Job summary
Job Advert (Band 4) - Supply Services Purchasing and Invoicing Supervisor - Band 4
Job Title: Pharmacy Procurement and Invoicing SupervisorBand: AFC Band 4Department: Pharmacy Supply ServicesHours: 37.5 hours per week (between 08:00-18:00, includes rotational weekends 1:6) - Part time consideredLocation: : North Bristol NHS Trust (NBT)Pharmacy Department, Brunel Building, Southmead Hospital and NHS offices, Beckspool Building, Frenchay. (Hybrid working)
We are seeking a highly organised, motivated and detail-driven individual to join our Pharmacy Supply Services Team. This role provides a high-quality procurement and invoicing function for all Medicines within NBT , ensuring accurate ordering and processing of all pharmacy financial transactions and maintaining robust, auditable records in line with Trust Standing Financial Instructions (SFIs).
You will supervise the day-to-day workload of the Pharmacy Invoicing and Procurement Team, support both accounts payable and receivable activity, minimise aged debt, and ensure timely income generation. Working closely with suppliers, finance colleagues and clinical teams, you will help maintain continuity of supply, resolve queries, process purchase orders and support stock monitoring across the pharmacy service.
Main duties of the job
The post holder provides a high-quality invoicing, purchasing and procurement support service under the guidance of the Specialist Pharmacy Technician Procurement. They are responsible for ensuring the timely and accurate processing of all pharmacy invoices, credit notes and income generating customer invoices, maintaining robust and auditable financial records in line with Trust policies and Standing Financial Instructions (SFIs).
The role oversees the day-to-day operation of the Pharmacy Invoicing and purchasing assistants, including allocation of work, supervision of staff and ensuring compliance with NHS financial, procurement and governance requirements. The post holder supports both accounts payable and receivable functions, actively works to minimise aged debt, and ensures all income-generation activity is invoiced promptly and accurately.
In addition to invoicing, the post holder supports the wider pharmacy procurement function by processing purchase orders, maintaining supplier relationships, monitoring stock and service requirements, and ensuring timely and cost-effective ordering of goods and services. The role includes responsibility for managing and preparing, issuing off-contract claim invoices and proactively following up to ensure timely payment in line with Trust procedures and value-for-money principles.
About us
North Bristol NHS Trust employs over 12,000 staff providing healthcare to the residents of Bristol, South Gloucestershire and North Somerset from our award-winning hospital building at Southmead. We are the regional Major Trauma Centre, and an internationally recognised centre of excellence in a range of services and major specialities. Our vision is that by enabling our teams to be the best that they can be, we will provide exceptional healthcare, personally delivered.
North Bristol NHS Trust values all people as individuals. We aim to be an anti-discriminatory organisation and are committed to building a team that represents a variety of backgrounds, perspectives, and skills. We welcome applicants from all underrepresented groups.
Job description
Job responsibilities
Key Responsibilities
- Process invoices, credit notes, purchase orders and financial data accurately.
- Maintain compliant records in line with SFIs, audit requirements and Trust policies.
- Reconcile supplier statements, monitor aged debt and support debt recovery processes.
- Liaise with suppliers to resolve delivery, pricing and procurement issues promptly.
- Support ordering cycles, stock management processes and supply chain continuity.
- Manage and prepare off-contract claim invoices, proactively following up to ensure timely payment in line with Trust procedures and value-for-money principles.
- Lead and supervise Band 23 staff, providing training and ongoing support.
- Contribute to system improvements, data accuracy and service development.
- Support governance, compliance, audits and maintenance of SOPs.
- Undertake supplier performance monitoring, including service levels, pricing accuracy and delivery reliability.
- Ensure compliance with NHS procurement frameworks and Trust procurement policies and SOPs.
- Maintain and update approved supplier lists, ensuring adherence to quality and safety standards.
Job description
Job responsibilities
Key Responsibilities
- Process invoices, credit notes, purchase orders and financial data accurately.
- Maintain compliant records in line with SFIs, audit requirements and Trust policies.
- Reconcile supplier statements, monitor aged debt and support debt recovery processes.
- Liaise with suppliers to resolve delivery, pricing and procurement issues promptly.
- Support ordering cycles, stock management processes and supply chain continuity.
- Manage and prepare off-contract claim invoices, proactively following up to ensure timely payment in line with Trust procedures and value-for-money principles.
- Lead and supervise Band 23 staff, providing training and ongoing support.
- Contribute to system improvements, data accuracy and service development.
- Support governance, compliance, audits and maintenance of SOPs.
- Undertake supplier performance monitoring, including service levels, pricing accuracy and delivery reliability.
