Job summary
To
ensure all Homecare prescriptions generated within CDDFT are processed
correctly and are transmitted to the relevant Homecare companies.
To follow departmental
standard operating procedures (SOPs) to raise orders against Homecare delivery
confirmations.
To process Homecare
invoices through the pharmacy procurement management system in line with
departmental SOPS.
To be first point of
contact for CDDFT clinical specialists to resolve any issues relating to the
processing of homecare prescriptions.
To
be first point of contact for Homecare providers to resolve any queries
relating to invoice issues or discrepancies between quantities supplied or
contact issues.
Main duties of the job
To
work closely with the Lead Technician and Senior Technician for Homecare and
Procurement and the Strategic Lead Pharmacist for Homecare to ensure a safe and
efficient Homecare service is maintained to meet the recommendations of the
National Homecare Review committee and to ensure all financial processes are
made according to the Trusts Standing Financial Instructions.
To undertake clerical
duties to support the collection of data relating to homecare services and
Freedom of Information (FOI) requests.
To ensure Homecare prescription
logs are kept up to date and housekeeping is undertaken at regular intervals.
To support the Homecare and
Procurement Administration Assistants with all aspects of homecare processes.
To ensure patient
identifiable data is only kept for a long as is required and processes for
archiving and disposal of records are followed.
To
generate reports and provide supporting information to allow the organisation
to understand its overall management of the Homecare schemes.
About us
If you are being interviewed you must accept an interview slot in the system to continue, even if you have arranged with the manager.
You must be able to produce ALL certificates stated essential in the person specification or you will not be able to complete pre-employment checks.
We provide hospital services from two acute sites - Darlington Memorial Hospital and University Hospital of North Durham. We have a centre for planned care in Bishop Auckland and provide care from community hospitals in Chester-le-Street, Shotley Bridge, Barnard Castle, Sedgefield and Weardale as well as over 80 other community based settings and providing care in patients' homes.
We particularly welcome applications from disabled and Black, Asian and Minority Ethnic (BAME) candidates as BAME and disabled people are currently under-represented.
Full Job Descriptions can be found in the adverts supporting documents.
Over reliance on
AI-generated content is discouraged and may diminish the applicant's chances of
success.
For the most up-to-date information on visa requirements and eligibility, please check online to determine whether you can apply.
From April 9th 2025 - Healthcare assistants - You must have a minimum of two years
of experience working within the NHS as a HCA for the Trust to consider
sponsorship (we will only consider sponsorship if you meet this criteria and
have a current visa expiring within 3 months).
Job description
Job responsibilities
To
ensure that:
Pharmacy Procurement and Homecare Administration
Assistants are supported whilst they undertake homecare processes.
All departmental SOPs relating to Homecare services are
adhered to.
All Homecare prescriptions received by the homecare team
have:
- been professionally checked by a pharmacist.
- a total quantity to supply annotated.
- a Purchase order (PO) number generated and
this is annotated on the prescription.
All Homecare prescriptions and associated registration
documents are transferred to the Homecare providers within agreed timescales as
set out by the Strategic Lead Pharmacist for Homecare.
Medications that we receive invoices from Homecare
providers for match the medications, devices and quantities on the
prescription provided.
The pharmacy computer system is appropriately used to
ensure:
- orders are being raised for the correct
homecare products.
- all processes relating to raising, authorising
and receiving orders are completed
in line with SOPs.
- the correct prices are being charged to CDDFT
by the Homecare Providers.
- all invoices for medications that have been
supplied to patients are processed accurately and in a timely manner.
Invoices queries are investigated in a timely manner to
ensure resolution by liaison with external Providers.
Any outstanding and overdue invoices are cleared by
liaising with external Homecare providers and the Trust Financial Service
Department.
Unresolved invoice discrepancies are escalated to the
Lead and Senior Technician for Homecare and Procurement for further
investigation.
Monthly statements from the Homecare companies are
checked and that any overdue amounts are investigated in conjunction with the
Trusts Financial Services Department.
Regular supplier error monitoring is undertaken
(identified at invoicing stage).
Monthly financial reports are produced detailing
expenditure on Homecare services for the Trust.
As a member of the senior
team within Appleton house offer support to other members of the team during
Lead or Senior Technician absence.
Job description
Job responsibilities
To
ensure that:
Pharmacy Procurement and Homecare Administration
Assistants are supported whilst they undertake homecare processes.
All departmental SOPs relating to Homecare services are
adhered to.
All Homecare prescriptions received by the homecare team
have:
- been professionally checked by a pharmacist.
- a total quantity to supply annotated.
- a Purchase order (PO) number generated and
this is annotated on the prescription.
All Homecare prescriptions and associated registration
documents are transferred to the Homecare providers within agreed timescales as
set out by the Strategic Lead Pharmacist for Homecare.
Medications that we receive invoices from Homecare
providers for match the medications, devices and quantities on the
prescription provided.
The pharmacy computer system is appropriately used to
ensure:
- orders are being raised for the correct
homecare products.
- all processes relating to raising, authorising
and receiving orders are completed
in line with SOPs.
- the correct prices are being charged to CDDFT
by the Homecare Providers.
- all invoices for medications that have been
supplied to patients are processed accurately and in a timely manner.
Invoices queries are investigated in a timely manner to
ensure resolution by liaison with external Providers.
