Pharmacy Finance and Procurement Manager

This vacancy is currently only open to internal applicants from Worcestershire Acute Hospitals NHS Trust.

This Band 4 role supports and helps to manage the pharmacy procurement and finance function at Worcestershire Acute Hospitals NHS Trust, ensuring medicines are purchased, stocked, and financially managed safely, efficiently and in line with national contracts and Trust policies.

Main duties of the job

• Procurement: Order and manage stock of all medicines for both hospital sites, maintain accurate stock levels, resolve supply issues, action drug alerts, liaise with suppliers, and ensure compliance with contracts and SOPs.
• Finance: Reconcile invoices, authorise appropriate price changes, help manage credits, resolve pricing discrepancies, support payment processes, and maintain accurate financial records.
• Management: Day to day management and supervision of the procurement and finance team at the Alexandra Hospital, including staffing and performance, providing training, support recruitment, and ensure service delivery.
• Governance & Professional Standards: Uphold Trust values, follow health and safety, infection control, confidentiality, and risk management requirements

About us

Worcestershire Acute Hospitals NHS Trust is a large

acute and specialised hospital trust that provides a range of local acute

services to the residents of Worcestershire and more specialised services to a

larger population in Herefordshire and beyond.

The Trust operates hospital-based services from

three sites in Kidderminster, Redditch and Worcester

Our workforce is more than 7,000 strong, and our

caring staff are recognised as providing good and outstanding patient-centred

care. You could be one of them.

We are committed to recruiting the best people to

work with us. Our values, which we ask all staff to demonstrate, underpin our

everyday work and remain firmly at the heart of all we do.

Being open and honest

Ensuring people feel cared for

Showing respect to everyone

We are committed to developing a culture of continuous improvement by embedding the principles of our Improvement System.

We are proud to have achieved Timewise

accreditation - this means we are committed to embedding flexible working

within our organisation as a flex positive employer.

DBS Checks and Costs

Any applicants who are offered posts requiring a

DBS check as part of their employment check will have the cost of this check

(at the current rate) deducted from their salary. Please see link in Supporting

Information section for more details on DBS checks and costs.

Details

Date posted

05 October 2026

Pay scheme

Agenda for change

Band

Band 4

Salary

£28,392 to £31,157 a year

Contract

Permanent

Working pattern

Full-time

Reference number

C9365-26-0464

Job locations

Woodrow Drive

Redditch

Worcestershire

B98 7UB

United Kingdom

Job responsibilities

Procurement -The post holder

will be responsible for:

Proposing, assisting in developing and, implementing agreed changes to the Procurement service with consideration of impacts on other

departments both internal and external to the pharmacy and the trust.

Contributing to the development of all departmental

procurement Standard Operating Procedures.

Implementing and managing compliance with all departmental

procurement Standard Operating Procedures.

Ensuring systems are in place and followed by

all pharmacy procurement and finance staff for the rapid and effective

communication and escalating of any stock outs or potential stock outs that

cannot be resolved by the procurement team to the Lead Pharmacy Procurement and

Finance Manager, the Countywide Procurement and Homecare Patient Services

Manager or higher.

Monitoring stocked drug levels and ensuring danger level

reports are produced, actioned and any stock issues resolved or escalated

rapidly and effectively to avoid stock outs or urgent Cross-County transfer of

stock.

The updating and maintenance of the Powergate portal and

other systems used for electronic ordering and invoicing.

Ensuring all legal and ethical requirements for the

ordering and invoicing of drugs are met by following set SOPs.

Supervising the transfer of stock between the AH and WRH

dispensaries and vice versa in liaison with the Stock Distribution Manager and

other relevant staff members.

Ensuring there is standardisation of ordering

at both the AH and the WRH in order to maximize discounts for the Trust.

Maintaining accurate stock levels on the Pharmacy

Computer System, ensuring re-order levels and re-order quantities are

appropriate to maintain the smooth running of the Stock Distributions, the

Chemotherapy Units and the Dispensaries at both pharmacy sites without unnecessary

build-up of stock or stock outs.

Ensuring all computerised and hard-copy

documentation of ordering, goods received and invoice payments etc are correct

in accordance with the Trusts Standing Financial Instructions and stored and

archived appropriately.

Organising regular stock checks and initiating searches when required e.g. on medicines

with discrepancies, drugs in short supply or critical medicines.

Supporting the maintenance of the AH and the WRH Drug

Procurement Database, ensuring the information is consistent across both sites

and re-ordering flags are correct in accordance with the annual or seasonal usage

of the product.

Procurement being run in a safe, efficient and economic

manner, to ensure stock holding and wastage are kept to agreed levels.

Negotiating and agreeing with suppliers actions

regarding goods to be returned and or credits to be received e.g. when goods

are wrongly or inappropriately supplied or there are discrepancies between

delivery notes and receipts recorded by pharmacy staff.

Ensuring all outstanding orders are chasing to avoid

stock-outs and that appropriate action is taken following consultation with the

relevant suppliers to ensure that medicines are always available when required.

Ensuring the

ordering of drugs is carried out using the correct suppliers according to agreed

contracts to maintain efficient stock levels and minimise costs.

