Distribution and Ward Stock Services Lead- Band 6

Job description

Job responsibilities

Pharmacy Distribution and Ward Stock Services General Management

• The Distribution and Ward Stock Services Lead will be required to manage and co-ordinate delivery of the Pharmacy Distribution and Ward Stock Services at North Bristol NHS Trust, overseeing and ensuring that all stock pharmaceuticals are supplied in accordance with Good Distribution Practice (EU GDP 2013/C 343/01) and in line with written Standard Operating Procedures (SOPs).
• Manage the day-to-day secure handling, safe storage, and supply of bulk stock pharmaceuticals at North Bristol NHS Trust (NBT) Pharmacy, including that which falls under sales to non-NBT entities/customers under the Trusts Wholesale Dealing Authorisation WDA(h).
• Responsible for managing and ensuring that levels of staffing are appropriate within the Pharmacy Distribution and Ward Stock Services team on a day-to-day basis, including through the use of e-Roster, approving annual leave requests in a timely manner, recording sickness absence of staff and managing weekend/bank holiday cover.
• Manage and undertake all aspects of HR and ensure that all issues are informally and formally documented and kept up to date within the Pharmacy Distribution and Ward Stock Services area(s), including but not limited to, Sickness Absence, Competency, Disciplinary issues and Appraisal Reviews.
• Manage and have full responsibility for the overall recruitment and management of staff within the Pharmacy Distribution and Ward Stock Services
• Ensure that a robust process is in place and utilised to record and reflect on errors, including Corrective and Preventative actions (CAPA) reporting, and have overall management of the Datix system for Pharmacy Distribution and Logistics areas, ensuring that records are investigated and actioned in a timely manner.
• Ensure that processes within Pharmacy Distribution and Ward Stock Services have been appropriately risk assessed, and that appropriate equipment is available to staff, and that records of maintenance are held for the equipment.
• Identify and report potential risks for inclusion on the Pharmacy and Trust Risk Registers.
• Responsible for ensuring that Standard Operating Procedures (SOPs) are in place, written, implemented, updated, and relevant to the task being carried out within the Distribution and Ward Stock Services areas of Pharmacy.
• Manage sales of pharmaceuticals to non-NBT entities and ensure that requests are authorised and processed appropriately through Pharmacy Distribution and Ward Stock Services under the Wholesale Dealing Authorisation WDA(h) and that all details are recorded/documented in the retail book, as per legal requirement.
• Work alongside the Pharmacy IT Team to ensure that stock medicines are costed out/budgeted to the correct cost centres in the Pharmacy stock control system.
• Work with the Associate Director of Pharmacy Operational Lead to ensure that the Pharmacy Distribution and Ward Stock Services team operate within their financial budget.
• Manage the ward drug storage audits and ensure that they are regularly carried out by the team and that any findings regarding storage issues are escalated back to the department/ward and reported and investigated when necessary.
• Manage all ward stock lists, ensuring that they are well maintained, and stock levels appropriately reviewed every quarterly to ensure wards are able to provide the best possible patient care, referring back to the Wards Pharmacist or Department Leads where required.
• Manage any delegated actions regarding all levels of drug recalls and ensure that any actions required by the Pharmacy Distribution and Ward Stock Services Team are completed, retrieving and quarantining stock where appropriate.
• Manage the investigation of reported temperature deviations of pharmaceutical fridges at ward level, ensuring they are still suitable for use and that the Distribution and Ward Stock Services team liaise with Medicines Information and the ward/department regarding the outcome of any affected stock.
• Manage the Abloy Cliq (lock & key) system, ensuring that the system is used appropriately, and that all equipment is issued out to the correct cost centres, installed, well maintained and accounted for, liaising with the Trusts PFI partner where appropriate to ensure that medicines are safely and securely locked away at all times.
• Manage the returns process of issued pharmaceutical stock back into the Pharmacy Department, ensuring that medicines are thoroughly checked and re-credited to the correct cost centres to be re-issued if safe and suitable to re-enter the supply chain, and disposing of medicines though the correct waste streams if they are not.

Service Development

• Have overall responsibility for the training and development of staff within the Pharmacy Distribution and Ward Stock Services team(s), ensuring that mandatory training requirements are maintained, and that any other essential/additional training for staff is documented, well planned and completed.
• Implement new innovating and efficient ways of working to further develop both the Distribution and Ward Stock Services within NBT Pharmacy, including the implementation and use of outsourced services and new technologies.
• Coordinate investigations and implement actions from self-audits of all Pharmacy Distribution and Ward Stock Services provided, including those that are outsourced, and link in with departmental Quality Management Systems (QMS) to regularly ensure that the services provided meet the requirements of the Medicines and Healthcare products Regulatory Agency (MHRA) and the trusts Wholesale Dealing Authorisation WDA(h).
• Identify themes and ensure any learning is used to promote excellence.

