Pharmacy Finance and Procurement Officer
Worcestershire Acute Hospitals NHS Trust
Job summary
An exciting opportunity has arisen for a suitably qualified, enthusiastic, motivated individual and team player to join our Pharmacy Procurement team.
You will procure medicinesand associated products effectively,safely and in a timely manner for thepharmacy departments at Redditch (AH) and Worcester (WRH) Hospitals and ensure invoices arecleared accurately for payment on behalfof our Trust. You will monitor and maintain stocks and resolve any issues that arise on a daily basis.
You will be committed to providing a high quality service, have a professionalattitude and work effectively in a team. You will encourage all team members recognising and helping those who arestruggling.
You will be willing and prepared to be trained, learn and attend trainingcourses appropriate for the post.
You will be expected to manage yourown time and prioritise your workload with minimal supervision whilst working to tight andoften changing timescales.
You will have experience of working with medicines in a hospital Pharmacy or alternative setting, whilst havingprevious experience of the invoicing and credit process is desirable.
We are passionate about theservice we provide and want you to be part of something special.
We can offer you a supportive environment withina small friendly team and full training will be provided. In addition, we are committed to achieving a balance between highquality service delivery, professional development and work life balance.
Main duties of the job
Working accurately and effectively within the busy friendlyProcurement Team the main duties include
Ensuring the correct quantity ofall medicines and associated products are ordered and stocked at the AH and WRHsites. This is done predominantly using the pharmacy computersystem and must be in line with the Trusts Standing Financial Instructions(SFIs) and NHS contracts and framework agreements in a way that minimizes transport and other delivery costs.
Resolving any product availability issues for routine,non-routine and urgent products ensuring alternatives are availabledepending on patient need. This includes arranging emergency deliveries fromother hospitals or suppliers.
Ensuring goods receivednotes and invoices are processed correctly within the necessary timescales and reconciled with ordersplaced. Invoices must be correctly cleared for payment and payment correctlyauthorised in accordance with the Trusts SFIs, internal office policy, andfinancial timescales in order to ensure regulatory compliance with theGovernment prompt payment policy.
Investigating and problem solving any issues raised by suppliersor staff about payments due and received.
Investigating all pricing that appears to be incorrect andarranging credit to the Trust where appropriate.
Processing returns to suppliers when necessary e.g. for damagedgoods, drug recalls etc. ensuring replacements/credits are received.
Monitoring and actioning outstanding orders and invoices.
Supporting contract changes.
About us
We are a small friendly team working on the Redditch site. We are passionate about the service we provide and want you to be partof something special!
Our purpose is simple - Putting Patients First. We are looking for exceptional colleagues who can help us achieve this.
We are a large acute and specialised 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 nearly 6,800 strong, and our caring staff are recognised as providing good and outstanding patient-centred care.
We are committed to recruiting the best people to work with us to achieve our Vision - working in partnership to provide the best healthcare for our communities, leading and supporting our teams to move 4ward. Our 4ward behaviours, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.
Our objectives are simple:
Better never stops, and our Clinical Services Strategy provides a clear future vision for our Trust, our hospitals, our services and our role in the wider health and care system.
We are proud to have achieved Timewise accreditation - this means we are committed to flexible working within our organisation.
Job description
Job responsibilities
KeyDuties:
Procurement:
Place orders with external suppliers formedicines and associated products for the Pharmacy Departments using the PharmacyComputer System.
Ensure that appropriate orders are placed followingset re-order quantities on the computer system to ensure medicines are available when required whilstminimizing costs, stock-holding and waste due to expiry.
Ensure that reorder levels and reorder quantitiesare appropriate to the changing needs of the Trust.
Raise orders in accordance with the TrustsStanding Financial Instructions and CommercialMedicines Unit (CMU) and HealthTrust Europe (HTE) contracts when these exist.
Ensure orders are signed by a pharmacist whenrequired legally. and then transmitted tosuppliers by fax, mail or electronically as per policy.
When contracts donot exist, place orders according to the best value that can be obtained takingaccount of timescales to arrive, price, delivery and quality (determined byusing approved suppliers) and escalating any issues immediately.
Identify whenproduct ordering is eligible for off contract claim and escalate for action.
Maintain confidentiality of pricing agreements.
