Job summary
The post holder will be responsible for the management of the Medicines Supply Chain to GDP principles within Guy's and St Thomas and the effective management of the Automated Dispensing Cabinets Service.
There is a WDA on the Guy's site and the post holder will be responsible for managing the Quality Management System related to this and will be the Deputy Responsible Person responsible for ensuring the site is managed to WDA regulatory standards.
Main duties of the job
- Responsible for the safe and secure handling and management of medicines to GDP principles in the end to end supply chain externally to GSTT and internally to GSTT. Medicines spend in GSTT was approx. £300M across all sites.
- To manage supply to customers covered by external contracts under the Wholesaler Dealers Authorisation and be the nominated deputy Responsible Person.
- To be responsible for management of the Quality Management System for the Wholesale Dealers Authorisation.
- To manage the automated ward replenishment cabinets service for medicines storage and management on the wards across Guy's and St Thomas' NHS Foundation Trust
- To be responsible for maintaining and further developing the existing governance structure and monitoring of use of medicines across the Trust within automated cabinets including use of Drugs Liable to Misuse.
- To ensure efficiencies in ward automation and distribution are identified and delivered
- To be responsible for the provision of professional leadership and advice on all matters relating to WDA (H), Good Distribution Practice, ward automation and the pharmacy supply chain across all GSTT sites
- To be responsible for the preparation of strategic plans for the pharmacy medicines supply chain and ward automation to ensure the development of a progressive, efficient and cost-effective service, minimising waste across all GSTT sites.
About us
Guy's and St Thomas' NHS Foundation Trust (GSTFT) comprises five of the UK's best known hospitals - Guy's, St Thomas', Evelina London Children's Hospital, Royal Brompton and Harefield - as well as community services in Lambeth and Southwark, all with a long history of high quality care, clinical excellence, research and innovation.
We are among the UK's busiest, most successful foundation trusts. We provide specialist care for patients including heart and lung, cancer and renal services as well as a full range of local hospital and community services for people in Lambeth and Southwark.
We have around 22,700 staff, making us one of the largest NHS Trusts in the country and one of the biggest employers locally. We aim to reflect the diversity of the communities we serve and continue to develop new and existing partnerships with local people, patients, neighbouring NHS organisations, local authorities and charitable bodies and GPs.
We have a long tradition of clinical and scientific achievement and - as part of King's Health Partners - we are one of England's eight academic health sciences centres (AHSC), bringing together world-class clinical services, teaching and research. We have one of the National Institute for Health Research's biomedical research centres, established with King's College London in 2007, as well as dedicated clinical research facilities.
Job description
Job responsibilities
- Maintenance of the Wholesale Distribution Authorisation (for medicines for Human use) WDA(h)
- To maintain the quality management systems for the Wholesale Dealers Authorisation on the Guys site. This includes the chairing of monthly and quarterly meetings and presentation of data to the Responsible Person.
- To be the designated Deputy Responsible Person on the Guys site licence who can cover where required for the Responsible Person.
- Report any deviations of practice into the quality management systems ensuring a CAPA is completed and steps are taken to avoid any future incidents.
- Ensure relevant training records are in place and kept to date in accordance with the WDA(h). This includes a training matrix for all staff involved in the WDA(h).
- Trained to GDP Responsible Person Cogent Gold Standard and share training and knowledge with other Supply Chain staff.
- Ensure up to date knowledge of Good Distribution Practice and the Green Book 2022.
- Ensure the Pharmacy department complies with the MHRA guidelines of Good Distribution Practice across all sites (Guys, STH, Brompton and Harefield).
- To ensure the Guys premises is inspection ready at all times and plan and prepare for anticipated MHRA revalidation.
- To complete self-audit and peer audit for wholesale dealing activity and action findings.
- To monitor outsourced activity and ensure quality is maintained with a clear delegation of responsibilities.
- To facilitate the Validation of key equipment in relation to the WDA(h) including the validation of cold chain and ambient temperatures during transport of goods.
- Ensure a process is in place to ensure all records created from WDA(h) activity are stored and filed appropriately.
- To update written procedures that cover key activity within the WDA(h)
- Ensure all staff involved in the activity of the WDA(h) have had suitable training and all training is recorded and reviewed regularly.
- To develop and maintain processes that can immediately report any falsified medicines to the competent authority and the marketing Authorisation holder of that product.