Communication

• Effectively communicate and liaise with other Sectional Leads within the Pharmacy Department and wider Departments to provide an overall and robust Pharmacy Service to the Trust. This will include carrying out duties in support of the wider Pharmacy Service where necessary.
• Liaise with Matrons, Ward Managers, and Department Leads to discuss requirements, including legal aspects, of Pharmaceutical Stock supply, storage and management, for both new and existing areas at North Bristol NHS Trust.
• Work with/alongside the Pharmacy Management Group (PLT) and Pharmacy Clinical Leads in the management and supply of unlicensed medicines as ward stock, ensuring that appropriate documentation is utilised and retained for the amount of time that is legally required.
• Collect and feedback to the Pharmacy Management Group (PLT) statistics around workload, staffing, error reporting and auditing for Pharmacy Distribution and Ward Stock Services, as part of the Quality Management Systems (QMM) work carried out within the Pharmacy Department.
• Communicate and establish relationships with non-NBT partners to ensure that the service we provide through them is of the highest quality, including auditing and providing feedback on the service they provide at regular service review meetings where complex KPI information needs to be provided or received.
• Liaise and communicate effectively with the Pharmacy Procurement and Stores teams to investigate issues in the supply chain and manage adjustments to stock lists where possible and appropriate.
• Build relationships and links with other NHS Pharmacy Professionals in the community or other hospitals in order to develop and share best practice.
• Communicate in a sensitive manner to colleagues who may be angry or upset. This may be due to changes in requirements of job role, changes to working practices.

Planning and Organisation

• Manage the strategic planning of Pharmacy Distribution and Ward Stock Services workloads whilst also identifying, anticipating, and solving any risks or issues to prevent or mitigate any impacts on the organisation.
• Manage, develop and review workforce plans and structure to ensure that the Distribution and Ward Stock Services teams remain responsive to the organisations needs.
• Plan own workload to take into consideration day-to-day activities/ad-hoc requests for input/support to other sections of Pharmacy.

Pharmacy Technical Responsibilities

• Act as a workplace training supervisor to train Pharmacy Assistants (level 2 Qualification),
• Participate in the Pharmacy Supply Services weekend/bank holiday rotas.
• Act as a Deputy Responsible Person (Deputy RP) in the absence of the Responsible Person.
• Undertake and record CPD relevant to personal and organisational needs.
• Any other duties, which may be required by the Director of Pharmacy for the benefit of the service.

Person Specification

Education/Training/Qualifications

Essential

• NVQ Level 3 or equivalent, or BTEC National Certificate in Pharmacy Services, or a recognised equivalent qualification
• Registration as a practising Pharmacy technician with the GPHC
• Recognised current Accredited Checking Technician qualification
• MHRA GDP trained
• Leadership and Management Qualification level 3 or equivalent
• IT competencies equivalent to ELITE/ECDL, including experience of using specific Pharmacy, I.T. stock control and ordering systems such as Ascribe/EMIS, CMM, HP, etc, including a good working knowledge of standard PC software such as Microsoft Office packages
• Evidence of continuing CPD

Work Experience

Essential

• Minimum 2 years post qualified experience working as a pharmacy technician in an Acute UK Hospital, of which a minimum of 1 years' experience of a supervisory/management role at Band 5, or above Experience of managing a team (3 or more members in team) A broad knowledge and clear understanding of current Pharmacy Good Distribution process and practice Experience and understanding of the following: - GDP, GDPR, WDA and key milestones in working towards compliance.

Desirable

• Current/recent management of an Acute UK Hospital Pharmacy Distribution Team

Knowledge/Skills/Abilities

Essential

• Ability to react to, and manage the changing situation within the Pharmacy Distribution and ward stock services on a daily basis and liaise with staff accordingly - to know when to escalate
• Excellent time management skills
• Excellent communication, interpersonal and organisational skills
• Standard I.T. competencies in Word, PowerPoint, and Excel or Equivalent programs

Desirable

• Experience (with evidence) of managing major operational change within an organisation
• Training skills

Personal Qualities/Special Circumstances

Essential

• Self-motivated individual with an organised and logical approach to work
• Able to deal and communicate professionally with all levels of staff within own organisation, other NHS organisations, Industry and Pharma partners as well as patients

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.

Certificate of Sponsorship

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).

Employer details

Employer name

North Bristol NHS Trust

Address

North Bristol NHS Trust

Southmead Road

Bristol

BS10 5NB

Employer's website

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