Pharmacy Purchasing Manager, Band 5

Job description

Job responsibilities

Key Result Areas

Pharmacy Purchasing

Under the supervision of the Senior Pharmacy Technician.

- Ensure smooth day-to-day running of Purchasing Team as delegated by senior technician. This will involve the co-ordination & supervising of ATOs & organisational duties.

- Responsible for Pharmacy invoice reconciliation in accordance with the Trusts standing financial instructions and governmental standards for public bodies.

- Be a super user for the pharmacy robot and EMIS (where applicable).

- To be responsible for the development and management of off contract credit claims ensuring the Trust receives maximum financial rebate for all out-of-stock contract lines.

- To provide a reports to the Senior Pharmacy Technician on savings from off contract credits.

- To carry out duties according to standard operating procedures.

- To be responsible for the placement of all orders for a full range of medicines and pharmaceuticals.

- To ensure National, Regional, Peninsula and Trust procurement contracts and procurements agreements details are maintained on EMIS.

- To develop and maintain systems to demonstrate cost savings obtained from the contracting and procurement agreement.

- To be responsible for ensuring all orders placed are for appropriate quantities, at agreed/ contract prices and in a timely manner.

- To monitor changing usage rates and adjust buying patterns accordingly.

- To perform regular checking and validation of stock re-order levels within the department.

- To pro-actively review out of stock lines and delays in supply from manufacturers and seek alternative suppliers and pack sizes as appropriate.

- Authorise any change in price at the invoicing stage ensuring any increase in price is accurate and appropriate escalating any issue to the Senior Pharmacy Technician.

- To bring to the attention of the Senior Pharmacy Technician any critical out-of-stocks and changes in supplier in a proactive and timely manner.

- To liaise with the Senior Pharmacy Technician about drug recalls issued by the Medicines and Health Products Regulatory Agency (MHRA) and or manufacturers and be responsible for return of affected stock to the original supplier.

- To monitor local purchasing agreements and inform the Senior Pharmacy Technician of the impending expiry of any local agreements

- To regularly review high-cost items and alert the Senior Pharmacy Technician to any items that may benefit from contractual negotiations.

- To participate in the regular checking of stock levels within the department and to contribute to the investigation and rectification of any stock discrepancies.

- To manage urgent medicines request placing orders with appropriate suppliers to ensure timely delivery of medicines in line with patient needs

- To review and assist with updating SOPs in line with change of practice to ensure current working procedures are appropriate and in line with the Trusts Purchasing for Safety policy.

- Authorise purchasing in line with the departments purchasing for safety policy.

- To assist with the training of all student technicians and preregistration pharmacists; undertaking basic workplace assessments as necessary.

- To undertake the training of all purchasing staff in ordering, receiving and invoicing.

- Undertake appraisals of the allocated ATOs within the Purchasing/Stores team and manage annual leave and sickness in conjunction with the Senior Pharmacy Technician.

- Ensure all processes within the stores department comply the Wholesale Dealers Authorisation (WDA).

- To assist in the qualification of suppliers or brokers under WDA authorisation.

- To support the development of electronic ordering and invoicing ensuring systems are fit for purpose

- Support the supply of stock medicines to wards, undertaking the necessary competencies associated.

- To perform general office duties relevant to Pharmacy procurement/ stores.

- To produce and inform the Finance Department of information required to raise invoices for non-NHS customers.

- To co-operate and participate in any training and development in procurement, attending such study days and courses as necessary for service development.

General

-Ensure the standard operating procedures are adhered to and Health and Safety procedures followed. There is a responsibility for stock control and security of medicines within daily duties.

- Foster & maintain good relationships with pharmacy, medical & nursing staff. Promote positive & effective communication within the department & service users

- Be pro-active in risk assessment and ensuring safe systems of work

- Contribute to policies & procedures

- Be willing to re-arrange duties and prioritise according to service need if required to cover for absence and assist in ensuring that wards have adequate cover during absence

- To be actively involved in instruction, mentoring, training and appraisal of technicians undertaking the regional medicines management course, and students, junior technicians and assistants within the dispensary.

- Participate in internal audit & surveys of service delivery as required, gathering reliable data and being able to collate it into a report if required to do so.

- Provide Saturday, Sunday and Bank Holiday cover as per rota.

- Comply with the code of expectations & values that the trust expects

- Complete any additional roles as required by line manager

Person Specification

Experience

Essential

• Experience of managing procurement processes and/or drug shortages
• Significant NHS hospital pharmacy experience
• Participated in audits and the production of SOPs
• Experience of supervision or line management

Desirable

• Previous experience of working with EMIS stock control system
• Knowledge and experience of Stores processes and GDP

Training

Essential

• Highly proficient in Microsoft applications, including Word, Excel & Outlook

Desirable

• Management or leadership qualification
• CIPS qualification (Level 2 or above)

Personal Qualities

Essential

• Excellent communication and interpersonal skills
• Good and efficient time management skills
• Willingness to adapt to changing working practices with development of electronic systems
• Able to effectively and apppropriately escalate concerns to reduce risk and promote safety
• Self-motivated and able to use initiative & prioritise work load, as well as working within a team

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.

Employer details

Employer name

Gloucestershire Hospitals NHS Foundation Trust

Address

Gloucestershire Royal Hospital

Great Western Rd

Gloucester

GL13NN

Employer's website

https://www.gloshospitals.nhs.uk/ (Opens in a new tab)