers, First Contact Practitioners, and a Clinical Pharmacist.
We have first-rate training facilities and are a teaching practice currently teaching three years of medical students from the University of East Anglia.
Job responsibilities
This role offers an exciting opportunity for a dedicated professional eager to lead a dynamic team within the general practice dispensary sector. The successful candidate will be instrumental in delivering outstanding service while ensuring operational excellence.
Job responsibilities:
Safety aspects
* Ensure staff are competent and safe to practice.
* Ensure Dispensary practices are safe and in line with Standard Operating Procedures and current clinical guidelines.
* Ensure policies and procedures are up to date and available.
* Ensure that all medicines and appliances dispensed are checked against the prescription and whenever there is doubt about the appropriateness of the item, or about the dose or labelling instructions to check with the authorising doctor or duty doctor.
* Take prompt action in response to any drug alert bulletins that may be received from time to time. Record and report any untoward incidents, significant events, drug errors or any other issues of quality and risk immediately to the nominated partner.
* Ensure that drugs are stored in an appropriate manner in accordance with the accompanying instructions.
* Ensure that shelves and all work surfaces are regularly cleaned to maintain a high level of hygiene within the dispensary and that all dispensary equipment is kept clean and is in good working order.
* Ensure that refrigerated items are stored at the appropriate temperature and to maintain a temperature control record
Staff management
* Organising dispensary staff rotas and ensuring adequate staff cover at all times
* Training dispensary staff, including encouraging and organising attendance on relevant recognised courses
* Assisting the practice manager with the recruitment of dispensary staff
* Assisting the practice manager with disciplining dispensary staff
Business aspects
* Ensure team process all prescriptions within appropriate timescales.
* Order medication needed, and check off incoming medication.
* Ensure all invoices are forwarded onto the Practice Manager in a timely manner.
* Operate efficient stock control, appropriate to the needs of the practice
* Regularly review drug supplier deals and offers and change procurement where needed to ensure value for money and maximum profitability when purchasing stock.
* Hold responsibility for opening and closing the dispensary morning/evening and ensuring the dispensary is secure, even if this task is delegated.
* Communicate confidently and professionally over the telephone when dealing with patients, practice staff and partner organisations (other local pharmacies, hospitals, GP surgeries, suppliers and so on).
* Cover for annual leave and sickness as required.
* To undertake any other necessary work as may be required and appropriate to maintain a high standard and efficient dispensing service
Purchasing and stock control
* Ad hoc daily ordering of stock
* Weekly ordering of generic stock
* Weekly checking of price concessions and ordering as necessary
* Weekly checking of injectables held in the dispensary and ordering as necessary
* Ensuring goods are correctly delivered
* Checking monthly statements
* Maintain adequate stocks at main and branch surgeries, ensuring timely stock rotation
Drug company representatives
* Ad hoc liaison with drug company representatives
* Meet regularly with drug company representatives in order to ensure the best possible discount levels
* Analysis of drug discount schemes and ensuring both sites are signed up to each one
Destruction of drugs
* Daily: dealing with returned medication from patients
* Monthly: dealing with uncollected medication
* Quarterly: dealing with returned controlled drugs from patients for destruction
* Six monthly: dealing with out of date controlled drugs with the appropriate officer from the Health Authority for destruction
This job description is neither exhaustive nor exclusive and will be reviewed periodically in conjunction with the post holder. The post holder is required to carry out any duties that may reasonably be requested by the partners or the practice manager.
Person Specification
Qualifications
* NVQ level 2 in dispensary services/pharmacy services as a minimum
Experience
* Proven management experience within general practice or healthcare environments, with a focus on supervising teams
* Strong leadership qualities with the ability to motivate staff and foster teamwork
* Excellent organisational skills with keen attention to detail in merchandising and administrative tasks
* Effective communication skills both verbally and in writing; capable of maintaining professional phone etiquette
* Sound sales management skills with experience in budget management
* Proficiency in time management to prioritise tasks efficiently in a fast‑paced setting
* Demonstrated ability to handle administrative responsibilities accurately and confidentially
* Experience in managing stock levels, conducting audits, and implementing merchandising strategies
* Experience working in primary care or community pharmacy
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
#J-18808-Ljbffr