Job Overview
To provide daily support to the Purchasing Manager in the operational running of the purchasing department.
This includes processing outstanding orders from suppliers, communicating accurate information on supply problems, investigating stock discrepancies, co-ordinating drug recalls and responding to urgent ad-hoc requests for medications from the pharmacy team.
Visa Sponsorship
This position is not eligible for Skilled Worker visa sponsorship. Applicants must already hold the right to work in the UK for the full duration of the contract.
Main duties of the job
To ensure adequate supplies of drugs and non-drugs are available to meet the needs of the service.
To manage the team of purchasing and invoicing assistants, including writing rotas, being actively involved in recruitment and selection, appraisals and reviewing annual leave requests.
To process outstanding orders from our suppliers and provide accurate information to our users on manufacturing/supply problems.
To investigate and correct any stock discrepancies.
To co-ordinate and process drug recalls.
To report minor product defects.
To be involved in the development and implementation of E-Procurement platform(s) for contract, ordering and invoicing purposes.
To respond to urgent requests on ad-hoc basis.
To authorise chemotherapy and parenteral nutrition orders on-line.
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.
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Detailed Job Description And Main Responsibilities
Work alongside Purchasing Manager on procurement of drugs and non-drugs.
Ensure adequate stock levels to meet service demand.
Process outstanding supplier orders.
Manage supply issues and inform users about shortages.
Investigate and correct stock discrepancies.
Implement waste-reduction strategies (e.g., expired stock management).
Coordinate drug recalls and report minor product defects.
Update purchasing contracts and maintain confidentiality.
Process contract amendments.
Perform invoice and credit reconciliation.
Investigate contract variance reports.
Liaise with suppliers and finance departments.
Maintain logs (transport, errors, off-contract claims).
Ensure audit-ready financial records.
Authorise chemotherapy and PN orders online.
Assist with receipts section problems.
Respond to urgent procurement queries.
Validate suppliers and customers.
Ensure legal and procedural compliance.
This job description is an indication of the type and range of tasks that are expected of the post holder, and other duties may be required, in line with the role and the banding. It will be reviewed and amended from time to time in consultation with the post holder to take account of changing organisational need.
Person specification
Qualifications
Essential criteria
Educated to GCSE or equivalent to include Maths and English.
Intermediate level skills in common MS Office software
Good understanding of accounts and ledgers
Desirable criteria
Formal purchasing qualification such as CIPS Certificate or Advanced Certificate
Experience
Essential criteria
Experience of receipt and issue of goods.
Experience of managing a team of staff including appraisal and performance management.
Experience of training and supervision.
Experience of purchasing environment, for example as a junior buyer / buyer or equivalent.
Experience of implementing contracts.
Experience of customer care.
Desirable criteria
Hospital or retail pharmacy Experience.
Experience of working with ecommerce solutions.
Experience of liaising with customers and suppliers.
Skills & knowledge
Essential criteria
Knowledge of stock control.
Manage ordering, invoicing and credit processes.
Able to follow laid down procedures.
Good verbal and written communication skills.
Numerate and literate.
Attention to detail.
Able to work as individual and as part of team.
Ability to prioritise personal and team objectives and delegate effectively.
Able to work calmly and effectively under pressure and to strict deadlines.
Good problem-solving skills and demonstrates a proactive attitude.
Implementation of change.
Delivery of customer requests within tight deadlines.
Approachable and able to motivate others.
Adaptable and flexible approach to work.
Excellent time management skills.
Desirable criteria
Logical and confident decision-making ability.
Working knowledge of Pharmacy systems such as Epic and Powergate.
Proactive attitude to work.
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.
Apply online now