Anticipate supply problems, contact suppliersdirectly to identify issues and obtain estimated resolution timescales and escalatingthe information immediately to the procurement managers.
Liaise with medicine suppliers with regard toalternative pack sizes and brands available.
Source alternative supplies for stock outs orstock issues and feedback results immediately to procurement managers toaction.
Support medicine supply issues including MSNs,SDAs and drug alerts etc.
Liaise with the appropriate Pharmacy staff toassess the urgency of requirements.
Contact suppliers, or other hospitals if necessary,to find a source of supply in emergencies and arrange for an urgent delivery.
Provide information to pharmacy staff withregard to the progress of orders.
Ensure the outstanding order report is reviewedand actioned regularly as instructed and any problems that cannot be resolved escalated.
Share ordering problem information such as outof stocks, manufacturers delays, pack size changes etc. with appropriatePharmacy staff to ensure that patients' needs are met.
Investigate delivery discrepancies, qualityissues and deficiencies when these occur at the point of goods received. Organize and ensurereplacements or credits are received by the Trust.
Assist in ensuring all goods received areaccurately recorded and correspond to a signed order.
Organize the return of goods obtaining the necessary authorization and, whereappropriate, packaging the items for dispatch.
Work with the Pharmacy staff invoicing toresolve problems arising from invoice checks as a result of goods receivingdiscrepancies, liaising with medicine suppliers and/or procurement managers asnecessary.
Help maintain the drug product files on thePharmacy Computer System under direction of the Pharmacy Procurement andFinance Manager to support the ordering process.
Support the implementation of contract changes.
Actively contribute to the development of theprocurement service.
Effectively communicate with pharmaceuticalwholesalers, manufacturers, homecare companies, and external agencies e.g. CMU,regarding safe, efficient, and cost-effective procurement and supply ofmedicine.
Escalate any issues which may include supply orinvoicing problems that cannot be resolved immediately.
Have a duty of care to ensure all work iscompleted on time as omissions, delays and errors may impact directly onpatient care.
Use keyboard continuously for substantial proportionof the day.
Finance:
Ensure all actions taken are within theframework set by the Trusts Standing Financial Instructions, FinancialPolicies and Procedures, and Pharmacy's Policies and Procedures.
Organize invoices as they are received and keeptrack of those with queries, ensuring payment is made within the financialtimescale required to comply with the Government prompt payment policy.
Check supplier's invoices and credit notes,prior to payment, to ensure they reconcile with the Trusts official orders andrecord of goods received.
Check all prices against the expected priceusing the Pharmacy Computer System.
Authorize invoices for payment when the pricesbeing charged are within the authorized tolerance.
Batch invoices and send them for payment byusing the Accounts Payable Interface between the Pharmacy and Finance CreditorPayments Computer Systems ensuring that all fields are completed and that allinputting errors are identified and corrected.
Manually send invoices for payment that must beexcluded from the interface to Finance.
Configure the Pharmacy Accounts PayableInterface to exclude suppliers with defined characteristics and update thePharmacy System Database creditor reference codes when required to ensurepayments are made to the correct supplier.
Maintain hard-copy or electronic records ofpayments made to enable queries and checks to be carried out as necessary.
Contact suppliers to investigate all pricingthat appears to be incorrect and arrange for credit to be issued to the Trust.
Arrange with suppliers for credit to be issued forgoods that are received damaged or which are returned to the supplier.
Contact wholesalers, manufacturers, homecarecompanies, and external agencies as well as pharmacy staff to resolvediscrepancies and problems with invoices, credit notes, statements, paymentsand pharmacy orders.
Investigate enquiries and solve problems raisedby suppliers about payments due and received.
Refer problems that cannot be resolvedsatisfactorily.
Work with the financial accountants in theTrust to ensure correct file transfers are made and received, queries areanswered using e-mail and, to arrange for invoices/credits excluded from the Pharmacyto Finance Interface, to be processed manually.
Provide information to managers and colleagues as required and answer routine queries fromstaff/customers and suppliers.
Maintain confidentiality of pricing agreements.
Answer queries from suppliers, customers andstaff and where there are issues about non-payment, incorrect or late paymentsor other sensitive or complicated financial matters.