- To develop and maintain the processes of the return of medicines into the supply chain ensuring compliance as per the WDA(h)
- Medicine Supply Chain & Automated Cabinets Service
- Responsible for the safe and secure handling and management of medicines to GDP principles in the end to end supply chain externally to GSTT and internally to GSTT. Medicines spend in GSTT was approx. £300M across all sites in 2023.
- To provide assurance that all medicines safety, sterility, quality and efficacy is protected.
- Ensure compliance with cold chain maintenance and monitoring requirements in line with local standard operating procedures.
- Ensure optimisation and demand management of medicines stock holding within the pharmacy and across the Trust to ensure availability for patients and minimise waste. Report on and implement waste reduction strategies.
- Provide leadership, governance and development to the Trust medicines supply chain.
- Identification and management of risks, including maintenance of entries in the pharmacy risk register associated with medicines supply chain and automated cabinet services.
- Implement strategies and plans to support continuous improvement and delivery of an effective medicines supply chain.
- Develop and maintain relationships with all relevant stakeholders and service providers.
- Ensure that systems and protocols are in place for the identification, response and evaluation of untoward incidents and that all relevant stakeholders understand these.
- Investigate medicines related incidents or complaints and explore ways of minimising risk of future recurrence or risk to staff or patients. Complete clinical incident report forms where appropriate.
- Communicate effectively and build relationships with colleagues across the sites and key external stakeholder organisations.
- Support training, understanding and competency of staff on site as needed
- Ensure robust and up to date processes and procedures and audit trail of medicines management processes
- To have oversight of the Pharmacy Supply Chain 7 day rota and ensure timely distribution of discharge medicines to the wards
- To be responsible for the automated ward storage cabinets service (Omnicell), leading implementation, project management, user training and maintenance of all Omnicell cabinets.
- To develop and manage reporting on a range of KPI and compliance areas for Supply Chain and Omnicell for a multi-disciplinary team including pharmacy, nursing and all other end users of the
- Develop a clear strategy and business plan for updates required to the automated ward cabinet system. Communicate and demonstrate project plans to all members of multi-disciplinary
- Lead the development of and implement a technology and informatics strategy for medicines supply chain and automated medicines cabinets.
- Support the development of interfaces between Epic and Omnicell.
- Be responsible for ensuring the effective transition to Epic use for Supply chain and automated cabinet services
- To follow Standing Financial Instructions with respect to the control of pharmaceutical stock.
- Attend Pharmacy Risk Assurance Committee meetings and feedback changes in processes and staffing and report on incidents and complaints
- To implement changes to improve safety for patients and ensure all staff are trained to comply with these
- To oversee research and audit undertaken in pharmacy ward automation and distribution services.
- To encourage research conducted to be published or presented at meetings inside and out of the department and trust.
- General
- Adheres to Professional Code of Conduct, and maintains own professional development ensuring fit for practice
- Ensures that all NHS statutory & mandatory training is kept up to date. Attends all mandatory training as needed.
- Respond to any escalations or queries from all staff on site.
- Act as a coach and mentor to more junior staff / inexperienced staff
- Implement quality improvement initiatives to ensure the risk of error is minimised and patient safety is maintained at all times.
- Demonstrate ongoing Continuing Professional Development (CPD) as required by the General Pharmaceutical Council (GPhC).
- Ensuring the service delivered is responsive and meets professional and GDP standards.
- To support the Head of Pharmacy Operations in overseeing medicines governance and patient safety considerations within the medicines supply chain.
- To provide the Pharmacy operations manager with details of output, performance and activity at specified time intervals in a format agreed with the Pharmacy Operations manager.
- To contribute to regional, national and international meetings to develop best practice and to have input into a regional, national and international strategy for the provision of ward automation and distribution services.
- Management responsibilities
- To have overall responsibility for the delivery of ward automation and supply chain services and the supply chain staff (who work on the Guys and STH sites only).
- To ensure all staff within the supply chain and automated cabinet services are adequately managed and supported, Including appraisals, training and education opportunities. To set SMART objectives for all staff. To ensure objectives are met and monitored and that all HR processes are followed.
- To hold and chair regular team meetings. Give opportunities for staff to express views and suggest improvements.
- To manage the development of pharmacy staff, according to their identified needs and the development and funding frameworks of the department in liaison with the Head of Pharmacy Operations and relevant people from the pharmacy education and training team
- To ensure ward automation and distribution has an active capacity plan indicating safe levels of operation and contingency planning.
- To act as a role model for pharmacy staff.
