Job summary
An opportunity has arisen to join Liverpool Heart and Chest Hospital in the Pharmacy Procurement Team. We are looking for a Band 3 Pharmacy Procurement and Administrative officer to join the Pharmacy Procurement team, working closely with the wider Pharmacy team and supporting in Procurement.
Main duties of the job
- Co-ordinating the reconciliation and processing of pharmaceutical invoices.
- Support the Pharmacy Procurement team in daily operations including releasing orders whilst ensuring all relevant factors such as contracts, lead times, cost effectiveness and patient need are considered to ensure best care is delivered.
- Ensure that the Pharmacy stock control system and Electronic Data Interchange (EDI) are updated as necessary to keep in line with any contract information sent out by MPSC (Medicines Procurement and Supply Chain).
- Work with the Senior Pharmacy Technician for Procurement and liaise with Pharmacy staff to ensure all information on medicines shortages and supply disruptions are communicated effectively.
- Complete the off contract claims process for medication to ensure medicines value is achieved for the Trust.
- Provide administrative support for the Pharmacy Department.
About us
As the largest single site specialist heart and chest hospital in the UK, we, at Liverpool Heart and Chest Hospital, have a clear vision 'to be the best cardiothoracic integrated healthcare organisation'.
We provide specialist services in cardiothoracic surgery, cardiology, respiratory medicine both in the hospital and out in the community.
We serve a catchment area of 2.8 million people, spanning Merseyside, Cheshire, North Wales and the Isle of Man, and increasingly we receive referrals from outside these areas for highly specialised services such as aortics.
Our reputation for strong performance is important in delivering the best care for our patients and high quality clinical services. This is underpinned by a culture of research and innovation, delivered in modern estate and our encouragement of flexible working in a variety of forms.
Please visit our website - https://www.lhch.nhs.uk/
Please follow this link for a tour of our site - https://bit.ly/36ylsoq
Job description
Job responsibilities
- To fully co-operate in all procurement activities, including ordering, receipt, invoicing, stock control and mutual aid to ensure the safe, efficient and economic purchase of pharmaceuticals according to the needs of the Trust and its customers.
- To be responsible for the inputting/passing of pharmaceutical invoices and working within the time levels set by pharmacy and finance incorporating relevant price changes of pharmaceutical medicines where appropriate, in accordance with the trusts Standing Financial Instructions, and thereby act as the final check of product price and quantity ensuring accurate stock control.
- To ensure overdue and to follow orders are pursued with suppliers on a daily basis according to agreed procedures and, where appropriate, taking action to secure supplies from alternative approved sources and keep all interested parties advised of progress.
- To pursue any outstanding credit invoices, or query why a credit has not been received, to ensure the Trust is not overcharged, according to the Trusts Standing Financial Instructions and Departmental procedures.
- To work with the Senior Technician for procurement in relation to price discrepancies and delivery queries, this may involve interrogating the on-line MPSC (Medicines Procurement and Supply Chain) contracts.
- To ensure that the off contract claims process is followed to enable the Trust to be able to claim back any money spent on off-contract items due to medicines shortages, collating all necessary information as required and liaising with manufacturers.
- To keep all off contract information up to date and liaise with the Finance Department regularly to ensure that the invoices are being sent by Finance and dealing with any queries as needed.
- To process expired medicines stock each month, assessing stock levels if required and making any changes as needed in conjunction with a Senior Pharmacy Technician.
- To maintain a working knowledge of the Oracle system, actioning workflow notifications and Non-Po notifications within the required period.
- To assist the Senior Pharmacy Technician for Procurement with updating the MPSC contracts each month to ensure timely uptake of any changes.
- To assist the Senior Pharmacy Technician for Procurement with updating the Powergate catalogues each month as these are distributed, ensuring that the product matches in Powergate are up to date and correctly linked to the right product. Dealing with any incorrectly matched lines appropriately and updating the system as needed to ensure receipt of correct products.
- To be a point of call for any discrepancies on booking in for the ATO staff in pharmacy, looking at price queries, incorrect products, missing items etc and ensuring that the ATOs follow correct procedures. Chasing up any outstanding queries either within the department or with the wholesalers/suppliers.
Full details of this role are available within the attached job description.
Job description
Job responsibilities
- To fully co-operate in all procurement activities, including ordering, receipt, invoicing, stock control and mutual aid to ensure the safe, efficient and economic purchase of pharmaceuticals according to the needs of the Trust and its customers.
