Pharmacy Manager (non-pharmacist)

Job description

Job responsibilities

Staff Management & HR

To assist the Superintendent Pharmacist with:

• Day-to-day HR management of the pharmacy team, ensuring adequate staffing is in place, generating rotas, approving annual leave etc.
• Completing annual appraisals and 6 monthly action plan reviews for pharmacy assistants and dispensary supervisor. Ensure that a copy of each appraisal document and written records of formal meetings are passed to the Operations Manager for the staff file.
• Recruitment of new staff, organising and overseeing the induction and successful integration of the new member of staff.
• Training of staff including Bluestream completion, ad-hoc training as required and keeping staff up-to-date with changing guidelines and initiatives.
• Ensuring absence from work due to illness, hospital appointments, compassionate leave or dependent leave is recorded on the appropriate form and passed to the Operations Manager.
• Holding periodic staff meetings to discuss upcoming changes and provide training and support.
• Ensuring staff are aware of Information Governance requirements and have completed necessary training.
• Ensuring that all locum pharmacists and dispensers have the necessary qualifications, training, indemnity cover and right to work in the UK.
• Ensuring accurate records of annual leave are kept and staff are taking their annual leave throughout the year. Annual leave must not be carried over unless in exceptional circumstances and approved by the Operations Manager.
• Escalating staff issues to Operations Manager and/or staff sub-committee as appropriate.

Dispensing

• Provide assistance to the dispensary team including completing dispensing duties as required (if qualified).
• Complete regular advertising drives to increase collection point sign ups including via social media, leafleting, posters in the community etc.
• Support the dispensing workflows, ensuring stock returns are completed within the necessary timescales.

Services

To assist the Superintendent Pharmacist with:

• Managing the provision of NHS services and public health contracts, ensuring that guidelines are followed and correct claims are made.
• Assessing the value of new service contracts, discussing with the OPL Strategy Group for final approval of sign up and completing a business proposal as required.
• Organising the annual Flu and Covid service including arranging staff training, ordering vaccines and ensuring the correct contracts and patient group directions (PGDs) are in place.
• Ensuring that vaccine administration is reported promptly via pharmoutcomes. Ensuring private vaccinations are invoiced correctly and passed to the Finance Administrator.

Over the counter (OTC) Trade

• Maintain adequate stock levels of Pmeds, retail and OTC items within the pharmacy, ordering as required (paying attention to costing) and checking all invoices against stock received. Rotating stock to ensure short dated lines are used first.
• Oversee the regular review of OTC pricing to maximise profit and ensure good value for money for customers.
• Analyse spending trends and product placement to maximise sales and minimise wastage.

IT & Telephones

To assist the Superintendent Pharmacist with:

• Troubleshooting IT problems, involving Emis Health and other providers where required
• Updating the pharmacys Facebook account to provide patients with useful information and updates.
• Ensuring that the PMR system and any other appropriate systems in use in the pharmacy are maintained and protected effectively.
• Managing access to the national spine (smartcards) and to pharmacy websites and suppliers in line with GDPR guidance.
• Regularly checking the pharmacy NHS email account.
• Continuing development of the website and keep information up to date.

Governance & Complaints

• Overseeing Health Promotion within the pharmacy as part of the Healthy Living Scheme and in line with national campaigns. Promote via a variety of means including social media, in-store posters, leaflets and any other appropriate medium.
• Act as the first point of contact for any complaints, addressing them in a professional and courteous manner. Escalate complaints as required and ensure details are fully documented in line with pharmacy policy. Complete the annual NHS England complaints return.
• Complaint logging & management of any ongoing issues/complaints.
• Ensure the complaints policy is kept up to date and leaflets are available for patients.

To assist the Superintendent Pharmacist with:

• Ensuring staff & processes are compliant with General Data Protection Regulations (GDPR), escalating any issues to the OPL Information Governance team as required.
• Completion of the pharmacy risk register including identifying areas of risk and implementing the necessary changes.
• Ensuring that the pharmacy is compliant with GPhC guidance and can evidence this in the event of an inspection.
• Keeping ahead of national and regional changes which may affect the pharmacy and supporting any necessary changes.

Finance

• Oversee the cashing up daily, including printing till reports, doing end of day banking on card machine and rectifying any till discrepancies. Investigate any anomalies and reporting to Finance Administrator as required. Advise the Finance Administrator when further change is required.
• Ensure sufficient credit is available for the text messaging service.

To assist the Superintendent Pharmacist with:

• Negotiating competitive buying prices with suppliers to get the best price possible for the pharmacy, balanced with the time spent doing it. Make use of the Golden Tote Scheme as required and analyse costs to ensure that it remains competitive.
• The completion of the month end process, ensuring returns are sent by the deadline date. Ensure prescriptions are endorsed correctly, overleaf completed by patient, counted, recorded and filed ready to be sent to the PPA for reimbursement at the end of each month.

Buildings & Equipment

• Notify Practice Operations Manager in the event of any building or equipment defects.
• Arrange the necessary repair or replacement in the event of any equipment defects. Ensure that all equipment is maintained as legally required and is in good working order.
• Ensure that the pharmacy is tidy, organised and provides a suitable working environment for staff, particularly in respect of safe dispensing and health and safety requirements.
• Oversee the regular and effective cleaning of the premises.

Health & Safety

To assist the Superintendent Pharmacist with:

• Day-to-day management of all health and safety issues including the management of risk assessment and fire risk assessment
• Compliance with COSHH regulations
• Logging of significant health & safety incidents and reporting to the OPL Strategy Group for review.
• Infection Control/Cleaning audits and ongoing work
• Liaising with the Practice Operations Manager for any required maternity/medical risk assessments.
• 2 yearly pre-acceptance waste audits & any actions for SRCL and PHS (separate audits)

Communication & Meetings

• Attend and engage with the OPL Strategy Group.
• Meet reps and account managers to ensure the pharmacys profitability is maximised.
• Share knowledge of upcoming changes with the OPL Strategy Group as necessary.

Miscellaneous

• This job description is not exhaustive and may be adjusted periodically after review and consultation.
• You will also be expected to carry out any reasonable duties, which may be requested from time-to-time.
• Work safely at all times in accordance with legislation requirement and pharmacy policy and procedures.

Person Specification

Experience

Essential

• Experience of working with others as part of a team
• Experience of multitasking in a busy setting
• Experience of working in a community pharmacy
• Experience of supervising a team and the workload of others
• Experience of competitive purchasing
• Experience of retail stock control
• Experience of change management
• Experience of delivering training to staff

Skills & Knowledge

Essential

• Excellent communication skills (Written and Oral)
• Excellent IT skills and the ability to adapt to changing systems
• Excellent Maths and logical reasoning skills
• An understanding of General Data Protection Regulations and the need to maintain confidentiality
• A methodical and accurate approach to work with attention to detail
• An understanding of contractual, legal and ethical considerations within a pharmacy setting

Desirable

• Auditing skills

Qualifications

Essential

• Good standard of general education
• Dispensing qualification

Desirable

• Leadership and/or management qualification

Behaviours

Essential

• Caring & compassionate
• Confident & professional manner
• Polite & non-judgemental
• Enthusiastic
• Ability to cope under pressure
• Ability to use own initiative
• Self-motivated
• Flexibility
• Ability to organise self and others

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

Opl Enterprises Ltd

Address

Holme Pharmacy

Rush View

Holme on Spalding Moor

East Riding of Yorkshire

YO43 4BJ

Employer's website

https://www.holmepharmacy.com (Opens in a new tab)