- Utilise excellent communications management skills to lead, manage and motivate teams.
- To handle, investigate and report on sensitive information that could be given to the post holder in confidence. This could include investigating discrepancies or dealing with commercially confidential information.
- Strategic Planning
- Communicate medicines supply strategy to relevant stakeholders. Ensure everyone understands the vision and is on board with the
- To support the Head of Pharmacy Operations in the strategic management of pharmacy supply chain, including strategy development, service planning, budgeting, development of business cases and financial management
- Communications and Relationships.
- To work with appropriate staff to support development of services and facilitate the implementation of strategies to improve ward automation and distribution services in the trust.
- To demonstrate good communication skills as the role liaises with a wide range of people in the trust. This will include service and general managers across all divisions, finance and procurement leads, multidisciplinary team members and all Pharmacy staff.
- To liaise with external bodies including Omnicell, other hospitals, outsourced third party providers, external suppliers and necessary pharmacy networks.
- The post-holder will be required to communicate clearly and sensitively about patient issues both internally and externally.
- To manage supplier relations with Omnicell by chairing regular quarterly meetings.
- To provide training on ward automation and distribution related issues, policies, guidelines and service developments to pharmacy colleagues, nursing and medical staff, ranging from one on one communication to more formal presentations.
- Responsible for the management of the Pharmacy Distribution SLAs with other departments
Other duties as requested by the Chief pharmacist, Associate Chief Pharmacists and Head of Pharmacy Operations
Job description
Job responsibilities
- Maintenance of the Wholesale Distribution Authorisation (for medicines for Human use) WDA(h)
- To maintain the quality management systems for the Wholesale Dealers Authorisation on the Guys site. This includes the chairing of monthly and quarterly meetings and presentation of data to the Responsible Person.
- To be the designated Deputy Responsible Person on the Guys site licence who can cover where required for the Responsible Person.
- Report any deviations of practice into the quality management systems ensuring a CAPA is completed and steps are taken to avoid any future incidents.
- Ensure relevant training records are in place and kept to date in accordance with the WDA(h). This includes a training matrix for all staff involved in the WDA(h).
- Trained to GDP Responsible Person Cogent Gold Standard and share training and knowledge with other Supply Chain staff.
- Ensure up to date knowledge of Good Distribution Practice and the Green Book 2022.
- Ensure the Pharmacy department complies with the MHRA guidelines of Good Distribution Practice across all sites (Guys, STH, Brompton and Harefield).
- To ensure the Guys premises is inspection ready at all times and plan and prepare for anticipated MHRA revalidation.
- To complete self-audit and peer audit for wholesale dealing activity and action findings.
- To monitor outsourced activity and ensure quality is maintained with a clear delegation of responsibilities.
- To facilitate the Validation of key equipment in relation to the WDA(h) including the validation of cold chain and ambient temperatures during transport of goods.
- Ensure a process is in place to ensure all records created from WDA(h) activity are stored and filed appropriately.
- To update written procedures that cover key activity within the WDA(h)
- Ensure all staff involved in the activity of the WDA(h) have had suitable training and all training is recorded and reviewed regularly.
- To develop and maintain processes that can immediately report any falsified medicines to the competent authority and the marketing Authorisation holder of that product.
- To develop and maintain the processes of the return of medicines into the supply chain ensuring compliance as per the WDA(h)
- Medicine Supply Chain & Automated Cabinets Service
- Responsible for the safe and secure handling and management of medicines to GDP principles in the end to end supply chain externally to GSTT and internally to GSTT. Medicines spend in GSTT was approx. £300M across all sites in 2023.
- To provide assurance that all medicines safety, sterility, quality and efficacy is protected.
- Ensure compliance with cold chain maintenance and monitoring requirements in line with local standard operating procedures.
- Ensure optimisation and demand management of medicines stock holding within the pharmacy and across the Trust to ensure availability for patients and minimise waste. Report on and implement waste reduction strategies.
- Provide leadership, governance and development to the Trust medicines supply chain.
- Identification and management of risks, including maintenance of entries in the pharmacy risk register associated with medicines supply chain and automated cabinet services.
- Implement strategies and plans to support continuous improvement and delivery of an effective medicines supply chain.
- Develop and maintain relationships with all relevant stakeholders and service providers.
- Ensure that systems and protocols are in place for the identification, response and evaluation of untoward incidents and that all relevant stakeholders understand these.