Any outstanding and overdue invoices are cleared by
liaising with external Homecare providers and the Trust Financial Service
Department.
Unresolved invoice discrepancies are escalated to the
Lead and Senior Technician for Homecare and Procurement for further
investigation.
Monthly statements from the Homecare companies are
checked and that any overdue amounts are investigated in conjunction with the
Trusts Financial Services Department.
Regular supplier error monitoring is undertaken
(identified at invoicing stage).
Monthly financial reports are produced detailing
expenditure on Homecare services for the Trust.
As a member of the senior
team within Appleton house offer support to other members of the team during
Lead or Senior Technician absence.
Person Specification
Special Requirements
Essential
- Team player able to demonstrate own initiative.
- Attention to detail.
- Ability to plan, organise and prioritise workload within own limits and service objectives.
Desirable
- Ability to work under pressure.
Experience
Essential
- Experience of an administrative role providing general provision of administrative duties in a challenging and constantly changing environment.
- Demonstrate Experience of using Microsoft Word.
- Experience in setting up and maintaining office filing systems.
- Experience of maintaining and setting up databases.
- Experience in planning and organising meetings and taking notes.
- Experience of providing administrative support to a team.
- Experience of purchasing and/or finance.
- Experience of establishing tracking/ monitoring systems.
Desirable
- Previous experience of pharmacy computer systems.
- Experience of dispensing/supply of medication.
Special Skills & Knowledge
Essential
- Knowledge of computer packages, e.g. Word, Excel, Outlook and PowerPoint.
- IT Skills.
- Ability to analyse and present data using Excel and Access packages.
- Ability to use email and maintain and update paper and electronic diaries.
- Knowledge of Data Protection and Caldicott Principles and understanding of the need to maintain strict confidentiality.
- Ability to use discretion and maintain confidentiality.
- Good interpersonal skills.
- Excellent verbal and written communication skills, with the ability to deal with and prepare routine verbal and written correspondence and the ability to obtain information and pass on comprehensive and confidential messages.
- Ability to communicate accurately, verbally, courteously and effectively with a wide range of staff, professionals and members of the public
- Able to use own initiative to resolve routine queries, in line with departmental procedures.
- Able to work with minimal supervision following set procedures.
- Ability to organise and prioritise workload in order to meet deadlines.
- Ability to work as a member of a team.
- Committed to quality customer care/delivering excellent customer service.
- Flexible approach to work and adaptable to change.
- Ability to cope with unpredictable workloads in a timely, efficient and reliable manner.
- Good communication and organisational skills.
- Analytical skills.
- Numerically literate.
Desirable
- Understanding of the Homecare service.
- Understanding of business processes applicable to the NHS.
- Understanding of common clinical terminology appropriate to the setting.
Qualifications
Essential
- GCSE English and Maths (Grade C and above or equivalent).
- NVQ Level 3 in Business Administration (or equivalent qualification) or equivalent knowledge/experience.
Desirable
- Basic NHS Purchasing Knowledge.
Person Specification
Special Requirements
Essential
- Team player able to demonstrate own initiative.
- Attention to detail.
- Ability to plan, organise and prioritise workload within own limits and service objectives.
Desirable
- Ability to work under pressure.
Experience
Essential
- Experience of an administrative role providing general provision of administrative duties in a challenging and constantly changing environment.
- Demonstrate Experience of using Microsoft Word.
- Experience in setting up and maintaining office filing systems.
- Experience of maintaining and setting up databases.
- Experience in planning and organising meetings and taking notes.
- Experience of providing administrative support to a team.
- Experience of purchasing and/or finance.
- Experience of establishing tracking/ monitoring systems.
Desirable
- Previous experience of pharmacy computer systems.
- Experience of dispensing/supply of medication.
Special Skills & Knowledge
Essential
- Knowledge of computer packages, e.g. Word, Excel, Outlook and PowerPoint.
- IT Skills.
- Ability to analyse and present data using Excel and Access packages.
- Ability to use email and maintain and update paper and electronic diaries.
- Knowledge of Data Protection and Caldicott Principles and understanding of the need to maintain strict confidentiality.
- Ability to use discretion and maintain confidentiality.
- Good interpersonal skills.
- Excellent verbal and written communication skills, with the ability to deal with and prepare routine verbal and written correspondence and the ability to obtain information and pass on comprehensive and confidential messages.
- Ability to communicate accurately, verbally, courteously and effectively with a wide range of staff, professionals and members of the public
- Able to use own initiative to resolve routine queries, in line with departmental procedures.
- Able to work with minimal supervision following set procedures.
- Ability to organise and prioritise workload in order to meet deadlines.
- Ability to work as a member of a team.
- Committed to quality customer care/delivering excellent customer service.
- Flexible approach to work and adaptable to change.
- Ability to cope with unpredictable workloads in a timely, efficient and reliable manner.
- Good communication and organisational skills.
- Analytical skills.
- Numerically literate.
Desirable
- Understanding of the Homecare service.
- Understanding of business processes applicable to the NHS.
- Understanding of common clinical terminology appropriate to the setting.
Qualifications
Essential
- GCSE English and Maths (Grade C and above or equivalent).
- NVQ Level 3 in Business Administration (or equivalent qualification) or equivalent knowledge/experience.
Desirable
- Basic NHS Purchasing Knowledge.
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.
