Job summary
To plan, supervise, and prioritise daily workload within the Procurement and Stores and ensuring requests from drug and alcohol teams are prioritised accordingly.
To support the Purchasing, Stores, and IT System Manager to ensure the procurement and stores run efficiently and is patient and stake holder focused. As well as ensuring accurate stock control, efficient rotation and minimisation of waste.
To assist the Purchasing, stores and IT System Manager and Senior Pharmacy Technician in Stores, Distribution, Purchasing and invoicing in the cost-effective purchasing and supply of pharmaceuticals
To support the provision of ward-based services relating to the ordering and supply of medicines.
To work closely with the Senior Pharmacy Technician and procurement manager to ensure that training needs for ATOs and PTPT apprentices are met, and their relevant competencies are completed.
Main duties of the job
Key Duties:
Stock Management:Oversee and maintain accurate stock levels of pharmaceutical products and medical supplies.Manage the receipt, storage, and distribution of goods, ensuring adherence to Good Distribution Practice (GDP).Conduct regular stock checks and audits, identifying and resolving discrepancies.Purchasing and Procurement:Process purchase orders and liaise with suppliers to ensure timely delivery of goods.Monitor and manage purchase order systems.Assist in the procurement of pharmaceuticals and medical supplies, ensuring cost-effectiveness and compliance with NHS procurement guidelines.Technical Office Support:Provide administrative support to the technical office, including data entry, record keeping, and report generation.Maintain accurate records of stock movements, purchases, and supplier information.Utilize pharmacy computer systems to manage stock and procurement processes.Team Leadership:Supervise and support junior pharmacy assistants, providing training and guidance as required.Allocate tasks and manage workload within the stores and purchasing team.Ensure adherence to standard operating procedures (SOPs) and departmental policies.Quality and Compliance:Ensure compliance with relevant legislation, including Medicines Act and GDP.Maintain accurate records for audit purposes.Participate in quality improvement initiatives.
About us
South London and the Maudsley NHS Foundation Trust provide the widest range of NHS mental health services in the UK. We are a world leading Trust in research, working closely with the Institute of Psychiatry, Psychology and Neuroscience at King's College London. Our services include the Maudsley Hospital, Lambeth Hospital and Bethlem Royal Hospital. We are also part of King's Health Partners Academic Health Sciences Centre.
The pharmacy department provides a clinical and dispensing service to wards and community teams in Croydon, Southwark, Lambeth and Lewisham across four hospital sites and a wide variety of community mental health teams. We also provide information about medication to both staff and patients to improve understanding and contribute to evidence based care.
Job description
Job responsibilities
Patient Care and Service Provision: To effectively communicate with pharmacy colleagues and other healthcare professionals to answer routine and non-routine queries with pharmaceuticals orders, non-availability and referring as necessary to a senior pharmacy technician. To undertake and supervise accurate ordering and issuing of medicines to other pharmacy sites and ward areas. This will include stock medicines, named patient medicines, unlicensed medicines, controlled drugs, and clinical trials. Inform the appropriate senior pharmacy technician of any errors or operational issues in a timely manner completing any required documentation. Complete the trust incidents reports where appropriate. To have the responsibility for the medicines top-up service to designated ward/departments. To take action to ensure outstanding medication orders from the suppliers and supplied to wards and other pharmacy sites within a suitable time frame. To refer to a senior pharmacy technician where long term delays are identified and get advice on appropriate actions to be taken. To assist the pharmacy assistant in the prompt replacement and recall of used or expired emergency drug boxes and anaphylactic shock packs to and from clinical areas and to maintain accurate records.
