Job summary
Exciting developments are underway within Hospital Pharmacy Services at University Hospitals Liverpool Group (UHLG). Following a successful business case, we're expanding our services at Liverpool Women's Hospital (LWH) - and we're thrilled to offer several new roles to support our passionate and dedicated pharmacy team.
We have an exciting opportunity for a proactive Pharmacy Assistant with experience in medicines procurement to join the Pharmacy Department at LWH. In this key role, you will work closely with the Deputy Technical Services Manager for Procurement, supporting the management of medicines stock shortages and the processing of off-contract claims. You will also escalate supply disruptions and communicate these effectively to the wider Pharmacy team.
You must possess excellent organisational skills to undertake this role. You must be able to work accurately, have a good eye for detail, be able to prioritise your workload, meet deadlines and be committed to the delivery of high standards in a patient focused service. Experience of working in a purchasing role within a Pharmacy department is desirable, as is an excellent working knowledge of pharmacy purchasing processes.
This role is open to Pharmacy Assistants with CIPS Level 3 or a willingness to work towards NVQ3 CIPS as an apprenticeship (Annex 21). Applicants must have an NVQ2 qualification in Pharmacy services or equivalent to be considered.
Main duties of the job
The postholder will supervise Pharmacy Purchasing and Invoicing staff across the LWH site and provide support and deputise for the Deputy Technical Services Manager as required.
The postholder will also;
- Manage the release of orders, taking account of contracts, lead times, buying agreements, specialist/consumer needs and any other relevant factors to ensure all goods are of appropriate quality and are obtained in a timely manner and at the most cost effective price.
- Participate in ensuring the Pharmacy stock control system and Electronic Data Interchange (EDI) are kept up to date with the latest information regarding Commercial Medicines Unit (CMU) pharmacy contracts.
- Monitor current and forecasted supply disruptions, escalating issues to the Deputy Technical Services Manager for Procurement and the Procurement Pharmacist as appropriate.
- Co-operate with all pharmacy staff in providing and developing an efficient and comprehensive pharmaceutical service for patients of Liverpool Women's Hospital (LWH) and the University Hospitals of Liverpool Group (UHLG).
About us
Liverpool Women's NHS FT became part of NHS University Hospitals of Liverpool Group (UHLG) in November 2024, following the coming together with Liverpool University Hospitals NHS FT. UHLG was born from a shared aim to improve the care we provide to our patients.
UHLG is one of the largest employers in the region, with over 16,800 colleagues who are dedicated to caring for our communities - from birth and beyond. For the 630,000 people across Merseyside, UHLG is also their local NHS, providing general and emergency hospital care, alongside highly specialised regional services for more than two million people in the North West.
At Liverpool Women's Hospital, each year we deliver approximately 7,500 babies, carry out around 50,000 gynaecological inpatient and outpatient procedures, care for over 1,000 poorly and premature newborns, perform around 1,000 IVF cycles, and conduct over 4,000 genetic appointments.
We believe that this, along with a strong dedication to research and innovation, makes usthespecialist health provider of choice in Europe for women, babies and families.
For roles at Liverpool University Hospitals, visit their careers page.
UKVI guidelines prohibits sponsorship for all Band 2 posts. Guidelines state that many non-clinical posts are not eligible for sponsorship. Please use UKVI guidance on Skilled Worker Visas to determine your eligibility for sponsorship if you were to gain a conditional offer for this role.
https://www.gov.uk/skilled-worker-visa/your-job
Job description
Job responsibilities
1. Ensure all Standard Operating Procedures for the Purchasing and Invoicing of goods are adhered to. Support staff training and ensure training records are completed and up to date.
2. Supervise the daily workload of the purchasing and invoicing department including allocation of tasks to purchasing and invoicing staff.
3. Attend relevant Pharmacy staff meetings on a regular basis and to co-operate with the Chief Pharmacist regarding the strategic development of the Pharmacy Purchasing service.
4. Liaise with other Pharmacy purchasing staff in relation to initiating orders for stock items and other special items, directing and prioritising when needed.
5. Operate the Electronic Data Interchange (EDI) to facilitate electronic purchasing of pharmaceuticals from pharmaceutical suppliers.
6. Participate in maintaining the correct details for CMU regional contracts in the pharmacy stock control system. Ensure the pharmacy system is up to date with the correct supplier details and that EDI codes are updated as appropriate.
7. Monitor the purchasing team email inbox and respond to queries from staff at LWH and across UHLG regarding stock supply, lead times, supply issues and provide advice on the procurement of medicines for the Trust.
8. Liaise with relevant Trust staff regarding medical gas stocks for the Trust and be responsible for placing orders and follow up of delivery issues on behalf of the Trust. Escalate issues to the Deputy Technical Services Manager for Purchasing and/or the Stores Manager when necessary.