Ensuring an appropriate

alternative source is found that will have the least adverse financial impact

on the Trust when a primary supplier is unable to supply.

Ensuring all

goods are received in good condition and thereafter stored under the correct

storage conditions.

Ensuring once

the Commercial Medicines Unit (CMU) monthly contract changes have been made the

products are correctly updated on the relevant systems e.g. Powergate, to

purchase them from the correct supplier at the correct price.

Finance -The post holder

will be responsible for:

Proposing, assisting

in developing and implementing (agreed) changes to the Pharmacy Finance service

with consideration of impacts on other departments both internal and external

to the pharmacy and the trust.

Contributing

to the development of all departmental finance Standard Operating Procedures

(SOPs).

Implementing

and managing compliance with all departmental finance Standard Operating

Procedures (SOPs).

Ensuring

systems are in place and followed for managing outstanding invoices and

outstanding credits.

Authorising price increases if after investigation it is appropriate

to do so, when goods are received at a higher cost than specified when the

order was placed.

Obtaining

reimbursement of money when contracted suppliers are unable to supply in line

with the terms of the contract.

Raising charge

notes for drugs purchased by other NHS, private hospitals and businesses

outside Worcestershire Acute Hospitals NHS Trust, in line with the Trusts

Wholesaler Dealing Procedure.

Ensuring invoices

are reconciled with orders placed on the Pharmacy Computer System and payment

runs are made on a regularly agreed basis and on time.

Managing and

assisting pharmacy-based finance staff to investigate and find solutions for

problems relating to goods received and payments requested from suppliers and

wholesalers etc.

Managing, organising and processing invoices as they are received. Also maintaining

a system tracking all invoices with queries to be resolved, ensuring payments

are made promptly and in an order that ensures financial timescales comply with

the CBI prompt payment policy.

Checking suppliers

invoices and credit notes prior to payment to ensure they reconcile with the

Trusts official orders and record of goods received, using the Pharmacy

Computer System.

Ensuring all

prices are checked against the expected price using the Pharmacy Computer

System.

Authorising invoices for payment when the prices being charged are

within the authorised tolerance.

Ensuring

invoices are batched and sent for payment using the Accounts Payable Interface

between the Pharmacy and Finance Creditor Payments Computer Systems checking all

fields are completed and all inputting errors have been identified and

corrected.

Manually sending

invoices for payment to Finance that must be excluded from the interface.

Configuring

the Pharmacy Accounts Payable Interface to exclude suppliers with defined

characteristics (as necessary for the correct working of the Pharmacy to Finance

Interface) and updating the Pharmacy System database creditor reference codes, to

ensure payments are made to the correct supplier.

Maintaining

hard-copy records of payments made as per policy, to enable queries and checks

to be carried out as necessary.

Ensuring

suppliers are contacted to investigate all pricing that appears to be incorrect

and arrange for credit to be issued to the Trust as necessary.

Ensuring

credits are issued by suppliers for goods that are received damaged or which

are returned to the supplier.

Resolving

discrepancies with pharmacy orders and problems between suppliers invoices,

credit notes, statements, and payments by contacting and liaising with suppliers

and, relevant pharmacy and Trust or external staff.

Investigating

enquiries and solving problems raised by suppliers about payments due and

received.

Working with

the Trust financial accountants to ensure correct file transfers are made and

received, queries are answered and, for invoices/credits excluded from the

Pharmacy to Finance Interface, they are processed manually.

Managerial -The post holder will be responsible for:

day-to-day management of the AH Pharmacy Procurement and Finance teams,

including addressing staffing and resource challenges such as sickness absence.

This involves assessing available options to maintain service delivery,

evaluating their potential implications, determining appropriate solutions, and

implementing agreed actions to ensure continuity of service.

Contributing to pharmacy procurement and

finance recruitment/retention in line with workforce planning requirements and

developments in conjunction with the Countywide Procurement and Homecare

Patient Services Manager and Lead Pharmacy Procurement and Finance Manager.

Participating in interviews for pharmacy

procurement and finance staff where required.

Assisting in the departmental performance

management system ensuring that all pharmacy procurement and finance staff are

performance managed, receive annual appraisals and appropriate associated

development plans to deliver the requirements of their role.

Assisting the Countywide Procurement and

Homecare Patient Services Manager in managing the departmental sickness/absence

policy for pharmacy

procurement and finance staff and any subsequent

capability/disciplinary action, acting in the best interests of the department,

Trust and patients.

Planning and organising ensuring that workload is risk

managed, allocated appropriately and delivers the requirements of the Department,

Trust, external users and patients.

Providing

induction and detailed training for trainees and new members of staff in pharmacy

procurement and finance.

Ensuring all pharmacy procurement and finance staff are

appropriately trained and can competently use the Pharmacy and other relevant

computer systems.

Participating in regular reviews (through audit and

evaluation) of the pharmacy procurement and finance services with the

Countywide Procurement and Homecare Patient Services Manager contributing to

the improvement and development of the service to the Trust and wider users.

Job responsibilities

Procurement -The post holder

will be responsible for:

Proposing, assisting in developing and, implementing agreed changes to the Procurement service with consideration of impacts on other

departments both internal and external to the pharmacy and the trust.