- Investigate medicines related incidents or complaints and explore ways of minimising risk of future recurrence or risk to staff or patients. Complete clinical incident report forms where appropriate.
- Communicate effectively and build relationships with colleagues across the sites and key external stakeholder organisations.
- Support training, understanding and competency of staff on site as needed
- Ensure robust and up to date processes and procedures and audit trail of medicines management processes
- To have oversight of the Pharmacy Supply Chain 7 day rota and ensure timely distribution of discharge medicines to the wards
- To be responsible for the automated ward storage cabinets service (Omnicell), leading implementation, project management, user training and maintenance of all Omnicell cabinets.
- To develop and manage reporting on a range of KPI and compliance areas for Supply Chain and Omnicell for a multi-disciplinary team including pharmacy, nursing and all other end users of the
- Develop a clear strategy and business plan for updates required to the automated ward cabinet system. Communicate and demonstrate project plans to all members of multi-disciplinary
- Lead the development of and implement a technology and informatics strategy for medicines supply chain and automated medicines cabinets.
- Support the development of interfaces between Epic and Omnicell.
- Be responsible for ensuring the effective transition to Epic use for Supply chain and automated cabinet services
- To follow Standing Financial Instructions with respect to the control of pharmaceutical stock.
- Attend Pharmacy Risk Assurance Committee meetings and feedback changes in processes and staffing and report on incidents and complaints
- To implement changes to improve safety for patients and ensure all staff are trained to comply with these
- To oversee research and audit undertaken in pharmacy ward automation and distribution services.
- To encourage research conducted to be published or presented at meetings inside and out of the department and trust.
- General
- Adheres to Professional Code of Conduct, and maintains own professional development ensuring fit for practice
- Ensures that all NHS statutory & mandatory training is kept up to date. Attends all mandatory training as needed.
- Respond to any escalations or queries from all staff on site.
- Act as a coach and mentor to more junior staff / inexperienced staff
- Implement quality improvement initiatives to ensure the risk of error is minimised and patient safety is maintained at all times.
- Demonstrate ongoing Continuing Professional Development (CPD) as required by the General Pharmaceutical Council (GPhC).
- Ensuring the service delivered is responsive and meets professional and GDP standards.
- To support the Head of Pharmacy Operations in overseeing medicines governance and patient safety considerations within the medicines supply chain.
- To provide the Pharmacy operations manager with details of output, performance and activity at specified time intervals in a format agreed with the Pharmacy Operations manager.
- To contribute to regional, national and international meetings to develop best practice and to have input into a regional, national and international strategy for the provision of ward automation and distribution services.
- Management responsibilities
- To have overall responsibility for the delivery of ward automation and supply chain services and the supply chain staff (who work on the Guys and STH sites only).
- To ensure all staff within the supply chain and automated cabinet services are adequately managed and supported, Including appraisals, training and education opportunities. To set SMART objectives for all staff. To ensure objectives are met and monitored and that all HR processes are followed.
- To hold and chair regular team meetings. Give opportunities for staff to express views and suggest improvements.
- To manage the development of pharmacy staff, according to their identified needs and the development and funding frameworks of the department in liaison with the Head of Pharmacy Operations and relevant people from the pharmacy education and training team
- To ensure ward automation and distribution has an active capacity plan indicating safe levels of operation and contingency planning.
- To act as a role model for pharmacy staff.
- Utilise excellent communications management skills to lead, manage and motivate teams.
- To handle, investigate and report on sensitive information that could be given to the post holder in confidence. This could include investigating discrepancies or dealing with commercially confidential information.
- Strategic Planning
- Communicate medicines supply strategy to relevant stakeholders. Ensure everyone understands the vision and is on board with the
- To support the Head of Pharmacy Operations in the strategic management of pharmacy supply chain, including strategy development, service planning, budgeting, development of business cases and financial management
- Communications and Relationships.
- To work with appropriate staff to support development of services and facilitate the implementation of strategies to improve ward automation and distribution services in the trust.
- To demonstrate good communication skills as the role liaises with a wide range of people in the trust. This will include service and general managers across all divisions, finance and procurement leads, multidisciplinary team members and all Pharmacy staff.
- To liaise with external bodies including Omnicell, other hospitals, outsourced third party providers, external suppliers and necessary pharmacy networks.
- The post-holder will be required to communicate clearly and sensitively about patient issues both internally and externally.
- To manage supplier relations with Omnicell by chairing regular quarterly meetings.
