Practice Trainee Dispensary Manager

Job description

Job responsibilities

Reports to: Dispensary Manager.

The core responsibilities of the Trainee Dispensary Manager are to assist the Dispensary Manager with Dispensary Management to ensure the provision of quick, efficient, and accurate dispensing of medication to the patients of Thirsk Doctors' Surgery, through effective management of the staff and processes, and to ensure effective financial control of the dispensary.

The core responsibilities of the Trainee Dispensary Manager are to assist the Dispensary Manager with the following:

Staff Management:

• Organise dispensary staff rotas and ensure adequate staff cover at all times.
• Authorise overtime and collate, complete and submit the monthly record of additional hours for payroll.
• Manage annual leave in line with the practice policy, keeping accurate records.
• Manage sickness in line with the practice policy, keeping accurate records.
• Oversee training of dispensary staff, ensuring staff complete mandatory training modules as requested, including encouraging and organising attendance on relevant recognised courses.
• Carry out annual appraisal of dispensary staff including identifying training needs and setting objectives and personal development planning.
• Assist with the recruitment of dispensary staff.
• Assist the practice manager with disciplinary issues relating to dispensary staff.

Purchasing and Stock Control:

• Weekly check of stock of blister packs and ordering as necessary.
• Monthly check of Personally Administered injections held in the dispensary and ordering as necessary.
• Manage the order codes for stock held on SystmOne so that all MDS are optimised
• Oversee daily ordering of stock.
• Ensure goods are correctly delivered.
• Check dispensary invoices against delivery notes, record items for bonusing and pass to the practice manager for payment.
• Check monthly wholesaler statements.
• Check credit notes against returns and chase outstanding credits.
• Maintain adequate stocks, ensuring timely stock rotation.
• Carry out a weekly vaccine stock check with the practice nurses.
• Arrange annual stock take in dispensary including CD cupboard, to provide a stock value for the end of year accounts.
• Ensure valuation of out of date stock monthly and feed back to practice manager

Prescriptions and Finance:

• Oversee checks of prescriptions for signature/endorsements and sort into paid/unpaid by doctor.
• Oversee cashing up of prescription moneys, balancing and recording.
• Oversee submission of prescription moneys to the practice manager for banking, ensuring sufficient change is available.
• Oversee monthly calculation of the number and value of prescription charges and check against PCSE statements.
• Oversee the correct usage of card payments system and recording.
• Meet bi-monthly with the Pharmaceutical Account Manager to ensure the best possible discount levels using their account data tables to manage the optimum profits available.

Destruction of Drugs:

• Deal with and check out of date stock of controlled drug and liaise with the appropriate officer from NHS England to arrange for destruction on a six monthly basis.

Dispensing

• To be responsible for checking all medicines dispensed, ensuring there are no discrepancies
• Dispensing medicines to the entitled population safely and accurately
• Collecting prescription charges in accordance with dispensary protocol
• Maintaining stock levels within the dispensary, liaising with the dispensary manager to facilitate reordering
• Receiving and storing supplies in accordance with current policy, ensuring the cold chain is maintained where applicable
• Ensuring controlled drugs are dispensed in accordance with practice policy
• Safe disposal of returned and/or out of date medicines
• Ensuring all repeat prescriptions are processed within a 72-hour timeframe
• Providing patients with advice regarding all prescription matters
• Process prescription requests via phone, face-to-face and online
• Processing Dossett boxes
• Assisting the dispensary manager in the preparation of monthly returns
• Maintaining a clean and safe working environment at all times
• Maintain accurate records at all times, read coding entries appropriately
• Adhere to practice policies and protocols
• Attend meetings and training events

Confidentiality:

In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately

In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential

Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

Health & safety:

Ensuring statutory requirements are met including documentation, training and risk assessments.

Providing assistance with the management of the Practice Health and Safety commitments

Ensure full compliance of Health and Safety within the Dispensary and the Team.

Using personal security systems within the workplace according to practice guidelines.

Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks

Making effective use of training to update knowledge and skills

Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards

Reporting potential risks identified.

Understanding of COSHH

Equality and diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation

Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues

Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional development:

The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development

Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

Quality:

The post-holder will strive to maintain quality within the practice, and will:

Alert other team members to issues of quality and risk

Assess own performance and take accountability for own actions, either directly or under supervision

Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance

Work effectively with individuals in other teams within the practice and also with other external agencies to meet patients needs

Effectively manage own time, workload and resources

Communication:

The post-holder should recognise the importance of effective communication within the team and will strive to:

Communicate effectively with other team members

Communicate effectively with patients and carers

Recognise peoples needs for alternative methods of communication and respond accordingly

Safeguarding

All staff receive mandatory safeguarding training relevant to their role which is provided by both the practice and external safeguarding professionals. All new staff will be reminded during their induction training program, and subsequent training updates, of their personal, moral and legal roles and responsibilities concerning safeguarding.

Person Specification

Qualifications

Essential

• GCSE grade A to C in English or Maths
• Min 3 GCSE passes grade A-C
• Qualified to NVQ level 3 in Pharmacy Services (or equivalent)

Desirable

• Qualified to NVQ level 4 in Management (or equivalent)

Experience

Essential

• Extensive experience working within a dispensary and dispensing.
• Proven experience in a supervisory role.
• Experience in stock management, purchasing, and financial controls.
• Competent in Microsoft packages including Excel, word and outlook.
• Experience of working with the public / patients.
• Experience of cash handling.
• Ability to use own judgement, resourcefulness and common sense.
• Ability to work without direct supervision and determine own workload priorities.
• Ability to work as part of an integrated multi-skilled team.
• Ability to work under pressure.
• Ability to work in a changing environment.
• Ability to use own judgement, resourcefulness and common sense.
• Ability to cover for colleagues holidays, study and sick leave.
• Ability to work without direct supervision and determine own workload priorities.
• Ability to communicate with people at all levels.
• Articulate, approachable and Pleasant.

Desirable

• Proven experience in a leadership or managerial role.
• Proven experience of mentoring / training.
• Experience of dispensing in general practice
• Experience of writing SOPs
• Knowledge of SystmOne

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 details

Employer name

Thirsk Doctors Surgery

Address

Thirsk Doctors Surgery

Chapel Street

Thirsk

North Yorkshire

YO7 1LG

Employer's website

https://www.thirskdoctorssurgery.co.uk/ (Opens in a new tab)