Contributing to the development of all departmental

procurement Standard Operating Procedures.

Implementing and managing compliance with all departmental

procurement Standard Operating Procedures.

Ensuring systems are in place and followed by

all pharmacy procurement and finance staff for the rapid and effective

communication and escalating of any stock outs or potential stock outs that

cannot be resolved by the procurement team to the Lead Pharmacy Procurement and

Finance Manager, the Countywide Procurement and Homecare Patient Services

Manager or higher.

Monitoring stocked drug levels and ensuring danger level

reports are produced, actioned and any stock issues resolved or escalated

rapidly and effectively to avoid stock outs or urgent Cross-County transfer of

stock.

The updating and maintenance of the Powergate portal and

other systems used for electronic ordering and invoicing.

Ensuring all legal and ethical requirements for the

ordering and invoicing of drugs are met by following set SOPs.

Supervising the transfer of stock between the AH and WRH

dispensaries and vice versa in liaison with the Stock Distribution Manager and

other relevant staff members.

Ensuring there is standardisation of ordering

at both the AH and the WRH in order to maximize discounts for the Trust.

Maintaining accurate stock levels on the Pharmacy

Computer System, ensuring re-order levels and re-order quantities are

appropriate to maintain the smooth running of the Stock Distributions, the

Chemotherapy Units and the Dispensaries at both pharmacy sites without unnecessary

build-up of stock or stock outs.

Ensuring all computerised and hard-copy

documentation of ordering, goods received and invoice payments etc are correct

in accordance with the Trusts Standing Financial Instructions and stored and

archived appropriately.

Organising regular stock checks and initiating searches when required e.g. on medicines

with discrepancies, drugs in short supply or critical medicines.

Supporting the maintenance of the AH and the WRH Drug

Procurement Database, ensuring the information is consistent across both sites

and re-ordering flags are correct in accordance with the annual or seasonal usage

of the product.

Procurement being run in a safe, efficient and economic

manner, to ensure stock holding and wastage are kept to agreed levels.

Negotiating and agreeing with suppliers actions

regarding goods to be returned and or credits to be received e.g. when goods

are wrongly or inappropriately supplied or there are discrepancies between

delivery notes and receipts recorded by pharmacy staff.

Ensuring all outstanding orders are chasing to avoid

stock-outs and that appropriate action is taken following consultation with the

relevant suppliers to ensure that medicines are always available when required.

Ensuring the

ordering of drugs is carried out using the correct suppliers according to agreed

contracts to maintain efficient stock levels and minimise costs.

Ensuring an appropriate

alternative source is found that will have the least adverse financial impact

on the Trust when a primary supplier is unable to supply.

Ensuring all

goods are received in good condition and thereafter stored under the correct

storage conditions.

Ensuring once

the Commercial Medicines Unit (CMU) monthly contract changes have been made the

products are correctly updated on the relevant systems e.g. Powergate, to

purchase them from the correct supplier at the correct price.

Finance -The post holder

will be responsible for:

Proposing, assisting

in developing and implementing (agreed) changes to the Pharmacy Finance service

with consideration of impacts on other departments both internal and external

to the pharmacy and the trust.

Contributing

to the development of all departmental finance Standard Operating Procedures

(SOPs).

Implementing

and managing compliance with all departmental finance Standard Operating

Procedures (SOPs).

Ensuring

systems are in place and followed for managing outstanding invoices and

outstanding credits.

Authorising price increases if after investigation it is appropriate

to do so, when goods are received at a higher cost than specified when the

order was placed.

Obtaining

reimbursement of money when contracted suppliers are unable to supply in line

with the terms of the contract.

Raising charge

notes for drugs purchased by other NHS, private hospitals and businesses

outside Worcestershire Acute Hospitals NHS Trust, in line with the Trusts

Wholesaler Dealing Procedure.

Ensuring invoices

are reconciled with orders placed on the Pharmacy Computer System and payment

runs are made on a regularly agreed basis and on time.

Managing and

assisting pharmacy-based finance staff to investigate and find solutions for

problems relating to goods received and payments requested from suppliers and

wholesalers etc.

Managing, organising and processing invoices as they are received. Also maintaining

a system tracking all invoices with queries to be resolved, ensuring payments

are made promptly and in an order that ensures financial timescales comply with

the CBI prompt payment policy.

Checking suppliers

invoices and credit notes prior to payment to ensure they reconcile with the

Trusts official orders and record of goods received, using the Pharmacy

Computer System.

Ensuring all

prices are checked against the expected price using the Pharmacy Computer

System.

Authorising invoices for payment when the prices being charged are

within the authorised tolerance.

Ensuring

invoices are batched and sent for payment using the Accounts Payable Interface

between the Pharmacy and Finance Creditor Payments Computer Systems checking all

fields are completed and all inputting errors have been identified and

corrected.

Manually sending

invoices for payment to Finance that must be excluded from the interface.

Configuring

the Pharmacy Accounts Payable Interface to exclude suppliers with defined

characteristics (as necessary for the correct working of the Pharmacy to Finance

Interface) and updating the Pharmacy System database creditor reference codes, to

ensure payments are made to the correct supplier.

