Job summary
An exciting opportunity has arisen for a committed and motivated individual to join our busy Pharmacy team as a Purchasing and Invoicing Assistant.
We are looking for someone with excellent organisational and communication skills who can work accurately under pressure and to tight deadlines. You will play an important role in supporting our pharmacy assistants and procurement staff in the efficient processing of orders, invoices, and credits to ensure the smooth running of our service.
You will need to be computer literate, with strong attention to detail and a proactive approach to problem-solving. Previous experience in finance, purchasing, accounts, or stock control would be an advantage, although full training will be provided.
Main duties of the job
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Placing orders with suppliers using the Trust's E-Procurement platform
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Validating and processing invoices for payment
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Chasing credits and overdue goods with suppliers
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Processing off-contract claims in line with departmental policy
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Responding to and resolving ad-hoc queries from suppliers and internal teams
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Supporting the pharmacy office team with general administrative duties as required
About us
Frimley Health NHS Foundation Trust is committed to being an inclusive and disability confident employer and has been awarded the Gold for the Armed Forces Employment Recognition Scheme. We provide first class development opportunities for all staff and have a wide range of professional, management and leadership, and clinical skills training available.
Here at Frimley Health NHS Foundation Trust, we know how important it is to have a healthy work life balance; this benefits not only individuals but the patients we care for too.
We encourage applications from people who wish to work on a flexible basis, recognising that flexibility may mean a range of different working patterns and hours, we do our utmost to work with our staff to meet their needs and the needs of our service and its users.
Frimley Health Trust benefits on Vimeo
Job description
Job responsibilities
- To participate in the smooth operation of the Trusts Accounts Payable function in accordance with Trust procedures, good creditor payments practice and NHS payments policy
- To ensure that all invoices and credits are processed efficiently and accurately and are consistent with goods received or returned on the pharmacy computer system.
- To resolve discrepancies as appropriate in accordance with Standard Operating Procedures, referencing contract prices where applicable, using the CMU Contract File as reference.
- To produce, process and authorise invoices, off-contract claims and credits and forward completed paperwork to the Accounts Department in accordance with the suppliers terms and conditions of payment.
- To contact creditors for invoice queries and suppliers regarding overdue deliveries.
- To release orders from the computer system and transmit by appropriate method, under the direction of the Purchasing Manager, or his/her deputy, in accordance with pre-determined schedules.
For more information please see attached job description and person specification
Job description
Job responsibilities
- To participate in the smooth operation of the Trusts Accounts Payable function in accordance with Trust procedures, good creditor payments practice and NHS payments policy
- To ensure that all invoices and credits are processed efficiently and accurately and are consistent with goods received or returned on the pharmacy computer system.
- To resolve discrepancies as appropriate in accordance with Standard Operating Procedures, referencing contract prices where applicable, using the CMU Contract File as reference.
- To produce, process and authorise invoices, off-contract claims and credits and forward completed paperwork to the Accounts Department in accordance with the suppliers terms and conditions of payment.
- To contact creditors for invoice queries and suppliers regarding overdue deliveries.
- To release orders from the computer system and transmit by appropriate method, under the direction of the Purchasing Manager, or his/her deputy, in accordance with pre-determined schedules.
For more information please see attached job description and person specification
Person Specification
Qualifications
Essential
- Educated to GCSE or equivalent to include Maths and English.
- NVQ Level 3 or equivalent experience in related subject, such as finance/accounts, purchasing or stock control.
Experience
Essential
- Experience of working in a team environment.
- Understanding the importance of stock control.
Desirable
- Hospital pharmacy experience
- Electronic processing of orders & reconciliation of invoices and credits
- Knowledge of Pharmaceuticals.
- Computerised stock control.
- Previous experience in procurement and/or accounts related role.
Skills & Knowledge
Essential
- Understanding of SFI's
- Knowledge of invoicing principles
- IT competency in Word and Excel with accuracy and speed
- Understanding of NHS Finance
- Knowledge of pharmacy IT purchasing systems
- Good written and verbal communication
Desirable
- Excellent IT skills
- Knowledge of hospital pharmacy
Person Specification
Qualifications
Essential
- Educated to GCSE or equivalent to include Maths and English.
- NVQ Level 3 or equivalent experience in related subject, such as finance/accounts, purchasing or stock control.
Experience
Essential
- Experience of working in a team environment.
- Understanding the importance of stock control.
Desirable
- Hospital pharmacy experience
- Electronic processing of orders & reconciliation of invoices and credits
- Knowledge of Pharmaceuticals.
- Computerised stock control.
- Previous experience in procurement and/or accounts related role.
Skills & Knowledge
Essential
- Understanding of SFI's
- Knowledge of invoicing principles
- IT competency in Word and Excel with accuracy and speed
- Understanding of NHS Finance
- Knowledge of pharmacy IT purchasing systems
- Good written and verbal communication
Desirable
- Excellent IT skills
- Knowledge of hospital pharmacy
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.