9. Manage any standing order arrangements with suppliers and be responsible for ensuring call off orders are requested and processed in line with agreed schedule. Responsible for liaising with relevant Pharmacy teams to ensure expired or completed standing orders are still required before renewing any standing order requests.
10. Facilitate the transfer of medicines between Trust sites when required, organise suitable transport arrangements and ensure the pharmacy stock control system is updated accordingly.
11. Support medicines related Cost Improvement Programmes (CIP) by ensuring any cost savings made through medicine purchases are reported appropriately.
12. Collect data on off-contract spend and report value of off contract claims on a monthly basis to the Deputy Technical Services Manager. Raise off contract claims against contract holders where appropriate. Ensure claim submissions are processed in line with the CMU terms and conditions.
13. Report ad hoc off-contract ordering to the Deputy Technical Services Manager to support the monthly completion of Exend+ data (for external benchmarking and regional purchasing data)
14. Support the Invoicing team when dealing with complex invoice discrepancies. Advise and direct the team when necessary as well as provide supporting documentation to ensure disputes with suppliers are resolved favourably to the Trust when not at fault.
15. Generate and analyse reports using the pharmacy system to identify outstanding orders. Contact suppliers to obtain up to date information regarding delivery dates.
16. Communicate with a wide range of healthcare professionals, external wholesalers and suppliers on a wide range of issues relating to medicines supply. This may include information around contracts or invoices as well as stock shortages and issues.
17. Assist with updating the Stock Manager portal with up-to-date information relating to stock shortages across the Trust.
18. Action recommendations from the Deputy Technical Services Manager and/or the Procurement Pharmacist to manage stock issues.
19. Communicate key medicine shortages effectively.
20. Participate in actions relating to medicine recalls of all classes when required.
21. Ensure relevant documentation relating to Unlicensed medicines is obtained from suppliers and retained in accordance with the Unlicensed medicines policy.
22. Participate in ensuring the pharmacy computer system is operated effectively, automatic reordering levels are acceptable and efficient and stock levels are correct. To liaise with the Pharmacy IM&T Manager / EPMA team when required.
23. Locate supplies of medicines in other hospitals, pharmaceutical manufacturers or wholesalers if required in an emergency.
24. When required, provide a service outside normal working hours for emergencies.
25. Undertake appropriate training courses and encourage other staff to undertake further training.
26. Work flexibly between sites, including acting as the onsite supervisor at the Pharmacy off-site store when required. Responsible for being a key-holder for the store and ensuring security of the site and staff, as well as opening and locking up the store.
27. Participate and co-operate with weekend, bank holiday, statutory holiday, early morning and evening services as per departmental arrangements.
28. Support the Technical Services Managers across the Group with recruitment by participating in interview panels when required.
29. Support equality and promote diversity.
Job description
Job responsibilities
1. Ensure all Standard Operating Procedures for the Purchasing and Invoicing of goods are adhered to. Support staff training and ensure training records are completed and up to date.
2. Supervise the daily workload of the purchasing and invoicing department including allocation of tasks to purchasing and invoicing staff.
3. Attend relevant Pharmacy staff meetings on a regular basis and to co-operate with the Chief Pharmacist regarding the strategic development of the Pharmacy Purchasing service.
4. Liaise with other Pharmacy purchasing staff in relation to initiating orders for stock items and other special items, directing and prioritising when needed.
5. Operate the Electronic Data Interchange (EDI) to facilitate electronic purchasing of pharmaceuticals from pharmaceutical suppliers.
6. Participate in maintaining the correct details for CMU regional contracts in the pharmacy stock control system. Ensure the pharmacy system is up to date with the correct supplier details and that EDI codes are updated as appropriate.
7. Monitor the purchasing team email inbox and respond to queries from staff at LWH and across UHLG regarding stock supply, lead times, supply issues and provide advice on the procurement of medicines for the Trust.
8. Liaise with relevant Trust staff regarding medical gas stocks for the Trust and be responsible for placing orders and follow up of delivery issues on behalf of the Trust. Escalate issues to the Deputy Technical Services Manager for Purchasing and/or the Stores Manager when necessary.
9. Manage any standing order arrangements with suppliers and be responsible for ensuring call off orders are requested and processed in line with agreed schedule. Responsible for liaising with relevant Pharmacy teams to ensure expired or completed standing orders are still required before renewing any standing order requests.
10. Facilitate the transfer of medicines between Trust sites when required, organise suitable transport arrangements and ensure the pharmacy stock control system is updated accordingly.
11. Support medicines related Cost Improvement Programmes (CIP) by ensuring any cost savings made through medicine purchases are reported appropriately.
12. Collect data on off-contract spend and report value of off contract claims on a monthly basis to the Deputy Technical Services Manager. Raise off contract claims against contract holders where appropriate. Ensure claim submissions are processed in line with the CMU terms and conditions.