Maintaining

hard-copy records of payments made as per policy, to enable queries and checks

to be carried out as necessary.

Ensuring

suppliers are contacted to investigate all pricing that appears to be incorrect

and arrange for credit to be issued to the Trust as necessary.

Ensuring

credits are issued by suppliers for goods that are received damaged or which

are returned to the supplier.

Resolving

discrepancies with pharmacy orders and problems between suppliers invoices,

credit notes, statements, and payments by contacting and liaising with suppliers

and, relevant pharmacy and Trust or external staff.

Investigating

enquiries and solving problems raised by suppliers about payments due and

received.

Working with

the Trust financial accountants to ensure correct file transfers are made and

received, queries are answered and, for invoices/credits excluded from the

Pharmacy to Finance Interface, they are processed manually.

Managerial -The post holder will be responsible for:

day-to-day management of the AH Pharmacy Procurement and Finance teams,

including addressing staffing and resource challenges such as sickness absence.

This involves assessing available options to maintain service delivery,

evaluating their potential implications, determining appropriate solutions, and

implementing agreed actions to ensure continuity of service.

Contributing to pharmacy procurement and

finance recruitment/retention in line with workforce planning requirements and

developments in conjunction with the Countywide Procurement and Homecare

Patient Services Manager and Lead Pharmacy Procurement and Finance Manager.

Participating in interviews for pharmacy

procurement and finance staff where required.

Assisting in the departmental performance

management system ensuring that all pharmacy procurement and finance staff are

performance managed, receive annual appraisals and appropriate associated

development plans to deliver the requirements of their role.

Assisting the Countywide Procurement and

Homecare Patient Services Manager in managing the departmental sickness/absence

policy for pharmacy

procurement and finance staff and any subsequent

capability/disciplinary action, acting in the best interests of the department,

Trust and patients.

Planning and organising ensuring that workload is risk

managed, allocated appropriately and delivers the requirements of the Department,

Trust, external users and patients.

Providing

induction and detailed training for trainees and new members of staff in pharmacy

procurement and finance.

Ensuring all pharmacy procurement and finance staff are

appropriately trained and can competently use the Pharmacy and other relevant

computer systems.

Participating in regular reviews (through audit and

evaluation) of the pharmacy procurement and finance services with the

Countywide Procurement and Homecare Patient Services Manager contributing to

the improvement and development of the service to the Trust and wider users.

Person Specification

Personal Qualities

Essential

• • Tactful and diplomatic.
• • Methodical and well organised.
• *Committed to high-quality service.
• • Excellent telephone manner.
• • Ability to work on own initiative and organise own workload with minimal supervision working to tight and often changing timescales.
• • Able to meet deadlines, prioritise tasks and manage time effectively within a busy working environment whilst producing work to the required standard.
• • Able to train, lead and motivate a team of staff.
• • Can deal with multiple queries and with changes in priority of workload and remain calm under pressure.
• • Capable of dealing with complex facts or situations, which require the analysis, interpretation and comparison of a range of options.
• • Able to use initiative but understand the limits of responsibility.
• • Able to work effectively in a team whilst working as a role model for colleagues.
• • Able to empathise with patients, carers, visitors and staff.
• • Be honest and trustworthy and able to maintain strict confidentiality at all times.
• • Be professional in attitude and appearance.
• • Willing to be trained and to learn and, must be prepared to attend training courses appropriate for the post.
• • Able to work flexibly when needed depending on the service requirements.

Skills / Knowledge

Essential

• • Full range of organisational and office management skills.
• • Problem solving skills for solving complex supply issues, answering queries, progress chasing, finance purchase order related problems with external suppliers, and task related problem solving face to face and over the phone or Teams.
• • Numeracy and ordering skills to be able to check and reconcile invoices as well as ensure sufficient stock is available for issue whilst minimising stock holding and waste due to expiry.
• • Skills to use and maintaining IT systems for managing computer files, determining the status of orders and invoices, and for correcting receiving and invoicing errors etc.
• • Extensive skills to use Microsoft Office packages i.e. Word, Excel, Teams and Outlook to communicate affectively, produce reports, create rotas etc.
• • Skilled at using the internet and intranet and on-line information resources.
• • Knowledge and understanding of the importance of Safe Systems of Working in Pharmacy.
• • Up to date knowledge of Health and Safety at Work including COSHH and Manual Handling as it applies to pharmacy.
• • Up to date knowledge of medicines and procurement practices.
• • Current understanding of the issues facing pharmacy purchasing services within the NHS.
• • Up to date knowledge of Medicines Legislation including the Medicines Act, and Misuse of Drugs Act as they apply to pharmacy service SOPs and the legal requirements for dispensing and supplying medicines.
• • Excellent communication skills.
• • Highly developed interpersonal skills.
• • Possess analytical and judgement skills.
• • Ability to priorities own work, and that of others to meet set deadlines.
• • Ability to cope with pressure and multitask.
• • Highly motivated.
• • Work to a high level of accuracy, giving attention to detail.
• • Up to date knowledge of what an NPSA alert, Drug Alert and Medicines Supply Notification is.