Analyse and interpret financialpayments/receipts. Investigate financialqueries and analyse data to identify errors/discrepancies. Carry out financial calculations/analyses,investigate and resolve complex financial queries and discrepancies. Analyse financial data to identify errors andsort out problems from a range of options.Make complex calculations about payments and decide whether and how topursue over/under payments escalating when necessary.
Prioritise own work. Plan own day-to-day work/schedules to ensureweekly, monthly, quarterly and annual financial timetables are met.
Input and manipulate financial data intocomputer databases and spreadsheets, where speed and accuracy are necessary.
Use keyboard continuously for substantialproportion of the day.
Actively contribute to the development of theservice.
Effectively communicate with pharmaceuticalwholesalers, manufacturers, homecare companies, and external agencies e.g. CMUas necessary.
Escalate any issues which cannot be resolvedimmediately.
GeneralDuties: The post holder will
Use the Pharmacy Computer System, finance systems, MS Office andother computer software to produce reports e.g. outstanding order andoutstanding invoice reports.
Undertake a mutually agreed range of technical duties in thedepartment, meeting the required standards at all times, gained by completionof the appropriate competency based training program.
Participate in the Trusts Skills Development Review process on atleast an annual basis this will include following the Personal Development Plan (PDP)devised.
Be expected to work on some weekends and Bank Holidays.
Follow all departmental Standard OperatingProcedures (SOPs) at all times, where necessary identifying any aspect of anSOP which could be improved and/or amended to the Pharmacy Procurement andFinance Manager or the Countywide Procurement andHomecare Patient Services Manager.
Be personally responsible for keepingup-to-date with all relevant SOPs, COSHH and Health and Safety requirements,policies and communiqués within the department and, where appropriate, theTrust as a whole.
Be responsible for maintaining accurate stockcontrol, bringing immediately unresolvable stock discrepancies to the attentionof the appropriate section manager.
Assist in the smooth running of the Procurementand Invoicing teams helping to prioritise work in the event of staff shortages.
Attend meetings as required to supportprocurement and invoicing activities.
Manage own time and prioritise workload toensure that urgent requirements are given the necessary attention and lessurgent requirements are completed by their due time.
Make judgments concerning own work.
Where concerns or doubts of the accuracy of another member ofstaff are identified by the post holder, these must be communicated promptlyand appropriately to the Countywide Procurement and Homecare Patient ServicesManager or Lead Pharmacist, Patient and Business Services.
Work within set routines with little directsupervision but with support and advice available when required.
Demonstrate own tasks and train new starters toTrust and Departmental Standards.
Maintain a high degree of confidentialityregarding information concerning members of staff, patients and commerciallysensitive information.
Act in a professional, caring and responsiblemanner at all times ensuring that the needs of patients and all customers ofthe Pharmacy Service are met.
Support and encourage all team members actingas a role model and demonstrating Trust values and behaviours.
Undertake all appropriate housekeeping dutieswhen necessary.
Maintain all work and desk space in a tidy andorganized manner.
Job description
Job responsibilities
KeyDuties:
Procurement:
Place orders with external suppliers formedicines and associated products for the Pharmacy Departments using the PharmacyComputer System.
Ensure that appropriate orders are placed followingset re-order quantities on the computer system to ensure medicines are available when required whilstminimizing costs, stock-holding and waste due to expiry.
Ensure that reorder levels and reorder quantitiesare appropriate to the changing needs of the Trust.
Raise orders in accordance with the TrustsStanding Financial Instructions and CommercialMedicines Unit (CMU) and HealthTrust Europe (HTE) contracts when these exist.
Ensure orders are signed by a pharmacist whenrequired legally. and then transmitted tosuppliers by fax, mail or electronically as per policy.
When contracts donot exist, place orders according to the best value that can be obtained takingaccount of timescales to arrive, price, delivery and quality (determined byusing approved suppliers) and escalating any issues immediately.
Identify whenproduct ordering is eligible for off contract claim and escalate for action.
Maintain confidentiality of pricing agreements.
Anticipate supply problems, contact suppliersdirectly to identify issues and obtain estimated resolution timescales and escalatingthe information immediately to the procurement managers.
Liaise with medicine suppliers with regard toalternative pack sizes and brands available.
Source alternative supplies for stock outs orstock issues and feedback results immediately to procurement managers toaction.
Support medicine supply issues including MSNs,SDAs and drug alerts etc.
