Job summary
A new opportunity has arisen for a Senior Pharmacy Procurement Officer to support the Pharmacy Procurement Technicians in the procuring and supply of medicines and sundry items. The position is predominately Stores based but will give support to the Distribution Team determined by rota and staffing levels.
You will participate in the ordering of medicines and sundries, progressing of overdue orders, dealing with the to-follow lists from wholesalers, assisting with the search of medicines in short supply, the sourcing of unlicensed medicines, the mapping of EDI orders, dealing with some invoice queries, receipt of goods when required, storage of medicines, stock and expiry date checks and help with robot fixes. You will participate in the supply of essential stock medicines to wards, clinics, theatres, and departments and by wholesale.
You will already have an NVQ2 in Pharmacy Services qualification and proven pharmacy procurement expertise in hospital pharmacy and be willing to undertake further formal procurement training/qualifications in line with the role and its development.
The successful candidate will be enthusiastic about developing a career in pharmacy procurement to enable the department to fulfil its objectives in the provision of medicines for patient care. If you have good verbal and communication skills essential for documentation logs, good time management and organisations skills and a keen eye for detail then we would like to hear from you.
Main duties of the job
To support the purchasing activities for patient and medicine stock supply for main Pharmacy and the Pharmacy Aseptic Unit including sundry items.
To use technical and pharmaceutical skills to ensure appropriate storage, stock control, security, quality, and value for medicines is adhered to.
To comply with the procurement training and procedures for the role.
To be available for Saturday and Bank Holiday working on a rota basis to cover Stores and Distribution processes.
To train students in the procurement processes.
To attend Shortage Management meeting when organised by Medicines Information.
To meet with wholesale supplier representatives and appraise performance
For more specific information relating to this post please see the job description and person specification.
About us
Northampton General Hospital is one of the largest employers in the area and we are on an exciting journey. All of our divisions are committed to doing things better, with more efficiency as we update, modernise, and advance. We have also entered into a Group Model with neighbouring Kettering General Hospital NHS Foundation Trust and become University Hospitals of Northamptonshire.
Our Excellence Values
Compassion
Accountability
Respect
Integrity
Courage
We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone's full potential. As an organisation, we value how we communicate and promote our vacancies to all communities.
We are a Defence positive trust, supporting our reservists, veterans, spouses and partners.
The Hospital Group encourages applications from people who identify from all protected groups, especially those from BAME, Disabled and LGBTQ+ backgrounds as these are underrepresented in our hospitals.
We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative.
We have active Networks that promote and support colleagues from all backgrounds.This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.
Job description
Job responsibilities
To procure medicines and sundry items including computer generated and manual requested items from Dispensary, Distribution, Quality Assurance, ASU and Pharmacy and other Trust areas e.g. (Skin clinic patch tests, X-Ray contrast media).
To obtain information regarding unlicensed medicines from approved suppliers.
To be responsible for following up outstanding orders with suppliers, document replies and escalate when necessary.
To obtain acceptable medicine alternatives as directed by Store Manager or Deputy and to organise couriers and taxi for urgent orders when necessary.
To advise Dispensary Co-ordinator on the availability of requested items including urgently required items.
To collate and ensure procurement information for the pharmacy scorecard is completed in a timely manner.
To co-ordinate the day -to-day workload and staff working in stores ensuring items are ordered and booked in in a timely manner and that colleagues are supported.
To manage and direct the activities of Band 2 and rotating students in stores so that they cover the necessary curriculum elements needed for their course.
To be an authorised signatory for all order types up to a value of £75,000
To accurately change prices on the pharmacy system according to unit value on invoices as directed. Excessive price deviations must be referred to Store manager deputy for actioning.
To assist in resolving supplier and invoicing queries
To act on emails received from the Regional Procurement Specialist, Medicine Information, and directorate Pharmacist where availability, stock information is needed for forecasting activities and medicine allocations.
To ensure that stock checks are completed as per procedures and rota compiled.
To assist in the maintenance of an accurate computerised pharmacy stock control system by dealing with stock balance forms in a prompt manner and ensuring stock discrepancies are corrected before new stock is booked in.
To investigate by exception reporting and analysis of abusable and high-cost medicine discrepancies.
To investigate trend in stock balance discrepancies and report to Store, Distribution and Dispensary managers for action.
To assist in the proper storage of medicinal products and consumables.
To participate in the monthly expiry date and removal process.
To carry out the user acceptance testing in the event of system upgrades.
To contribute to the improvement of the pharmacy procurement services.
To assist the store manager or deputy with the calculation of stocks to be held within the automated dispensing units.
To accurately map the new contract lines on the Medecator system prior to contract start dates.
To accurately input data in the CMU, Extend off-contract logging system.
To document wholesale supplier delivery problems for East Midlands Pharmacy Collaborative (EMPC) for their monitoring purposes.
To attend wholesaler review meetings with representatives.
To work collaboratively with Pharmacy Technician for Training & Pharmacy IT Systems with the management of the robot automated systems and attend systems meetings as required.
Job description
Job responsibilities
To procure medicines and sundry items including computer generated and manual requested items from Dispensary, Distribution, Quality Assurance, ASU and Pharmacy and other Trust areas e.g. (Skin clinic patch tests, X-Ray contrast media).
To obtain information regarding unlicensed medicines from approved suppliers.
To be responsible for following up outstanding orders with suppliers, document replies and escalate when necessary.