Desirable

• • Knowledge of quality assurance
• • Developing managing and improving Standard Operational Procedures
• • Knowledge and understanding of pharmacy financial procedures including reconciliation and balances, VAT exemptions, finance and/or pharmacy computer systems, financial records, and coding structures.
• • Ability to pull together comprehensive draft reports, data and complex rotas etc

Qualifications

Essential

• • GCSE Grade C or above in English Maths and Science (or equivalent)
• AND
• • NVQ (or equivalent experience equal to) Level 2 in pharmacy technical services
• PLUS
• • Previous successful completion of a combination of courses, training and study days to obtain knowledge of Pharmacy Systems and Pharmacy Procurement Policies and Procedures, plus knowledge of how to deal with a range of routine and non-routine activities, answering queries, progress chasing, human resource management and task related problem solving
• • Minimum 4 years experience of successfully delivering hospital technical pharmacy services or hospital Pharmacy Procurement services under the direction of supervisors experienced in financial services or technical pharmacy services including procurement and supervising pharmacy stores.

Desirable

• • Supervisory or team leadership course
• • Knowledge of legislation as it affects pharmacy financial management

Experience

Essential

• • Proven recent experience of working as a finance officer or higher level clerical officer successfully delivering technical pharmacy services or pharmacy procurement services under the direction of supervisors experienced in financial services or technical pharmacy services including procurement in a hospital setting.
• • Experience and knowledge of medicines and pharmacy policies including naming, handling and storage practices.
• • Ordering medicine stock where accuracy is of the utmost importance
• • Experience of how to deal with a range of routine and non-routine activities, work allocation, problem solving for a team or area of work, answering queries, progress chasing, and task related problem solving.
• • Extensive experience and evidence of using Microsoft Office packages i.e. Word, Excel, Teams and Outlook in current job role.
• • Experience of using the internet, intranet and online information resources.
• • Able to communicate clearly and effectively both verbally and written and have the ability to record details accurately and neatly.
• • Experience of working under pressure with pressurised deadlines e.g. sourcing medicines required in an emergency situation.
• • Current understanding of the issues facing pharmacy purchasing services within the NHS.

Desirable

• • Recent and relevant experience of successfully delivering Pharmacy Procurement or technical pharmacy services as a senior Pharmacy Assistant in a hospital setting.
• • Experience leading a team and facilitating service delivery and training.
• • Experience in management of staff including allocation of workload and personnel issues

Person Specification

Personal Qualities

Essential

• • Tactful and diplomatic.
• • Methodical and well organised.
• *Committed to high-quality service.
• • Excellent telephone manner.
• • Ability to work on own initiative and organise own workload with minimal supervision working to tight and often changing timescales.
• • Able to meet deadlines, prioritise tasks and manage time effectively within a busy working environment whilst producing work to the required standard.
• • Able to train, lead and motivate a team of staff.
• • Can deal with multiple queries and with changes in priority of workload and remain calm under pressure.
• • Capable of dealing with complex facts or situations, which require the analysis, interpretation and comparison of a range of options.
• • Able to use initiative but understand the limits of responsibility.
• • Able to work effectively in a team whilst working as a role model for colleagues.
• • Able to empathise with patients, carers, visitors and staff.
• • Be honest and trustworthy and able to maintain strict confidentiality at all times.
• • Be professional in attitude and appearance.
• • Willing to be trained and to learn and, must be prepared to attend training courses appropriate for the post.
• • Able to work flexibly when needed depending on the service requirements.

Skills / Knowledge

Essential

• • Full range of organisational and office management skills.
• • Problem solving skills for solving complex supply issues, answering queries, progress chasing, finance purchase order related problems with external suppliers, and task related problem solving face to face and over the phone or Teams.
• • Numeracy and ordering skills to be able to check and reconcile invoices as well as ensure sufficient stock is available for issue whilst minimising stock holding and waste due to expiry.
• • Skills to use and maintaining IT systems for managing computer files, determining the status of orders and invoices, and for correcting receiving and invoicing errors etc.
• • Extensive skills to use Microsoft Office packages i.e. Word, Excel, Teams and Outlook to communicate affectively, produce reports, create rotas etc.
• • Skilled at using the internet and intranet and on-line information resources.
• • Knowledge and understanding of the importance of Safe Systems of Working in Pharmacy.
• • Up to date knowledge of Health and Safety at Work including COSHH and Manual Handling as it applies to pharmacy.
• • Up to date knowledge of medicines and procurement practices.
• • Current understanding of the issues facing pharmacy purchasing services within the NHS.
• • Up to date knowledge of Medicines Legislation including the Medicines Act, and Misuse of Drugs Act as they apply to pharmacy service SOPs and the legal requirements for dispensing and supplying medicines.
• • Excellent communication skills.
• • Highly developed interpersonal skills.
• • Possess analytical and judgement skills.
• • Ability to priorities own work, and that of others to meet set deadlines.
• • Ability to cope with pressure and multitask.
• • Highly motivated.
• • Work to a high level of accuracy, giving attention to detail.
• • Up to date knowledge of what an NPSA alert, Drug Alert and Medicines Supply Notification is.