- To provide training on ward automation and distribution related issues, policies, guidelines and service developments to pharmacy colleagues, nursing and medical staff, ranging from one on one communication to more formal presentations.
- Responsible for the management of the Pharmacy Distribution SLAs with other departments
Other duties as requested by the Chief pharmacist, Associate Chief Pharmacists and Head of Pharmacy Operations
Person Specification
Education/ Qualifications
Essential
- Educated to first Degree or equivalent knowledge, skills and experience
- Registered as a pharmacy technician or as a pharmacist with the General Pharmaceutical Council (GPhC).
- Evidence of Masters, or other post graduate qualifications, or equivalent by virtue of experience.
- Relevant management underpinning knowledge or working towards e.g. CMS/DMS/MBA post graduate studies or equivalent
Desirable
- Qualification in logistics and supply
Previous Experience
Essential
- Management in a hospital setting dealing with complex supply and distribution of medicines.
- Management of a WDA Site as a RP inc Quality Management System
- Recognised qualification in GDP ( Cogent gold standard)
- Pharmacy technology project implementation moving to business as usual
- Designing, monitoring and taking action against KPIs
- Previous assessable experience of performance management of a pharmacy team
- Previous evaluated experience of delivering induction and competency based training.
- Experience of leading a multidisciplinary team
- Previous evaluated experience of the development and final authorisation of SOPs across a variety of tasks and setting quality standards as indicated in the job description
- Previous experience of inventory management of £multimillion medicines stock
- Previous experience of management of safety and governance within medicines procurement and supply
Knowledge/Skills/Abilities
Essential
- Demonstrated ability to work to set procedures
- Demonstrated ability of operational management
- Demonstrated ability to train and assess others
- Demonstrated ability to solve complex problems as indicated in the job description
- Demonstrated ability to work under pressure accurately within the departmental SOPs to maintain quality standards
- Demonstrated ability to motivate self and others
- Demonstrated ability to manage audits and project work
- Demonstrated ability to communicate complex information effectively using clear written and spoken English and overcome barriers to understanding to a multidisciplinary team
- Demonstrated ability to clearly and accurately complete complex routine and non- routine documentation as indicated in the job description
- ADC systems administration skills
- Experienced trainer with excellent communication skills both written and verbally.
- Knowledge of all regulations and legislation relevant to distribution including Wholesale Dealers Licence and Good Distribution Practice (GDP)
Person Specification
Education/ Qualifications
Essential
- Educated to first Degree or equivalent knowledge, skills and experience
- Registered as a pharmacy technician or as a pharmacist with the General Pharmaceutical Council (GPhC).
- Evidence of Masters, or other post graduate qualifications, or equivalent by virtue of experience.
- Relevant management underpinning knowledge or working towards e.g. CMS/DMS/MBA post graduate studies or equivalent
Desirable
- Qualification in logistics and supply
Previous Experience
Essential
- Management in a hospital setting dealing with complex supply and distribution of medicines.
- Management of a WDA Site as a RP inc Quality Management System
- Recognised qualification in GDP ( Cogent gold standard)
- Pharmacy technology project implementation moving to business as usual
- Designing, monitoring and taking action against KPIs
- Previous assessable experience of performance management of a pharmacy team
- Previous evaluated experience of delivering induction and competency based training.
- Experience of leading a multidisciplinary team
- Previous evaluated experience of the development and final authorisation of SOPs across a variety of tasks and setting quality standards as indicated in the job description
- Previous experience of inventory management of £multimillion medicines stock
- Previous experience of management of safety and governance within medicines procurement and supply
Knowledge/Skills/Abilities
Essential
- Demonstrated ability to work to set procedures
- Demonstrated ability of operational management
- Demonstrated ability to train and assess others
- Demonstrated ability to solve complex problems as indicated in the job description
- Demonstrated ability to work under pressure accurately within the departmental SOPs to maintain quality standards
- Demonstrated ability to motivate self and others
- Demonstrated ability to manage audits and project work
- Demonstrated ability to communicate complex information effectively using clear written and spoken English and overcome barriers to understanding to a multidisciplinary team
- Demonstrated ability to clearly and accurately complete complex routine and non- routine documentation as indicated in the job description
- ADC systems administration skills
- Experienced trainer with excellent communication skills both written and verbally.
- Knowledge of all regulations and legislation relevant to distribution including Wholesale Dealers Licence and Good Distribution Practice (GDP)
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).
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
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).
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
