County Durham & Darlington NHS Foundation Trust
Senior Pharmacy Procurement Administrator
The closing date is 02 June 2026
An exciting opportunity has arisen for a suitably qualified, enthusiastic and motivated individual to join our Pharmacy Procurement team at County Durham and Darlington NHS Foundation Trust.
In this role, you will be responsible for the effective, safe and timely procurement of medicines for use across the Trust. You will ensure invoices are processed accurately for payment in accordance with Trust standing financial instructions (SFI) and will play a key part in monitoring stock levels, resolving supply issues and supporting the smooth running of daily operations.
We are looking for someone who is committed to delivering a high quality service, demonstrates a professional attitude and works well as part of a team. You will supervise the day to day workload of the procurement team, prioritising the tasks as necessary and use judgment and initiative to solve problems, referring to senior staff when necessary. You will contribute to a positive team culture and will support colleagues within the team.
You will be prepared to undertake relevant training and development to support you in the role.
Main duties of the job
To work closely with the Senior Pharmacy Procurement and Homecare Technician and other members of the pharmacy team to ensure safe and efficient procurement and homecare services are maintained.
To use the pharmacy ordering system to ensure timely:
* Ordering and receipt of medicines
* Recognition of issues with the pharmacy drug file
* Reconciliation of invoices
To ensure that all outstanding orders are followed up on a regular basis to reduce the risk of medicines being out of stock. Any stock problems encountered must be effectively communicated within the procurement team.
To liaise and communicate with other members of the wider pharmacy team and other healthcare professionals regarding problems or issues with stock.
About us
We provide hospital services from two acute sites - Darlington Memorial Hospital and University Hospital of North Durham. We have a centre for planned care in Bishop Auckland and provide care from community hospitals in Chester-le-Street, Shotley Bridge, Barnard Castle, Sedgefield and Weardale as well as over 80 other community based settings and providing care in patients' homes.
We particularly welcome applications from disabled and Black, Asian and Minority Ethnic (BAME) candidates as BAME and disabled people are currently under-represented.
Job responsibilities
* Ensure that any problems on receipt of goods are dealt with in a timely manner (including return to suppliers, damaged and short‑dated stock)
* Input into and follow all agreed local procedures with regards to procurement and homecare processes to ensure process is efficient and accurate
* Utilise the automatic ordering system in a timely and effective manner to produce purchase orders
* Ensure all orders are raised and authorised in a timely manner
* Where appropriate, challenge requests for non‑formulary items or medication that is orphan (that has been deactivated on the pharmacy system), supporting and empowering other administration staff to do the same
* Discuss any reasons why supply problems cannot be resolved to the Senior Procurement Pharmacy Technician
* As directed by senior members of the procurement and homecare team, contact manufacturers and wholesalers to gain information regarding individual products or service
* Deal with telephone enquiries to either resolve the enquiry directly or ensure the efficient transfer to an appropriate person, ensuring prompt and efficient action
* Process and reconcile invoices in line with agreed processes to ensure timely payment by finance
Person Specification
Special Requirements
* Team player
* Able to demonstrate own initiative
* Ability to work under pressure
* Good communication and organisational skills
* Good time management
* Self‑motivated.
* Flexible approach to work and study.
* Ability to learn/work alone.
* Able to travel across Trust sites to meet the requirements of the post
Special Skills & Knowledge
* Knowledge of computer packages, e.g. Word, Excel, Outlook and PowerPoint
* IT Skills
* Ability to analyse and present data using Excel and Access packages
* Ability to use email and maintain and update paper and electronic diaries.
* Knowledge of Data Protection and Caldicott Principles and understanding of the need to maintain strict confidentiality.
* Ability to use discretion and maintain confidentiality.
* Good interpersonal skills.
* Excellent verbal and written communication skills, with the ability to deal with and prepare routine verbal and written correspondence and the ability to obtain information and pass on comprehensive and confidential messages.
* Ability to communicate accurately, verbally, courteously and effectively with a wide range of staff, professionals and members of the public.
* Able to use own initiative to resolve routine queries, in line with departmental procedures.
* Able to work with minimal supervision following set procedures.
* Ability to organise and prioritise workload in order to meet deadlines.
* Ability to work as a member of a team.
* Committed to quality customer care/delivering excellent customer service.
* Flexible approach to work and adaptable to change.
* Ability to cope with unpredictable workloads in a timely, efficient and reliable manner.
* Good communication and organisational skills.
* Understanding of business processes applicable to the NHS.
* Understanding of common clinical terminology appropriate to the setting
Qualifications
* GCSE English and Maths (Grade C and above or equivalent)
* NVQ Level 2 in Pharmacy Services (or equivalent experience)
* Have obtained or be willing to work towards NVQ Level 3 in Business Administration (or equivalent qualification) or equivalent knowledge/experience
* Basic NHS Purchasing Knowledge
Experience
* Experience of an administrative role providing general provision of administrative duties in a challenging and constantly changing environment.
* Demonstrate Experience of using Microsoft Word.
* Experience in setting up and maintaining office filing systems.
* Experience of maintaining and setting up databases.
* Experience in planning and organising meetings and taking notes.
* Experience of providing administrative support to a team.
* Experience of purchasing and/or finance.
* Experience of establishing tracking/ monitoring systems.
* Previous experience of pharmacy computer systems.
* Experience of dispensing/supply of medication
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.
Employer name
County Durham & Darlington NHS Foundation Trust
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