Desirable

• • Knowledge of quality assurance
• • Developing managing and improving Standard Operational Procedures
• • Knowledge and understanding of pharmacy financial procedures including reconciliation and balances, VAT exemptions, finance and/or pharmacy computer systems, financial records, and coding structures.
• • Ability to pull together comprehensive draft reports, data and complex rotas etc

Qualifications

Essential

• • GCSE Grade C or above in English Maths and Science (or equivalent)
• AND
• • NVQ (or equivalent experience equal to) Level 2 in pharmacy technical services
• PLUS
• • Previous successful completion of a combination of courses, training and study days to obtain knowledge of Pharmacy Systems and Pharmacy Procurement Policies and Procedures, plus knowledge of how to deal with a range of routine and non-routine activities, answering queries, progress chasing, human resource management and task related problem solving
• • Minimum 4 years experience of successfully delivering hospital technical pharmacy services or hospital Pharmacy Procurement services under the direction of supervisors experienced in financial services or technical pharmacy services including procurement and supervising pharmacy stores.

Desirable

• • Supervisory or team leadership course
• • Knowledge of legislation as it affects pharmacy financial management

Experience

Essential

• • Proven recent experience of working as a finance officer or higher level clerical officer successfully delivering technical pharmacy services or pharmacy procurement services under the direction of supervisors experienced in financial services or technical pharmacy services including procurement in a hospital setting.
• • Experience and knowledge of medicines and pharmacy policies including naming, handling and storage practices.
• • Ordering medicine stock where accuracy is of the utmost importance
• • Experience of how to deal with a range of routine and non-routine activities, work allocation, problem solving for a team or area of work, answering queries, progress chasing, and task related problem solving.
• • Extensive experience and evidence of using Microsoft Office packages i.e. Word, Excel, Teams and Outlook in current job role.
• • Experience of using the internet, intranet and online information resources.
• • Able to communicate clearly and effectively both verbally and written and have the ability to record details accurately and neatly.
• • Experience of working under pressure with pressurised deadlines e.g. sourcing medicines required in an emergency situation.
• • Current understanding of the issues facing pharmacy purchasing services within the NHS.

Desirable

• • Recent and relevant experience of successfully delivering Pharmacy Procurement or technical pharmacy services as a senior Pharmacy Assistant in a hospital setting.
• • Experience leading a team and facilitating service delivery and training.
• • Experience in management of staff including allocation of workload and personnel issues

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

Worcestershire Acute Hospitals NHS Trust

Address

Woodrow Drive

Redditch

Worcestershire

B98 7UB

United Kingdom

Employer's website

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

Employer details

Employer name

Worcestershire Acute Hospitals NHS Trust

Address

Woodrow Drive

Redditch

Worcestershire

B98 7UB

United Kingdom

Employer's website

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

Job responsibilities

Procurement -The post holder

will be responsible for:

Proposing, assisting in developing and, implementing agreed changes to the Procurement service with consideration of impacts on other

departments both internal and external to the pharmacy and the trust.

Contributing to the development of all departmental

procurement Standard Operating Procedures.

Implementing and managing compliance with all departmental

procurement Standard Operating Procedures.

Ensuring systems are in place and followed by

all pharmacy procurement and finance staff for the rapid and effective

communication and escalating of any stock outs or potential stock outs that

cannot be resolved by the procurement team to the Lead Pharmacy Procurement and

Finance Manager, the Countywide Procurement and Homecare Patient Services

Manager or higher.

Monitoring stocked drug levels and ensuring danger level

reports are produced, actioned and any stock issues resolved or escalated

rapidly and effectively to avoid stock outs or urgent Cross-County transfer of

stock.

The updating and maintenance of the Powergate portal and

other systems used for electronic ordering and invoicing.

Ensuring all legal and ethical requirements for the

ordering and invoicing of drugs are met by following set SOPs.

Supervising the transfer of stock between the AH and WRH

dispensaries and vice versa in liaison with the Stock Distribution Manager and

other relevant staff members.

Ensuring there is standardisation of ordering

at both the AH and the WRH in order to maximize discounts for the Trust.

Maintaining accurate stock levels on the Pharmacy

Computer System, ensuring re-order levels and re-order quantities are

appropriate to maintain the smooth running of the Stock Distributions, the

Chemotherapy Units and the Dispensaries at both pharmacy sites without unnecessary

build-up of stock or stock outs.

Ensuring all computerised and hard-copy

documentation of ordering, goods received and invoice payments etc are correct

in accordance with the Trusts Standing Financial Instructions and stored and

archived appropriately.

Organising regular stock checks and initiating searches when required e.g. on medicines

with discrepancies, drugs in short supply or critical medicines.

Supporting the maintenance of the AH and the WRH Drug

Procurement Database, ensuring the information is consistent across both sites

and re-ordering flags are correct in accordance with the annual or seasonal usage

of the product.

Procurement being run in a safe, efficient and economic

manner, to ensure stock holding and wastage are kept to agreed levels.

Negotiating and agreeing with suppliers actions

regarding goods to be returned and or credits to be received e.g. when goods

are wrongly or inappropriately supplied or there are discrepancies between

delivery notes and receipts recorded by pharmacy staff.

