Position Summary
We are looking for an enthusiastic individual to join our expanding team based at the OUH Cowley site. The department supports homecare activity across the Trust, processing invoices relating to outsourced Homecare services that provide pharmacy supplies directly to patients’ homes. The successful candidate will be integral to processing all aspects of work related to the procurement of homecare services. We will consider full‑time and part‑time hours and offer remote working one day a week. Experience is not necessary but a keenness to learn new skills, an eye for detail, and the ability to adapt to new situations is a must.
Key Responsibilities
* Processing invoices – ensuring the correct price for drugs is paid and that invoices are filed appropriately.
* Chasing any outstanding credits with suppliers.
* Matching orders to delivery documents and preparing documentation for onward processing.
* Checking supplier statements to ensure debt is managed at an acceptable level.
* Raising purchase orders to expedite deliveries from healthcare providers to patients’ homes in a timely manner.
* Working closely with colleagues to resolve problems.
* Being familiar with the functionality of the pharmacy computer system in relation to passing invoices and looking up historical information.
* Providing financial and administrative services to the Pharmacy Homecare team.
* Opening mail and matching invoices and credit notes to relevant purchase orders.
* Raising purchase orders against invoices received for Homecare goods, interpreting prescription details to raise accurate purchase orders, ensuring all documentation is present and correct, and raising any discrepancies with the appropriate individual.
* Receiving goods onto the system against delivery documents, ensuring all documentation is correct, maintaining and updating databases, processing onto the system and raising any discrepancies with appropriate signatories in line with Trust SFIs.
* Saving and printing prescriptions sent via email.
* Ensuring that all invoices and credits are consistent with goods received or returned on the pharmacy computer system, and resolving discrepancies when appropriate with regards to contract prices.
* Preparing queries with price, quantity, product, delivery for sending to Homecare service providers.
* Raising issues with the Clinical Pharmacy team regarding legibility of prescriptions or potential prescribing errors.
* Co‑ordinating with the Homecare Technical team regarding discrepancies with invoices.
* Prioritising payment to avoid penalties for late payment.
* Clearing the system of long outstanding invoices using appropriate coding.
* Recording any information required for audit purposes.
* Ensuring documentation is filed correctly and kept up‑to‑date to allow swift and easy retrieval of records.
* Addressing supplier and customer queries by telephone and electronically, with good communication and interpersonal skills.
* Running appropriate reports of invoices entered when necessary.
* Supporting new starters within the Pharmacy Homecare Team with training.
* Participating in Homecare and Procurement Team meetings to identify and resolve problems and suggest potential improvements.
* Ensuring the safe and effective use, storage and disposal of information in line with the Data Protection Act, Caldicott Principles and GDPR.
* Providing support for homecare prescription processing within clinical areas on a rotational basis, involving being present in a clinical setting, raising orders to match with prescriptions, annotating prescriptions with purchase order reference, sending prescriptions to Homecare provider and ensuring documentation is sent for processing accordingly.
Legal and Safeguarding Requirement
The postholder will have access to vulnerable people in the course of their normal duties. Therefore, this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) and Order 2020. A disclosure to the Disclosure and Barring Service will be required to check for any previous criminal convictions.
Required Skills and Attributes
* Team working skills.
* Flexible approach to work and willingness to learn and take on new tasks.
* Positive can‑do attitude.
* Good communication and interpersonal skills.
* Basic skills in using MS Office products (e.g. Word and Excel).
* Good time‑management skills.
* Good literacy and numeracy skills.
* Organised and methodical approach to work.
* Good attention to detail.
* Reliable and conscientious.
* Good organisational skills.
* Self‑motivated.
* Ability to work independently.
Desirable Criteria
* Previous financial experience.
* GCSE or equivalent in Maths and English.
* Previous pharmacy experience.
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