To obtain acceptable medicine alternatives as directed by Store Manager or Deputy and to organise couriers and taxi for urgent orders when necessary.
To advise Dispensary Co-ordinator on the availability of requested items including urgently required items.
To collate and ensure procurement information for the pharmacy scorecard is completed in a timely manner.
To co-ordinate the day -to-day workload and staff working in stores ensuring items are ordered and booked in in a timely manner and that colleagues are supported.
To manage and direct the activities of Band 2 and rotating students in stores so that they cover the necessary curriculum elements needed for their course.
To be an authorised signatory for all order types up to a value of £75,000
To accurately change prices on the pharmacy system according to unit value on invoices as directed. Excessive price deviations must be referred to Store manager deputy for actioning.
To assist in resolving supplier and invoicing queries
To act on emails received from the Regional Procurement Specialist, Medicine Information, and directorate Pharmacist where availability, stock information is needed for forecasting activities and medicine allocations.
To ensure that stock checks are completed as per procedures and rota compiled.
To assist in the maintenance of an accurate computerised pharmacy stock control system by dealing with stock balance forms in a prompt manner and ensuring stock discrepancies are corrected before new stock is booked in.
To investigate by exception reporting and analysis of abusable and high-cost medicine discrepancies.
To investigate trend in stock balance discrepancies and report to Store, Distribution and Dispensary managers for action.
To assist in the proper storage of medicinal products and consumables.
To participate in the monthly expiry date and removal process.
To carry out the user acceptance testing in the event of system upgrades.
To contribute to the improvement of the pharmacy procurement services.
To assist the store manager or deputy with the calculation of stocks to be held within the automated dispensing units.
To accurately map the new contract lines on the Medecator system prior to contract start dates.
To accurately input data in the CMU, Extend off-contract logging system.
To document wholesale supplier delivery problems for East Midlands Pharmacy Collaborative (EMPC) for their monitoring purposes.
To attend wholesaler review meetings with representatives.
To work collaboratively with Pharmacy Technician for Training & Pharmacy IT Systems with the management of the robot automated systems and attend systems meetings as required.
Person Specification
Education, Training and Qualification
Essential
- NVQ Level 2 in Pharmacy Services
- Experience equivalent to NVQ Level 3
- Minimum of 4 GCSE passes at C grade including English and Maths (or Level l2 Numeracy and Literacy or CSE grade 1) with a further 2 GCSEs at grade C or above
- Procurement qualifications or training
Knowledge and Experience
Essential
- Good knowledge of medicine names
- Understanding of CMU contracts
- Knowledge of purchasing and invoices procedures and practices
- Experience in using computerised stock control system
- How procurement errors occur
- Experience of placing orders accurately
- Experience of supervisory role and training of other staff
- Current Stores / Distribution experience
- Previous Pharmacy experience in hospital or community
Skills
Essential
- Excellent communication skills, written and verbal
- Demonstrate Leadership ability
- Evidence of keeping accurate and legible records
- Demonstrate ability in office practices including computer skills
- Problem/investigation analysis skills
- Ability to prioritise, attention to detail, and logically use initiative
- Responsible/professional attitude to job (meeting patient's needs).
- Ability to work effectively under pressure
- This post involves walking around the Trust, lifting and reaching in high/low, small spaces
- Personal and work time management skills
Key Competencies/Personal Qualities and Attributes
Essential
- Passionate and committed to bring our Dedicated to Excellence values to life, improving the way we work with each other, particularly focusing on empowerment, equality, diversity and inclusion of our staff, patients and service users
- Good appearance/personal hygiene
- Ability to work as a team and as an individual
- Ability to reflect, maintain, develop knowledge and skills required
- Must be able to demonstrate behaviours consistent with the Trust's Values and Behaviours
Person Specification
Education, Training and Qualification
Essential
- NVQ Level 2 in Pharmacy Services
- Experience equivalent to NVQ Level 3
- Minimum of 4 GCSE passes at C grade including English and Maths (or Level l2 Numeracy and Literacy or CSE grade 1) with a further 2 GCSEs at grade C or above
- Procurement qualifications or training
Knowledge and Experience
Essential
- Good knowledge of medicine names
- Understanding of CMU contracts
- Knowledge of purchasing and invoices procedures and practices
- Experience in using computerised stock control system
- How procurement errors occur
- Experience of placing orders accurately
- Experience of supervisory role and training of other staff
- Current Stores / Distribution experience
- Previous Pharmacy experience in hospital or community
Skills
Essential
- Excellent communication skills, written and verbal
- Demonstrate Leadership ability
- Evidence of keeping accurate and legible records
- Demonstrate ability in office practices including computer skills
- Problem/investigation analysis skills
- Ability to prioritise, attention to detail, and logically use initiative
- Responsible/professional attitude to job (meeting patient's needs).
- Ability to work effectively under pressure
- This post involves walking around the Trust, lifting and reaching in high/low, small spaces
- Personal and work time management skills
Key Competencies/Personal Qualities and Attributes
Essential
- Passionate and committed to bring our Dedicated to Excellence values to life, improving the way we work with each other, particularly focusing on empowerment, equality, diversity and inclusion of our staff, patients and service users
- Good appearance/personal hygiene
- Ability to work as a team and as an individual
- Ability to reflect, maintain, develop knowledge and skills required
- Must be able to demonstrate behaviours consistent with the Trust's Values and Behaviours
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).