Ensuring all outstanding orders are chasing to avoid

stock-outs and that appropriate action is taken following consultation with the

relevant suppliers to ensure that medicines are always available when required.

Ensuring the

ordering of drugs is carried out using the correct suppliers according to agreed

contracts to maintain efficient stock levels and minimise costs.

Ensuring an appropriate

alternative source is found that will have the least adverse financial impact

on the Trust when a primary supplier is unable to supply.

Ensuring all

goods are received in good condition and thereafter stored under the correct

storage conditions.

Ensuring once

the Commercial Medicines Unit (CMU) monthly contract changes have been made the

products are correctly updated on the relevant systems e.g. Powergate, to

purchase them from the correct supplier at the correct price.

Finance -The post holder

will be responsible for:

Proposing, assisting

in developing and implementing (agreed) changes to the Pharmacy Finance service

with consideration of impacts on other departments both internal and external

to the pharmacy and the trust.

Contributing

to the development of all departmental finance Standard Operating Procedures

(SOPs).

Implementing

and managing compliance with all departmental finance Standard Operating

Procedures (SOPs).

Ensuring

systems are in place and followed for managing outstanding invoices and

outstanding credits.

Authorising price increases if after investigation it is appropriate

to do so, when goods are received at a higher cost than specified when the

order was placed.

Obtaining

reimbursement of money when contracted suppliers are unable to supply in line

with the terms of the contract.

Raising charge

notes for drugs purchased by other NHS, private hospitals and businesses

outside Worcestershire Acute Hospitals NHS Trust, in line with the Trusts

Wholesaler Dealing Procedure.

Ensuring invoices

are reconciled with orders placed on the Pharmacy Computer System and payment

runs are made on a regularly agreed basis and on time.

Managing and

assisting pharmacy-based finance staff to investigate and find solutions for

problems relating to goods received and payments requested from suppliers and

wholesalers etc.

Managing, organising and processing invoices as they are received. Also maintaining

a system tracking all invoices with queries to be resolved, ensuring payments

are made promptly and in an order that ensures financial timescales comply with

the CBI prompt payment policy.

Checking suppliers

invoices and credit notes prior to payment to ensure they reconcile with the

Trusts official orders and record of goods received, using the Pharmacy

Computer System.

Ensuring all

prices are checked against the expected price using the Pharmacy Computer

System.

Authorising invoices for payment when the prices being charged are

within the authorised tolerance.

Ensuring

invoices are batched and sent for payment using the Accounts Payable Interface

between the Pharmacy and Finance Creditor Payments Computer Systems checking all

fields are completed and all inputting errors have been identified and

corrected.

Manually sending

invoices for payment to Finance that must be excluded from the interface.

Configuring

the Pharmacy Accounts Payable Interface to exclude suppliers with defined

characteristics (as necessary for the correct working of the Pharmacy to Finance

Interface) and updating the Pharmacy System database creditor reference codes, to

ensure payments are made to the correct supplier.

Maintaining

hard-copy records of payments made as per policy, to enable queries and checks

to be carried out as necessary.

Ensuring

suppliers are contacted to investigate all pricing that appears to be incorrect

and arrange for credit to be issued to the Trust as necessary.

Ensuring

credits are issued by suppliers for goods that are received damaged or which

are returned to the supplier.

Resolving

discrepancies with pharmacy orders and problems between suppliers invoices,

credit notes, statements, and payments by contacting and liaising with suppliers

and, relevant pharmacy and Trust or external staff.

Investigating

enquiries and solving problems raised by suppliers about payments due and

received.

Working with

the Trust financial accountants to ensure correct file transfers are made and

received, queries are answered and, for invoices/credits excluded from the

Pharmacy to Finance Interface, they are processed manually.

Managerial -The post holder will be responsible for:

day-to-day management of the AH Pharmacy Procurement and Finance teams,

including addressing staffing and resource challenges such as sickness absence.

This involves assessing available options to maintain service delivery,

evaluating their potential implications, determining appropriate solutions, and

implementing agreed actions to ensure continuity of service.

Contributing to pharmacy procurement and

finance recruitment/retention in line with workforce planning requirements and

developments in conjunction with the Countywide Procurement and Homecare

Patient Services Manager and Lead Pharmacy Procurement and Finance Manager.

Participating in interviews for pharmacy

procurement and finance staff where required.

Assisting in the departmental performance

management system ensuring that all pharmacy procurement and finance staff are

performance managed, receive annual appraisals and appropriate associated

development plans to deliver the requirements of their role.

Assisting the Countywide Procurement and

Homecare Patient Services Manager in managing the departmental sickness/absence

policy for pharmacy

procurement and finance staff and any subsequent

capability/disciplinary action, acting in the best interests of the department,

Trust and patients.

Planning and organising ensuring that workload is risk

managed, allocated appropriately and delivers the requirements of the Department,

Trust, external users and patients.

Providing

induction and detailed training for trainees and new members of staff in pharmacy

procurement and finance.

Ensuring all pharmacy procurement and finance staff are

appropriately trained and can competently use the Pharmacy and other relevant

computer systems.

Participating in regular reviews (through audit and

evaluation) of the pharmacy procurement and finance services with the

Countywide Procurement and Homecare Patient Services Manager contributing to

the improvement and development of the service to the Trust and wider users.

