Job responsibilities
Main Duties
To assist in the Goods Reception Duties:
To ensure that all parcels received are logged on the appropriate sheets for monitoring purposes in case of queries arising.
To receive, un-pack, input data, store and appropriately distribute pharmaceuticals and equipment in accordance with departmental procedures.
To be responsible for collecting parcels from Supplies or Main Reception, if they are patient specific or for ASU if urgently required for processing.
To ensure that parcels not for Pharmacy are returned to Supplies and signature recorded.
To ensure that urgent parcels for ASU, specialist patient items, to-follow items are identified and prioritised for booking in each day.
To ensure that parcels in the cold store are processed in a timely manner.
To ensure that TTO pre-pack orders are processed in accordance with the over labelling templates detailed in over labelled book and procedure.
To ensure that any urgent due date items not received on the urgent board are followed up with suppliers and information recorded on order copy regarding outcome.
To be responsible for ensuring that freezer items are dealt with on receipt immediately.
To be responsible for the immediate liaising with the Dispensary Co-ordinator and to follow up with the Principal Technician Stores, or Deputy of any problems regarding patient specific deliveries.
To resolve problems arising from deliveries on a timely basis including preparing returns to suppliers for collections.
To advise appropriate staff, when specific goods have been booked in, and to transfer the goods to the appropriate location.
To ensure a percentage of items from bulk gets inputted into the robot using the robot conveyor belt from robot trolleys.
To liaise with the Principal Technician for Training and Education/IT systems for new items not loading in robot due to bar code issues.
To ensure that all robot stored items are loaded correctly with expiry dates.
To ensure robot hopper is not over-filled.
Procuring of medicines:
To frequently review the Ascribe to-follow report so that items can be manually placed on order or followed up if there is a supply problem.
To accurately place on order the following: IV and Solution order from IV list and the Nutritional feeds order, and FP10 orders for the office, Prick and Patch test orders, dispensary sundry items and controlled stationery with the appropriate suppliers ensuring that contract lines have been ordered where applicable.
To accurately process orders by phone or email.
To place orders with manufacturers and wholesalers electronically using the web based ordering service (Medecator).
To obtain urgent medicines as directed and arrange transport for collection using approved carriers.
To ensure that off contract forms are filled in for the Pharmacy Office and logged on the pharmacy system so that reimbursement claims due from suppliers can be recorded and tracked.
To ensure that all documentation is completed accurately, in a timely manner and paperwork filed in the appropriate location.
To produce orders for verbal orders, urgent orders, duplicate orders etc. so that goods can be booked in.
To progress wholesaler orders as required on a weekly basis to identify supplier issues with medicines and feedback given to Principal Technician Stores or Deputy.To be responsible for producing a problem log' of wholesaler queries for the East Midlands Pharmacy Collaborative Hub for reviewing wholesaler performance and information for representatives.
To assist in the provision of an accurate computerised stock control system:
To participate in stock control processes, including production of stock check list, second checking requirements and the investigation of stock discrepancies on a daily basis.
To participate in the periodic stock check of robot/dispensary lines.
To participate in the stock rotation and checking of expiry dates on a rolling programme in the Store.
To record and maintain records of any identified short expiry using the Access programme.
To participate in the removal of identified expired stock from locations and system and to ensure they are destroyed appropriately according to procedure.
To segregate by bin locations medicines with packaging risks that could result in stock discrepancies.
To have responsibility, for allocating bin locations for new medicines, paying particular attention, to manufacturers storage requirements and similar packaging risks.
To provide operational support to the Pharmacy Automated Dispensing System (ADS):
To remove unidentified items loaded incorrectly in the ADS for investigation.
To deal with minor problems relating to the ADS and restart in accordance with procedures.
To obtain items from ADS by automated retrieval or manual pick.
To be responsible for the monthly removal of expired stock from the ADS and to ensure that medicines with short expiry dates are segregated once removed.
To supervise rotated staff loading items into the ADS.
To record the ADS system faults as they occur and to inform with the Principal Technician, IT Systems, or Operational Manager when ADS system, is still not performing after several attempts.
To ensure that ADS medicines can be accurately selected by other pharmaceutical staff when out of action or awaiting engineer visit
To use the ADS not frequently requested report to move items to the Supermarket and liaise with Principal Technician Stores.
To ensure the ADS report on shelves to be checked is done daily.
To organise the training and supervision of rotated staff:
To participate in the training and supervision of new ATOs, Pre-Registration Technicians, Pre-Registration Pharmacists, and any other Stores and Distribution allocated staff.
To induct and supervise Pharmacy Stores and Distribution Porters to ensure they are competent in allocated tasks.
To be a mentor for apprentices as they rotate through Pharmacy Stores and Distribution section.
To sign off training records when required.
To assist in the recruitment of new Pharmacy Stores and Distribution team members.
To assist in other maintenance duties:
To collate data from various sources or by audit to populate the Pharmacy Stores and Distribution scorecard and the maintenance thereof.
To resolve invoice queries from the Pharmacy Office by raising the appropriate supplementary orders or dummy credits required to allow invoice processing.
To assist in identifying not used lines/pack size codes at contract changes that affect ward profiles and liaise with Principal Technician, Distribution or Deputy.
To carry out audits when required.
To transfer into robot, items identified in the Supermarket with appropriate barcodes /
packaging.
To be responsible for ensuring the end of day activities have been completed, including charging of electric vehicles.
To carry out allocated housekeeping duties.
To assist in the provision of clerical support:
To answer the telephone in a polite manner and be able to take messages accurately and pass on to appropriate staff member.
To accurately record messages regarding orders placed.
To maintain essential forms, labels, and documents.
Distribution:
To manage the stock medicines on allocated Wards/Theatres and Clinics known as a Top-up. This involves working alone with supervisor contactable by phone.
Visit allocated area to manage stock medicines up to their re-order level using electronic devices or paper, bringing back excess stock for credit.
Leave the cupboard in a tidy state to aid proper selection by ward staff.
Perform regular expiry date checks and remove and replace affected medicines on expiry.
Review usage to maintain optimum levels to help reduce wastage.
Liaise with senior staff over stock issues.
Progress any to-follows to ensure minimum stock outs.
Liaise closely with Stores and Procurement staff, and chase orders when necessary.
Automated Cabinets:
Upload orders to pharmacy system.
Correctly put the stock away.
Perform regular cycle counts to aid ward staff maintain correct stock levels.
Remove excess stock that ward staff have returned from drug trolleys.
Assist in keeping the cabinets clean.
May have to instruct ward staff on how to use properly.
Inform Omnicell Administrator of any issues, pack size changes and additions/deletions.
Perform regular expiry date checks and remove and replace affected medicines on expiry.
Be able to create/delete bin locations to support pack size changes.
Accurately issue, pick and pack medicines according to procedures.
Attach advisory labels to specific stock on issue to clinical areas.
Participate in the replenishment of the Emergency store, stock check and removal of expired stock.
Assemble medicines for Emergency kits, recording batch numbers and expiry dates
Place orders for Emergency kits from suppliers.
Check Emergency kits on delivery against a delivery note from supplier.
Maintain a spread sheet for issued Emergency kits for audit purposes.
When fully trained, to check the work of others including emergency kits before they leave the department.
Act as a mentor for new staff or rotational staff.
Accurately issue, pick and pack Wholesale requisitions according to MHRA requirements.
Communicate effectively with customers, in person and over the phone, over requisition requirements.
Record batch numbers and expiry dates on any vaccine issued.