- Ensure compliance with NHS procurement frameworks and Trust procurement policies and SOPs.
- Maintain and update approved supplier lists, ensuring adherence to quality and safety standards.
Person Specification
Education/Training/Qualifications
Essential
- Educated to A-Level, NVQ Level 3, Business & Administration Level 3 or equivalent experience
- IT competencies equivalent to GCSE Grade C, including Microsoft Office skills
- Leadership or management training (e.g., Edward Jenner Programme) or equivalent
Desirable
- Pharmacy-related qualification (e.g., Buttercups / NVQ Level 2 in Pharmacy Services)
- AAT Level 3/4 or equivalent finance qualification
Work Experience
Essential
- Experience in finance, accounts payable/receivable, procurement, purchasing or similar administrative roles
- Experience working in a busy office environment using procurement, financial or stock systems
- Experience analysing financial data and working with accuracy-critical processes
- Experience in customer-facing or supplier-facing environments, handling queries professionally
- Supervisory or team-leading experience, including workload allocation and supporting staff development
Desirable
- Experience working in pharmacy invoicing, finance or procurement within an NHS Trust
Knowledge/Skills/Abilities
Essential
- Strong numeracy, accuracy and attention to detail
- Understanding of financial controls, Standing Financial Instructions (SFIs), audit standards and NHS financial procedures
- Understanding of procurement processes, supplier lead times and ordering cycles
- Proficiency in Excel and Outlook
- Excellent written and verbal communication skills
- Strong organisational and time-management skills
- Ability to work flexibly and independently with minimal supervision
Desirable
- Knowledge of GDP, WDA(H), local procurement practice and national procurement developments
- Experience using procurement or financial systems (e.g., Oracle, SBS, SAP Ariba)
Personal Qualities/Special Circumstances
Essential
- The post holder will be required to work across all Trust sites as part of a planned rota and at short notice to support service continuity during staff absence (e.g., sickness, annual leave) and periods of increased operational demand
- The post holder must have access to their own vehicle, hold appropriate business-use insurance, and be able to travel independently to any Trust location.
- Willingness to work between 08:00-18:00 and participate in weekend/7-day rotas
- Ability to work flexibly under pressure to lead and direct a busy team, and use own initiative as part of the defined role
Person Specification
Education/Training/Qualifications
Essential
- Educated to A-Level, NVQ Level 3, Business & Administration Level 3 or equivalent experience
- IT competencies equivalent to GCSE Grade C, including Microsoft Office skills
- Leadership or management training (e.g., Edward Jenner Programme) or equivalent
Desirable
- Pharmacy-related qualification (e.g., Buttercups / NVQ Level 2 in Pharmacy Services)
- AAT Level 3/4 or equivalent finance qualification
Work Experience
Essential
- Experience in finance, accounts payable/receivable, procurement, purchasing or similar administrative roles
- Experience working in a busy office environment using procurement, financial or stock systems
- Experience analysing financial data and working with accuracy-critical processes
- Experience in customer-facing or supplier-facing environments, handling queries professionally
- Supervisory or team-leading experience, including workload allocation and supporting staff development
Desirable
- Experience working in pharmacy invoicing, finance or procurement within an NHS Trust
Knowledge/Skills/Abilities
Essential
- Strong numeracy, accuracy and attention to detail
- Understanding of financial controls, Standing Financial Instructions (SFIs), audit standards and NHS financial procedures
- Understanding of procurement processes, supplier lead times and ordering cycles
- Proficiency in Excel and Outlook
- Excellent written and verbal communication skills
- Strong organisational and time-management skills
- Ability to work flexibly and independently with minimal supervision
Desirable
- Knowledge of GDP, WDA(H), local procurement practice and national procurement developments
- Experience using procurement or financial systems (e.g., Oracle, SBS, SAP Ariba)
Personal Qualities/Special Circumstances
Essential
- The post holder will be required to work across all Trust sites as part of a planned rota and at short notice to support service continuity during staff absence (e.g., sickness, annual leave) and periods of increased operational demand
- The post holder must have access to their own vehicle, hold appropriate business-use insurance, and be able to travel independently to any Trust location.
- Willingness to work between 08:00-18:00 and participate in weekend/7-day rotas
- Ability to work flexibly under pressure to lead and direct a busy team, and use own initiative as part of the defined role
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).
Employer details
Employer name
North Bristol NHS Trust
Address
North Bristol NHS Trust Pharmacy Department, Southmead Hospital and offsite NHS offices.
Bristol
BS10 5NB
Employer's website
https://www.nbt.nhs.uk (Opens in a new tab)