Personal Qualities

Essential

• • Tactful and diplomatic.
• • Methodical and well organised.
• *Committed to high-quality service.
• • Excellent telephone manner.
• • Ability to work on own initiative and organise own workload with minimal supervision working to tight and often changing timescales.
• • Able to meet deadlines, prioritise tasks and manage time effectively within a busy working environment whilst producing work to the required standard.
• • Able to train, lead and motivate a team of staff.
• • Can deal with multiple queries and with changes in priority of workload and remain calm under pressure.
• • Capable of dealing with complex facts or situations, which require the analysis, interpretation and comparison of a range of options.
• • Able to use initiative but understand the limits of responsibility.
• • Able to work effectively in a team whilst working as a role model for colleagues.
• • Able to empathise with patients, carers, visitors and staff.
• • Be honest and trustworthy and able to maintain strict confidentiality at all times.
• • Be professional in attitude and appearance.
• • Willing to be trained and to learn and, must be prepared to attend training courses appropriate for the post.
• • Able to work flexibly when needed depending on the service requirements.

Skills / Knowledge

Essential

• • Full range of organisational and office management skills.
• • Problem solving skills for solving complex supply issues, answering queries, progress chasing, finance purchase order related problems with external suppliers, and task related problem solving face to face and over the phone or Teams.
• • Numeracy and ordering skills to be able to check and reconcile invoices as well as ensure sufficient stock is available for issue whilst minimising stock holding and waste due to expiry.
• • Skills to use and maintaining IT systems for managing computer files, determining the status of orders and invoices, and for correcting receiving and invoicing errors etc.
• • Extensive skills to use Microsoft Office packages i.e. Word, Excel, Teams and Outlook to communicate affectively, produce reports, create rotas etc.
• • Skilled at using the internet and intranet and on-line information resources.
• • Knowledge and understanding of the importance of Safe Systems of Working in Pharmacy.
• • Up to date knowledge of Health and Safety at Work including COSHH and Manual Handling as it applies to pharmacy.
• • Up to date knowledge of medicines and procurement practices.
• • Current understanding of the issues facing pharmacy purchasing services within the NHS.
• • Up to date knowledge of Medicines Legislation including the Medicines Act, and Misuse of Drugs Act as they apply to pharmacy service SOPs and the legal requirements for dispensing and supplying medicines.
• • Excellent communication skills.
• • Highly developed interpersonal skills.
• • Possess analytical and judgement skills.
• • Ability to priorities own work, and that of others to meet set deadlines.
• • Ability to cope with pressure and multitask.
• • Highly motivated.
• • Work to a high level of accuracy, giving attention to detail.
• • Up to date knowledge of what an NPSA alert, Drug Alert and Medicines Supply Notification is.

Desirable

• • Knowledge of quality assurance
• • Developing managing and improving Standard Operational Procedures
• • Knowledge and understanding of pharmacy financial procedures including reconciliation and balances, VAT exemptions, finance and/or pharmacy computer systems, financial records, and coding structures.
• • Ability to pull together comprehensive draft reports, data and complex rotas etc

Qualifications

Essential

• • GCSE Grade C or above in English Maths and Science (or equivalent)
• AND
• • NVQ (or equivalent experience equal to) Level 2 in pharmacy technical services
• PLUS
• • Previous successful completion of a combination of courses, training and study days to obtain knowledge of Pharmacy Systems and Pharmacy Procurement Policies and Procedures, plus knowledge of how to deal with a range of routine and non-routine activities, answering queries, progress chasing, human resource management and task related problem solving
• • Minimum 4 years experience of successfully delivering hospital technical pharmacy services or hospital Pharmacy Procurement services under the direction of supervisors experienced in financial services or technical pharmacy services including procurement and supervising pharmacy stores.

Desirable

• • Supervisory or team leadership course
• • Knowledge of legislation as it affects pharmacy financial management

Experience

Essential

• • Proven recent experience of working as a finance officer or higher level clerical officer successfully delivering technical pharmacy services or pharmacy procurement services under the direction of supervisors experienced in financial services or technical pharmacy services including procurement in a hospital setting.
• • Experience and knowledge of medicines and pharmacy policies including naming, handling and storage practices.
• • Ordering medicine stock where accuracy is of the utmost importance
• • Experience of how to deal with a range of routine and non-routine activities, work allocation, problem solving for a team or area of work, answering queries, progress chasing, and task related problem solving.
• • Extensive experience and evidence of using Microsoft Office packages i.e. Word, Excel, Teams and Outlook in current job role.
• • Experience of using the internet, intranet and online information resources.
• • Able to communicate clearly and effectively both verbally and written and have the ability to record details accurately and neatly.
• • Experience of working under pressure with pressurised deadlines e.g. sourcing medicines required in an emergency situation.
• • Current understanding of the issues facing pharmacy purchasing services within the NHS.

Desirable

• • Recent and relevant experience of successfully delivering Pharmacy Procurement or technical pharmacy services as a senior Pharmacy Assistant in a hospital setting.
• • Experience leading a team and facilitating service delivery and training.
• • Experience in management of staff including allocation of workload and personnel issues