13. Report ad hoc off-contract ordering to the Deputy Technical Services Manager to support the monthly completion of Exend+ data (for external benchmarking and regional purchasing data)
14. Support the Invoicing team when dealing with complex invoice discrepancies. Advise and direct the team when necessary as well as provide supporting documentation to ensure disputes with suppliers are resolved favourably to the Trust when not at fault.
15. Generate and analyse reports using the pharmacy system to identify outstanding orders. Contact suppliers to obtain up to date information regarding delivery dates.
16. Communicate with a wide range of healthcare professionals, external wholesalers and suppliers on a wide range of issues relating to medicines supply. This may include information around contracts or invoices as well as stock shortages and issues.
17. Assist with updating the Stock Manager portal with up-to-date information relating to stock shortages across the Trust.
18. Action recommendations from the Deputy Technical Services Manager and/or the Procurement Pharmacist to manage stock issues.
19. Communicate key medicine shortages effectively.
20. Participate in actions relating to medicine recalls of all classes when required.
21. Ensure relevant documentation relating to Unlicensed medicines is obtained from suppliers and retained in accordance with the Unlicensed medicines policy.
22. Participate in ensuring the pharmacy computer system is operated effectively, automatic reordering levels are acceptable and efficient and stock levels are correct. To liaise with the Pharmacy IM&T Manager / EPMA team when required.
23. Locate supplies of medicines in other hospitals, pharmaceutical manufacturers or wholesalers if required in an emergency.
24. When required, provide a service outside normal working hours for emergencies.
25. Undertake appropriate training courses and encourage other staff to undertake further training.
26. Work flexibly between sites, including acting as the onsite supervisor at the Pharmacy off-site store when required. Responsible for being a key-holder for the store and ensuring security of the site and staff, as well as opening and locking up the store.
27. Participate and co-operate with weekend, bank holiday, statutory holiday, early morning and evening services as per departmental arrangements.
28. Support the Technical Services Managers across the Group with recruitment by participating in interview panels when required.
29. Support equality and promote diversity.
Person Specification
Qualifications
Essential
- NVQ 3 / CIPS level 3
- NVQ Level 2 Pharmacy Services or Pharmacy equivalent
Experience
Essential
- Demonstrable previous experience of working in a busy pharmacy environment
- Experience of working in a purchasing environment, including medicine ordering
- Experience of working in a multidisciplinary team
- Experience of training others
Desirable
- Previous experience of working in a pharmacy stores environment, providing a ward stock service
- Experience of handling off contract claims
Knowledge
Essential
- Knowledge of Pharmacy contracts, Frameworks and other purchasing related agreements
- Knowledge of the Pharmacy stock control system and other IT systems used in pharmacy purchasing
Desirable
- Knowledge of JAC/Wellsky
- Knowledge of invoicing processes and resolution of discrepancies
Skills
Essential
- Ability to use IT programmes and packages to support role
- Ability to solve problems
- Ability to adapt as and when circumstances dictate
- Ability to provide advice to a range of healthcare professionals within the trust and externally
- Attention to detail
- Excellent organisational and time management skills
- Ability to prioritise own workload
- Logical thought process
- Articulate and confident when communicating with others
- Self-motivating and able to motivate/inspire others
- Ability to work effectively under pressure whilst continuing to deliver key targets
Other
Essential
- Willingness to be flexible and able to work between sites at short notice
- Enthusiasm for the position
- Willingness to undertake further training as necessary
Person Specification
Qualifications
Essential
- NVQ 3 / CIPS level 3
- NVQ Level 2 Pharmacy Services or Pharmacy equivalent
Experience
Essential
- Demonstrable previous experience of working in a busy pharmacy environment
- Experience of working in a purchasing environment, including medicine ordering
- Experience of working in a multidisciplinary team
- Experience of training others
Desirable
- Previous experience of working in a pharmacy stores environment, providing a ward stock service
- Experience of handling off contract claims
Knowledge
Essential
- Knowledge of Pharmacy contracts, Frameworks and other purchasing related agreements
- Knowledge of the Pharmacy stock control system and other IT systems used in pharmacy purchasing
Desirable
- Knowledge of JAC/Wellsky
- Knowledge of invoicing processes and resolution of discrepancies
Skills
Essential
- Ability to use IT programmes and packages to support role
- Ability to solve problems
- Ability to adapt as and when circumstances dictate
- Ability to provide advice to a range of healthcare professionals within the trust and externally
- Attention to detail
- Excellent organisational and time management skills
- Ability to prioritise own workload
- Logical thought process
- Articulate and confident when communicating with others
- Self-motivating and able to motivate/inspire others
- Ability to work effectively under pressure whilst continuing to deliver key targets
Other
Essential
- Willingness to be flexible and able to work between sites at short notice
- Enthusiasm for the position
- Willingness to undertake further training as necessary
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
