Main area Pharmacy Grade Band 3 Contract Permanent Hours Full time - 37.5 hours per week (Monday - Friday) Job ref 151-SL0473
Employer Frimley Health NHS Foundation Trust Employer type NHS Site Frimley Park Hospital Town Frimley Salary £26,240 - £27,928 per annum incl HCAS Salary period Yearly Closing 15/10/2025 23:59
Pharmacy Purchasing and Invoicing Assistant
Band 3
Job overview
An exciting opportunity has arisen for a committed and motivated individual to join our busy Pharmacy team as a Purchasing and Invoicing Assistant.
We are looking for someone with excellent organisational and communication skills who can work accurately under pressure and to tight deadlines. You will play an important role in supporting our pharmacy assistants and procurement staff in the efficient processing of orders, invoices, and credits to ensure the smooth running of our service.
You will need to be computer literate, with strong attention to detail and a proactive approach to problem-solving. Previous experience in finance, purchasing, accounts, or stock control would be an advantage, although full training will be provided.
Main duties of the job
Placing orders with suppliers using the Trust’s E-Procurement platform
Validating and processing invoices for payment
Chasing credits and overdue goods with suppliers
Processing off-contract claims in line with departmental policy
Responding to and resolving ad-hoc queries from suppliers and internal teams
Supporting the pharmacy office team with general administrative duties as required
Working for our organisation
Frimley Health NHS Foundation Trust is committed to being an inclusive and disability confident employer and has been awarded the Gold for the Armed Forces Employment Recognition Scheme. We provide first class development opportunities for all staff and have a wide range of professional, management and leadership, and clinical skills training available.
Here at Frimley Health NHS Foundation Trust, we know how important it is to have a healthy work life balance; this benefits not only individuals but the patients we care for too.
We encourage applications from people who wish to work on a flexible basis, recognising that flexibility may mean a range of different working patterns and hours, we do our utmost to work with our staff to meet their needs and the needs of our service and its users.
Detailed job description and main responsibilities
* To participate in the smooth operation of the Trust’s Accounts Payable function in accordance with Trust procedures, good creditor payments practice and NHS payments policy
* To ensure that all invoices and credits are processed efficiently and accurately and are consistent with goods received or returned on the pharmacy computer system.
* To resolve discrepancies as appropriate in accordance with Standard Operating Procedures, referencing contract prices where applicable, using the CMU Contract File as reference.
* To produce, process and authorise invoices, off-contract claims and credits and forward completed paperwork to the Accounts Department in accordance with the suppliers’ terms and conditions of payment.
* To contact creditors for invoice queries and suppliers regarding overdue deliveries.
* To release orders from the computer system and transmit by appropriate method, under the direction of the Purchasing Manager, or his/her deputy, in accordance with pre-determined schedules.
For more information please see attached job description and person specification
Person specification
Qualifications
* Educated to GCSE or equivalent to include Maths and English.
* NVQ Level 3 or equivalent experience in related subject, such as finance/accounts, purchasing or stock control.
Experience
* Experience of working in a team environment.
* Understanding the importance of stock control.
* Hospital pharmacy experience
* Electronic processing of orders & reconciliation of invoices and credits
* Knowledge of Pharmaceuticals.
* Computerised stock control.
* Previous experience in procurement and/or accounts related role.
Skills & Knowledge
* Understanding of SFI's
* Knowledge of invoicing principles
* IT competency in Word and Excel with accuracy and speed
* Understanding of NHS Finance
* Knowledge of pharmacy IT purchasing systems
* Good written and verbal communication
* Knowledge of hospital pharmacy
Frimley Health NHS Foundation Trust (FHFT) is proud of its strong reputation, record of achievement and ambition for the future. We serve a population of over 900,000 people across Berkshire, Hampshire, Surrey and South Buckinghamshire, and remain committed to improving the health and wellbeing of our communities.
Our new organisational strategy – FHFT 2030 – sets out our ambition to be the best place to receive care and the best place to work in the NHS. Underpinned by our Trust values – Committed to Excellence, Working Together, Facing the Future, and being a modern, compassionate, Healthcare Organisation – we are creating a culture where our people can thrive and patients always come first.
We continue to invest heavily in our services and facilities. This includes the development of a new hospital at Frimley Park, major expansion of diagnostics and inpatient capacity, and the continued transformation of services across our sites. We have already delivered a brand-new £100m state-of-the-art Heatherwood Hospital, a £49m Emergency Assessment Centre at Wexham Park, and a £10m upgrade to maternity services.
We are also committed to sustainability and the NHS Net Zero ambition. Our new hospital and estate developments are being designed to be environmentally responsible, energy efficient, and future-proofed, featuring on-site renewables energy and intelligent energy systems. Through our green plan, we are embedding sustainable practices across all areas of care and operations, ensuring we reduce our environmental impact while improving population health and wellbeing. Our staff are key to helps us deliver on our ambition and to ensure sustainability is a core component of care delivery and our operations.
Alongside estates’ investments, we are embedding a strong focus on digital innovation and quality improvement. Our electronic patient record (Epic), launched in 2024, is already enabling safer, more connected, and more effective care for patients, while giving staff the tools they need to do their best work. Our electronic patient record also supports safe and effective digitised care pathways, savings time and carbon, whilst delivering excellent quality of care.
Everything we do is guided by our values, shaping how we care for patients, support colleagues, and build a sustainable future for healthcare together.
Employer certification / accreditation badges
Application numbers
This vacancy may close early if it receives a high number of applications. We would advise that you complete and submit your application in good time to avoid disappointment.
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