Workload Planning & Organisation: To ensure completion of all routine and ad hoc tasks through the production of staff rota, supervising the work during its completion and adjusting the rota in response to unpredictable workload demands, staff availability and skill mix. To ensure adequate stocks medicines and sundry items are ordered and available as needed. To support the Procurement Technician in monitoring supply problems, investigating resolutions, liaising with Medicines Information, and cascading supply problems to the pharmacy group
Staff Training & Management: To be responsible for the induction and training of new pharmacy assistants, PTPTs (Pre-registration Trainee Pharmacy Technician), apprentices and the technical induction for staff working in other area (e.g. Temporary clinical and on-call staff) To line manage pharmacy ATOs and be responsible for ensuring objectives are agreed and reviewed through regular one to ones and annual appraisals. Follow sickness management policies, disciplinary and capability processes if necessary, working with the purchasing, stores and IT manager, where deemed appropriate. Promptly highlight any concerns or problems regarding conflict, the quality or service provision and/or performance of other staff members to a purchasing, stores, and IT system manager.
Performance Monitoring & Service Development: To ensure that all relevant new and updated policies and procedures are implemented and adhered to by pharmacy assistants and apprentices working with the pharmacy procurement and stores area. To be proactive and in identifying improved and more efficient ways of working, making suggestions and contributing to pharmacy service improvements across the department. Be an active member of purchasing and stores department and the working groups. Complete and oversee the accurate completion of required documentation and maintenance of records. Participate int eh achievement of key performance indicators and undertake required audits within the pharmacy department. To support the undertaking of safe and secure handling of medicines audit
Use of Resources and cost savings: To be responsible for the accurate data entry on the computer system. To be responsible for identifying discrepancies between the contract price of drugs and the price invoiced To be responsible for ensuring credit notes are received when errors have been identified through the invoice matching process. To perform expiry date checks to prevent medicines wastage and remove expired stocks.
Health and Safety: Be familiar with and act in accordance with local hospital Health and Safety policies and COSHH. Be aware of the hazards involved in the handling of cytotoxics and make every effort to minimise risks of exposure to themselves and others. Be familiar with and be able to follow cytotoxic spillage procedures. Be responsible for ensuring all statutory and mandatory training is up to date and complete training in accordance with trust policy. Be familiar with procedures for the segregation and safe disposal of waste, including clinical drug waste, generated by the department. Ensure all areas of work are kept clean, neat and tidy and all equipment is safe to use. Be aware of and comply with regulations relating to the Health and Safety at Work Act, the Medicines Act and the Misuse of Drugs Act and any relevant National Regional and local guidelines to ensure a safe and legal delivery of service. Ensure that all errors, complaints, and adverse incidents related to pharmacy are promptly reported in accordance with trust guidelines.
Job description
Job responsibilities
Patient Care and Service Provision: To effectively communicate with pharmacy colleagues and other healthcare professionals to answer routine and non-routine queries with pharmaceuticals orders, non-availability and referring as necessary to a senior pharmacy technician. To undertake and supervise accurate ordering and issuing of medicines to other pharmacy sites and ward areas. This will include stock medicines, named patient medicines, unlicensed medicines, controlled drugs, and clinical trials. Inform the appropriate senior pharmacy technician of any errors or operational issues in a timely manner completing any required documentation. Complete the trust incidents reports where appropriate. To have the responsibility for the medicines top-up service to designated ward/departments. To take action to ensure outstanding medication orders from the suppliers and supplied to wards and other pharmacy sites within a suitable time frame. To refer to a senior pharmacy technician where long term delays are identified and get advice on appropriate actions to be taken. To assist the pharmacy assistant in the prompt replacement and recall of used or expired emergency drug boxes and anaphylactic shock packs to and from clinical areas and to maintain accurate records.
Workload Planning & Organisation: To ensure completion of all routine and ad hoc tasks through the production of staff rota, supervising the work during its completion and adjusting the rota in response to unpredictable workload demands, staff availability and skill mix. To ensure adequate stocks medicines and sundry items are ordered and available as needed. To support the Procurement Technician in monitoring supply problems, investigating resolutions, liaising with Medicines Information, and cascading supply problems to the pharmacy group
Staff Training & Management: To be responsible for the induction and training of new pharmacy assistants, PTPTs (Pre-registration Trainee Pharmacy Technician), apprentices and the technical induction for staff working in other area (e.g. Temporary clinical and on-call staff) To line manage pharmacy ATOs and be responsible for ensuring objectives are agreed and reviewed through regular one to ones and annual appraisals. Follow sickness management policies, disciplinary and capability processes if necessary, working with the purchasing, stores and IT manager, where deemed appropriate. Promptly highlight any concerns or problems regarding conflict, the quality or service provision and/or performance of other staff members to a purchasing, stores, and IT system manager.