Liaise with the appropriate Pharmacy staff toassess the urgency of requirements.
Contact suppliers, or other hospitals if necessary,to find a source of supply in emergencies and arrange for an urgent delivery.
Provide information to pharmacy staff withregard to the progress of orders.
Ensure the outstanding order report is reviewedand actioned regularly as instructed and any problems that cannot be resolved escalated.
Share ordering problem information such as outof stocks, manufacturers delays, pack size changes etc. with appropriatePharmacy staff to ensure that patients' needs are met.
Investigate delivery discrepancies, qualityissues and deficiencies when these occur at the point of goods received. Organize and ensurereplacements or credits are received by the Trust.
Assist in ensuring all goods received areaccurately recorded and correspond to a signed order.
Organize the return of goods obtaining the necessary authorization and, whereappropriate, packaging the items for dispatch.
Work with the Pharmacy staff invoicing toresolve problems arising from invoice checks as a result of goods receivingdiscrepancies, liaising with medicine suppliers and/or procurement managers asnecessary.
Help maintain the drug product files on thePharmacy Computer System under direction of the Pharmacy Procurement andFinance Manager to support the ordering process.
Support the implementation of contract changes.
Actively contribute to the development of theprocurement service.
Effectively communicate with pharmaceuticalwholesalers, manufacturers, homecare companies, and external agencies e.g. CMU,regarding safe, efficient, and cost-effective procurement and supply ofmedicine.
Escalate any issues which may include supply orinvoicing problems that cannot be resolved immediately.
Have a duty of care to ensure all work iscompleted on time as omissions, delays and errors may impact directly onpatient care.
Use keyboard continuously for substantial proportionof the day.
Finance:
Ensure all actions taken are within theframework set by the Trusts Standing Financial Instructions, FinancialPolicies and Procedures, and Pharmacy's Policies and Procedures.
Organize invoices as they are received and keeptrack of those with queries, ensuring payment is made within the financialtimescale required to comply with the Government prompt payment policy.
Check supplier's invoices and credit notes,prior to payment, to ensure they reconcile with the Trusts official orders andrecord of goods received.
Check all prices against the expected priceusing the Pharmacy Computer System.
Authorize invoices for payment when the pricesbeing charged are within the authorized tolerance.
Batch invoices and send them for payment byusing the Accounts Payable Interface between the Pharmacy and Finance CreditorPayments Computer Systems ensuring that all fields are completed and that allinputting errors are identified and corrected.
Manually send invoices for payment that must beexcluded from the interface to Finance.
Configure the Pharmacy Accounts PayableInterface to exclude suppliers with defined characteristics and update thePharmacy System Database creditor reference codes when required to ensurepayments are made to the correct supplier.
Maintain hard-copy or electronic records ofpayments made to enable queries and checks to be carried out as necessary.
Contact suppliers to investigate all pricingthat appears to be incorrect and arrange for credit to be issued to the Trust.
Arrange with suppliers for credit to be issued forgoods that are received damaged or which are returned to the supplier.
Contact wholesalers, manufacturers, homecarecompanies, and external agencies as well as pharmacy staff to resolvediscrepancies and problems with invoices, credit notes, statements, paymentsand pharmacy orders.
Investigate enquiries and solve problems raisedby suppliers about payments due and received.
Refer problems that cannot be resolvedsatisfactorily.
Work with the financial accountants in theTrust to ensure correct file transfers are made and received, queries areanswered using e-mail and, to arrange for invoices/credits excluded from the Pharmacyto Finance Interface, to be processed manually.
Provide information to managers and colleagues as required and answer routine queries fromstaff/customers and suppliers.
Maintain confidentiality of pricing agreements.
Answer queries from suppliers, customers andstaff and where there are issues about non-payment, incorrect or late paymentsor other sensitive or complicated financial matters.
Analyse and interpret financialpayments/receipts. Investigate financialqueries and analyse data to identify errors/discrepancies. Carry out financial calculations/analyses,investigate and resolve complex financial queries and discrepancies. Analyse financial data to identify errors andsort out problems from a range of options.Make complex calculations about payments and decide whether and how topursue over/under payments escalating when necessary.
Prioritise own work. Plan own day-to-day work/schedules to ensureweekly, monthly, quarterly and annual financial timetables are met.
