Pharmacy Finance and Procurement Officer
The closing date is 04 June 2026.
An exciting opportunity has arisen for a suitably qualified, enthusiastic, motivated individual and team player to join our Pharmacy Procurement team.
Responsibilities
Work accurately and effectively within the busy Procurement Team. The main duties include:
* Ensuring the correct quantity of all medicines and associated products are ordered and stocked at the AH and WRH sites, using the Pharmacy computer system and in line with the Trust’s Standing Financial Instructions (SFIs) and NHS contracts and framework agreements to minimise transport and delivery costs.
* Resolving product availability issues for routine, non‑routine and urgent products, arranging emergency deliveries from other hospitals or suppliers.
* Processing and reconciling goods received, invoices and payments within required timetables, ensuring regulatory compliance with the Government prompt payment policy.
* Investigating and problem‑solving supplier and staff payment queries, pricing discrepancies, and arranging credit or refunds where appropriate.
* Managing returns to suppliers for damaged goods, recalls, or other reasons, and ensuring replacements or credits are received.
* Monitoring and actioning outstanding orders and invoices.
* Supporting contract changes and maintaining confidentiality of pricing agreements.
Additional duties (Key Duties):
* Place orders with external suppliers for medicines and associated products using the Pharmacy Computer System, following reorder quantities and minimums.
* Ensure orders comply with SFIs, CMU, HTE contracts and are signed by a pharmacist when required.
* Identify off‑contract claim opportunities and maintain confidentiality of pricing agreements.
* Anticipate supply problems, contact suppliers and liaise with pharmacists regarding urgency.
* Source alternative supplies for stock‑outs, liaise with suppliers for alternative pack sizes and brands.
* Assist in ensuring goods received are accurately recorded and correspond to signed orders.
* Work with pharmacy staff invoicing to resolve invoice discrepancies, liaise with suppliers and/or managers.
* Support the implementation of contract changes and contribute to development of the procurement service.
* Communicate with pharmaceutical wholesalers, manufacturers, home‑care companies and external agencies.
* Use keyboard continuously and perform general office duties with MS Office and other software.
General Duties:
* Use Pharmacy Computer System, finance systems and MS Office to produce reports (e.g., outstanding order and invoice reports).
* Undertake technical duties within the department, meeting required standards and completing competency‑based training.
* Participate in skills development reviews and personal development plans.
* Be expected to work on some weekends and bank holidays.
* Follow all SOPs, COSHH and health and safety requirements.
* Maintain accurate stock control and report unresolvable discrepancies.
* Attend meetings as required, manage own time and prioritise workload.
* Support and encourage all team members, demonstrate Trust values and behaviours.
* Maintain confidentiality and act in a professional, caring and responsible manner.
Person Specification
Experience
* Recent and relevant demonstrable experience delivering technical pharmacy services as a Pharmacy Assistant in a hospital setting, or alternatively working with medicines in an alternative setting.
* Experience and knowledge of medicines and pharmacy policies (naming, handling, storage practices).
* Experience working under pressure with tight deadlines, such as sourcing medicines for emergencies.
* Experience dealing with routine and non‑routine activities, work allocation, problem‑solving and progress chasing.
* Recent demonstrable experience of ordering pharmaceutical products with accuracy.
* Recent demonstrable experience of receiving pharmaceutical products.
* Previous experience of invoice and credit processing.
Other Job Requirements
* Must undertake all manual handling duties using appropriate aids (pushing trolleys up to 50kg, handling boxes up to 15kg).
* Must be able to work at weekends and bank holidays.
* Must be able to work flexibly when needed.
* Standard Clauses – Disclosures and Barring Service check required in line with 2012 Protection of Freedom Act.
* Enhanced DBS required for posts working with children or vulnerable adults.
Qualifications
* GCSE Grade A–C in English Language, Maths and Science (or equivalent).
* NVQ Level 2 in pharmacy technical services, or working towards it.
* NPA counter assistant course or equivalent NHS in‑house training course/accreditation.
* Completed courses, training and/or study days in Pharmacy Systems, Pharmacy Procurement Policies and Procedures, and financial management.
Skills / Knowledge
* Clear verbal and written communication, accurate record‑keeping.
* Correctly issue stock medicines with high accuracy.
* Proficient with Microsoft Office (Word, Excel, Teams, Outlook).
* Skillful use of internet and online NHS pharmacy catalogues.
* Strong computer skills for Pharmacy Computer System (ordering, urgency, status, corrections).
* Knowledge of contractual NHS medicine procurement process.
* Knowledge of quality assurance.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires a Disclosure and Barring Service check.
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