Performance Monitoring & Service Development: To ensure that all relevant new and updated policies and procedures are implemented and adhered to by pharmacy assistants and apprentices working with the pharmacy procurement and stores area. To be proactive and in identifying improved and more efficient ways of working, making suggestions and contributing to pharmacy service improvements across the department. Be an active member of purchasing and stores department and the working groups. Complete and oversee the accurate completion of required documentation and maintenance of records. Participate int eh achievement of key performance indicators and undertake required audits within the pharmacy department. To support the undertaking of safe and secure handling of medicines audit
Use of Resources and cost savings: To be responsible for the accurate data entry on the computer system. To be responsible for identifying discrepancies between the contract price of drugs and the price invoiced To be responsible for ensuring credit notes are received when errors have been identified through the invoice matching process. To perform expiry date checks to prevent medicines wastage and remove expired stocks.
Health and Safety: Be familiar with and act in accordance with local hospital Health and Safety policies and COSHH. Be aware of the hazards involved in the handling of cytotoxics and make every effort to minimise risks of exposure to themselves and others. Be familiar with and be able to follow cytotoxic spillage procedures. Be responsible for ensuring all statutory and mandatory training is up to date and complete training in accordance with trust policy. Be familiar with procedures for the segregation and safe disposal of waste, including clinical drug waste, generated by the department. Ensure all areas of work are kept clean, neat and tidy and all equipment is safe to use. Be aware of and comply with regulations relating to the Health and Safety at Work Act, the Medicines Act and the Misuse of Drugs Act and any relevant National Regional and local guidelines to ensure a safe and legal delivery of service. Ensure that all errors, complaints, and adverse incidents related to pharmacy are promptly reported in accordance with trust guidelines.
Person Specification
Qualifications
Essential
- NVQ level 2/BTEC level 2 Pharmacy services or equivalent
- Knowledge of pharmacy procurement and distribution services in a hospital setting
- Knowledge of the JAC/Wellsky Pharmacy System
Experience
Essential
- Significant experience working in hospital pharmacy
- Significant experience working with UK pharmaceuticals wholesalers/suppliers
- Previous experience of finance and invoicing systems
- Experience in dealing with patients, healthcare professionals at all levels, the general public and challenging situations
Desirable
- Demonstrable experience supervising others
- Experience of pharmacy EPMA / Prescription Tracking systems
- Experience in staff training
- Experience of managing and/or leading a team
Knowledge
Essential
- Understanding of Health and Safety at work, manual handling and COSHH
- Understanding of dispensing, stock control
- Knowledge of pharmacy dispensing systems and processes
- Excellent IT knowledge covering a range of systems such as Microsoft Office.
- Understanding of providing a service in line with cost effectiveness and working practices to reduce waste
Desirable
- Experience with changing and developing services
Person Specification
Qualifications
Essential
- NVQ level 2/BTEC level 2 Pharmacy services or equivalent
- Knowledge of pharmacy procurement and distribution services in a hospital setting
- Knowledge of the JAC/Wellsky Pharmacy System
Experience
Essential
- Significant experience working in hospital pharmacy
- Significant experience working with UK pharmaceuticals wholesalers/suppliers
- Previous experience of finance and invoicing systems
- Experience in dealing with patients, healthcare professionals at all levels, the general public and challenging situations
Desirable
- Demonstrable experience supervising others
- Experience of pharmacy EPMA / Prescription Tracking systems
- Experience in staff training
- Experience of managing and/or leading a team
Knowledge
Essential
- Understanding of Health and Safety at work, manual handling and COSHH
- Understanding of dispensing, stock control
- Knowledge of pharmacy dispensing systems and processes
- Excellent IT knowledge covering a range of systems such as Microsoft Office.
- Understanding of providing a service in line with cost effectiveness and working practices to reduce waste
Desirable
- Experience with changing and developing services
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.
