Dispensary Team Leader

Job description

Job responsibilities

Job Summary

Supporting site management you will coordinate and support our dispensary team helping to oversee its day-to-day running at Debenham, Otley and Grundisburgh.

As a hands-on dispenser with management responsibility your focus will be to deliver an excellent, efficient and safe service to our patients.

Key Responsibilities

To support site and department management in the day-to-day operations of the Dispensary and leading and guiding its staff.

Ensuring adequate staffing across sites at all times

Providing medication hub support i.e. raising scripts from tasks, emails, or askmyGP.

Organising prescriptions, reviewing endorsements, completing necessary forms, and submitting prescriptions monthly to the Prescription Pricing Authority (PPA).

Completing assigned tasks, preparing reports, providing support for projects, and participating in development or change initiatives as they arise.

Supporting the review and update of Standard Operating Procedures (SOPs).

Develop & maintain positive working relationships with fellow dispensary team leaders within the group

To support and help improve profitability.

Ensure full compliance with dispensing law and regulations. Maintain good probity in all dispensing activities.

Workforce

Supervise, co-ordinate and guide the dispensing team

Address any issues raised by fellow members of the Dispensing team.

Organise schedules for dispensary staff and ensure there is adequate coverage at all three sites.

Help plan, lead, and document monthly meetings for your team.

Support the development of SOPs, ensuring they are current and that there is awareness and understanding of them among team members.

Help promote and facilitate the personal growth of team members. Maintain a professional demeanour and uphold high service standards at all locations.

Keep the senior management informed about emerging matters, issues, or potential concerns.

Support site management conduct staff appraisals and in addressing disciplinary matters involving dispensary staff.

Be ready to take on shifts and assist with filling dossett boxes as needed.

Quality

You will strive to maintain quality, and will:

Inform fellow team members about quality and risk concerns.

Supporting site management to enhance team efficiency and offering ideas to enhance overall performance.

Manage personal time, tasks, and resources effectively.

Policy

Purchasing and Stock Management:

Work closely with the Dispensary Manager to control stock levels.

Regularly monitor and update emergency drugs, conducting 6-month checks on their expiration dates as per policy.

Place daily ad hoc orders for stock.

Arrange weekly orders for generic items like bottles, labels, boxes, bags, and prescriptions.

Weekly review and ordering of DDA stock.

Check injectables on-site weekly and order as needed.

Ensure accurate delivery of goods, recording batch numbers when necessary.

Verify dispensary invoices against delivery notes and note items for bonuses.

Compare credit notes with returns and follow up on outstanding credits.

Maintain sufficient supplies, helping to ensure timely rotation of stock.

Conduct regular electronic stock takes in the dispensary and CD cupboard using SystmOne.

Keep a proper stock of FP10 forms and other necessary stationery in the Dispensary.

List and price available stock.

Package and price stock that has exceeded its expiration date.

Ensure proper counting of prescription items for GDM processing.

Prescriptions, Payment Security, and Policy Adherence:

Maintain security, including opening and closing the Dispensary and securely storing controlled drugs at each site, including extended opening hours.

Collect prescription payments from patients (including Private prescription revenue) and ensure secure storage.

Ensure that all team members are well-informed about drug allergies and adverse reactions in line with policy.

Verify that all prescriptions are accurately written, doctor-signed, and patient-signed, following policy.

Daily reconciliation of prescription payments, ensuring proper balance and secure storage in the safe.

Drug Disposal:

Daily: Handle returned medication from patients.

Monthly: Manage uncollected medication.

Quarterly: Handle returned controlled drugs from patients for destruction.

Six-monthly: Coordinate the destruction of expired controlled drugs with the appropriate Health Authority officer.

Dispensing Activities:

Process repeat prescriptions in line with policy.

Verify colleagues' dispensing activities.

Dispense acute prescriptions.

Generate monthly repeat prescriptions, consulting relevant partners for necessary medication changes.

Collect prescription charges from patients.

Dispense restricted medications, price them, and maintain records.

Remove outdated repeats from patients' computerised repeat prescription lists.

Rearrange drugs for repeat prescriptions.

Prepare Nomad packs / MDS packs.

Administration, IT & Communication:

Administration:

Support the prompt implementation and communication of any updates related to medications to all team members.

Support site management in the handling of comments and complaints

Inform site management of potential formal complaints.

Electronically document Incidents or Accidents as per SPC policy.

Record Significant Events or Near Misses electronically, discuss them with the team, and raise them with the site manager / dispensing manager / medicines management.

Information Technology:

Have a comprehensive understanding of the clinical system (SystmOne).

Ensure that all team members consistently check and respond appropriately to electronic communications such as tasks and emails.

Communication:

You should recognise the significance of effective communication within the team and will:

Communicate clearly with fellow team members, patients, and caregivers.

Be attentive to individuals' requirements for alternative communication methods and adjust accordingly.

Direct urgent calls to the appropriate clinical lead.

Collaborate with members of the multi-disciplinary team when needed.

Explain drug usage to patients, along with appropriate labelling.

Manage team holiday requests and coordinate suitable cover.

Person Specification

Qualifications

Essential

• NVQ Level 3 in Pharmacy
• Strong organisational skills
• Excellent communication skills
• Effective time management
• Excellent IT skills
• Highly competent in the use of Office and Outlook

Experience

Essential

• A good standard of general education including English and Maths at GCSE grade C or above
• Significant experience as a dispenser
• Experience of supporting / leading others
• Proven ability to work autonomously and as part of a team

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

Suffolk Primary Care

Address

Doctors Surgery

20 Low Road

Debenham

Stowmarket

Suffolk

IP14 6QU

Employer's website

http://suffolkprimarycare.uk/ (Opens in a new tab)