- To be responsible for the inputting/passing of pharmaceutical invoices and working within the time levels set by pharmacy and finance incorporating relevant price changes of pharmaceutical medicines where appropriate, in accordance with the trusts Standing Financial Instructions, and thereby act as the final check of product price and quantity ensuring accurate stock control.
- To ensure overdue and to follow orders are pursued with suppliers on a daily basis according to agreed procedures and, where appropriate, taking action to secure supplies from alternative approved sources and keep all interested parties advised of progress.
- To pursue any outstanding credit invoices, or query why a credit has not been received, to ensure the Trust is not overcharged, according to the Trusts Standing Financial Instructions and Departmental procedures.
- To work with the Senior Technician for procurement in relation to price discrepancies and delivery queries, this may involve interrogating the on-line MPSC (Medicines Procurement and Supply Chain) contracts.
- To ensure that the off contract claims process is followed to enable the Trust to be able to claim back any money spent on off-contract items due to medicines shortages, collating all necessary information as required and liaising with manufacturers.
- To keep all off contract information up to date and liaise with the Finance Department regularly to ensure that the invoices are being sent by Finance and dealing with any queries as needed.
- To process expired medicines stock each month, assessing stock levels if required and making any changes as needed in conjunction with a Senior Pharmacy Technician.
- To maintain a working knowledge of the Oracle system, actioning workflow notifications and Non-Po notifications within the required period.
- To assist the Senior Pharmacy Technician for Procurement with updating the MPSC contracts each month to ensure timely uptake of any changes.
- To assist the Senior Pharmacy Technician for Procurement with updating the Powergate catalogues each month as these are distributed, ensuring that the product matches in Powergate are up to date and correctly linked to the right product. Dealing with any incorrectly matched lines appropriately and updating the system as needed to ensure receipt of correct products.
- To be a point of call for any discrepancies on booking in for the ATO staff in pharmacy, looking at price queries, incorrect products, missing items etc and ensuring that the ATOs follow correct procedures. Chasing up any outstanding queries either within the department or with the wholesalers/suppliers.
Full details of this role are available within the attached job description.
Person Specification
Qualifications
Essential
- Formal IM&T qualification (e.g. ECDL) or demonstrable equivalent experience
Desirable
- NVQ Level 2 Pharmacy Services or equivalent
Skills
Essential
- Ability to analyse and compute complex financial queries
- Good communication skills both written and verbal
- Basic computer skills
- Ability to concentrate for long periods of time
- Ability to remain focused despite constant interruptions, either over the phone or in person
- Ability to investigate and resolve ordering and payment queries
Desirable
- Knowledge of off contract claims process within Pharmacy
- Knowledge of Pharmacy stock control systems and EDI systems.
Experience
Essential
- Able to work as part of a team
- Able to work under own initiative and willing to take appropriate levels of responsibility.
Desirable
- Previous experience in hospital pharmacy
- Experience in Pharmacy Procurement
Values and Behaviours
Essential
- Able to organise time and can meet strict deadlines
- Can demonstrate initiative
- Ability to work accurately under pressure and able to meet multiple deadlines whilst dealing with stressful situations.
- Exhibits behaviours in line with Trust values.
Person Specification
Qualifications
Essential
- Formal IM&T qualification (e.g. ECDL) or demonstrable equivalent experience
Desirable
- NVQ Level 2 Pharmacy Services or equivalent
Skills
Essential
- Ability to analyse and compute complex financial queries
- Good communication skills both written and verbal
- Basic computer skills
- Ability to concentrate for long periods of time
- Ability to remain focused despite constant interruptions, either over the phone or in person
- Ability to investigate and resolve ordering and payment queries
Desirable
- Knowledge of off contract claims process within Pharmacy
- Knowledge of Pharmacy stock control systems and EDI systems.
Experience
Essential
- Able to work as part of a team
- Able to work under own initiative and willing to take appropriate levels of responsibility.
Desirable
- Previous experience in hospital pharmacy
- Experience in Pharmacy Procurement
Values and Behaviours
Essential
- Able to organise time and can meet strict deadlines
- Can demonstrate initiative
- Ability to work accurately under pressure and able to meet multiple deadlines whilst dealing with stressful situations.
- Exhibits behaviours in line with Trust values.
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
Liverpool Heart and Chest Hospital
Address
Pharmacy Department, Liverpool Heart and Chest Hospital
Thomas Drive
Liverpool
L14 3PE
Employer's website
https://www.lhch.nhs.uk/ (Opens in a new tab)