Input and manipulate financial data intocomputer databases and spreadsheets, where speed and accuracy are necessary.
Use keyboard continuously for substantialproportion of the day.
Actively contribute to the development of theservice.
Effectively communicate with pharmaceuticalwholesalers, manufacturers, homecare companies, and external agencies e.g. CMUas necessary.
Escalate any issues which cannot be resolvedimmediately.
GeneralDuties: The post holder will
Use the Pharmacy Computer System, finance systems, MS Office andother computer software to produce reports e.g. outstanding order andoutstanding invoice reports.
Undertake a mutually agreed range of technical duties in thedepartment, meeting the required standards at all times, gained by completionof the appropriate competency based training program.
Participate in the Trusts Skills Development Review process on atleast an annual basis this will include following the Personal Development Plan (PDP)devised.
Be expected to work on some weekends and Bank Holidays.
Follow all departmental Standard OperatingProcedures (SOPs) at all times, where necessary identifying any aspect of anSOP which could be improved and/or amended to the Pharmacy Procurement andFinance Manager or the Countywide Procurement andHomecare Patient Services Manager.
Be personally responsible for keepingup-to-date with all relevant SOPs, COSHH and Health and Safety requirements,policies and communiqués within the department and, where appropriate, theTrust as a whole.
Be responsible for maintaining accurate stockcontrol, bringing immediately unresolvable stock discrepancies to the attentionof the appropriate section manager.
Assist in the smooth running of the Procurementand Invoicing teams helping to prioritise work in the event of staff shortages.
Attend meetings as required to supportprocurement and invoicing activities.
Manage own time and prioritise workload toensure that urgent requirements are given the necessary attention and lessurgent requirements are completed by their due time.
Make judgments concerning own work.
Where concerns or doubts of the accuracy of another member ofstaff are identified by the post holder, these must be communicated promptlyand appropriately to the Countywide Procurement and Homecare Patient ServicesManager or Lead Pharmacist, Patient and Business Services.
Work within set routines with little directsupervision but with support and advice available when required.
Demonstrate own tasks and train new starters toTrust and Departmental Standards.
Maintain a high degree of confidentialityregarding information concerning members of staff, patients and commerciallysensitive information.
Act in a professional, caring and responsiblemanner at all times ensuring that the needs of patients and all customers ofthe Pharmacy Service are met.
Support and encourage all team members actingas a role model and demonstrating Trust values and behaviours.
Undertake all appropriate housekeeping dutieswhen necessary.
Maintain all work and desk space in a tidy andorganized manner.
Person Specification
Experience
Essential
Essential
Essential
Essential
Person Specification
Experience
Essential
Essential
Essential
Essential
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
The Alexandra Hospital
Woodrow Drive
Redditch
Worcestershire
B987UB
United Kingdom
Employer's website
An exciting opportunity has arisen for a suitably qualified, enthusiastic, motivated individual and team player to join our Pharmacy Procurement team.
You will procure medicinesand associated products effectively,safely and in a timely manner for thepharmacy departments at Redditch (AH) and Worcester (WRH) Hospitals and ensure invoices arecleared accurately for payment on behalfof our Trust. You will monitor and maintain stocks and resolve any issues that arise on a daily basis.
You will be committed to providing a high quality service, have a professionalattitude and work effectively in a team. You will encourage all team members recognising and helping those who arestruggling.
You will be willing and prepared to be trained, learn and attend trainingcourses appropriate for the post.
You will be expected to manage yourown time and prioritise your workload with minimal supervision whilst working to tight andoften changing timescales.
You will have experience of working with medicines in a hospital Pharmacy or alternative setting, whilst havingprevious experience of the invoicing and credit process is desirable.
We are passionate about theservice we provide and want you to be part of something special.
We can offer you a supportive environment withina small friendly team and full training will be provided. In addition, we are committed to achieving a balance between highquality service delivery, professional development and work life balance.
Main duties of the job
Working accurately and effectively within the busy friendlyProcurement Team the main duties include
Ensuring the correct quantity ofall medicines and associated products are ordered and stocked at the AH and WRHsites. This is done predominantly using the pharmacy computersystem and must be in line with the Trusts Standing Financial Instructions(SFIs) and NHS contracts and framework agreements in a way that minimizes transport and other delivery costs.
Resolving any product availability issues for routine,non-routine and urgent products ensuring alternatives are availabledepending on patient need. This includes arranging emergency deliveries fromother hospitals or suppliers.
Ensuring goods receivednotes and invoices are processed correctly within the necessary timescales and reconciled with ordersplaced. Invoices must be correctly cleared for payment and payment correctlyauthorised in accordance with the Trusts SFIs, internal office policy, andfinancial timescales in order to ensure regulatory compliance with theGovernment prompt payment policy.
Investigating and problem solving any issues raised by suppliersor staff about payments due and received.
Investigating all pricing that appears to be incorrect andarranging credit to the Trust where appropriate.
Processing returns to suppliers when necessary e.g. for damagedgoods, drug recalls etc. ensuring replacements/credits are received.
Monitoring and actioning outstanding orders and invoices.
Supporting contract changes.
About us
We are a small friendly team working on the Redditch site. We are passionate about the service we provide and want you to be partof something special!
Our purpose is simple - Putting Patients First. We are looking for exceptional colleagues who can help us achieve this.
We are a large acute and specialised 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 nearly 6,800 strong, and our caring staff are recognised as providing good and outstanding patient-centred care.
We are committed to recruiting the best people to work with us to achieve our Vision - working in partnership to provide the best healthcare for our communities, leading and supporting our teams to move 4ward. Our 4ward behaviours, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.
Our objectives are simple:
- Best services for local people
- Best experience of care and best outcomes for our patients
- Best use of resources
- Best people
Better never stops, and our Clinical Services Strategy provides a clear future vision for our Trust, our hospitals, our services and our role in the wider health and care system.
We are proud to have achieved Timewise accreditation - this means we are committed to flexible working within our organisation.
Job description
Job responsibilities
KeyDuties:
Procurement:
Place orders with external suppliers formedicines and associated products for the Pharmacy Departments using the PharmacyComputer System.
Ensure that appropriate orders are placed followingset re-order quantities on the computer system to ensure medicines are available when required whilstminimizing costs, stock-holding and waste due to expiry.
Ensure that reorder levels and reorder quantitiesare appropriate to the changing needs of the Trust.
Raise orders in accordance with the TrustsStanding Financial Instructions and CommercialMedicines Unit (CMU) and HealthTrust Europe (HTE) contracts when these exist.
Ensure orders are signed by a pharmacist whenrequired legally. and then transmitted tosuppliers by fax, mail or electronically as per policy.
When contracts donot exist, place orders according to the best value that can be obtained takingaccount of timescales to arrive, price, delivery and quality (determined byusing approved suppliers) and escalating any issues immediately.
Identify whenproduct ordering is eligible for off contract claim and escalate for action.
Maintain confidentiality of pricing agreements.
Anticipate supply problems, contact suppliersdirectly to identify issues and obtain estimated resolution timescales and escalatingthe information immediately to the procurement managers.
Liaise with medicine suppliers with regard toalternative pack sizes and brands available.
Source alternative supplies for stock outs orstock issues and feedback results immediately to procurement managers toaction.
Support medicine supply issues including MSNs,SDAs and drug alerts etc.
Liaise with the appropriate Pharmacy staff toassess the urgency of requirements.
Contact suppliers, or other hospitals if necessary,to find a source of supply in emergencies and arrange for an urgent delivery.
Provide information to pharmacy staff withregard to the progress of orders.
Ensure the outstanding order report is reviewedand actioned regularly as instructed and any problems that cannot be resolved escalated.
Share ordering problem information such as outof stocks, manufacturers delays, pack size changes etc. with appropriatePharmacy staff to ensure that patients' needs are met.
Investigate delivery discrepancies, qualityissues and deficiencies when these occur at the point of goods received. Organize and ensurereplacements or credits are received by the Trust.
Assist in ensuring all goods received areaccurately recorded and correspond to a signed order.
Organize the return of goods obtaining the necessary authorization and, whereappropriate, packaging the items for dispatch.
Work with the Pharmacy staff invoicing toresolve problems arising from invoice checks as a result of goods receivingdiscrepancies, liaising with medicine suppliers and/or procurement managers asnecessary.
Help maintain the drug product files on thePharmacy Computer System under direction of the Pharmacy Procurement andFinance Manager to support the ordering process.
Support the implementation of contract changes.
Actively contribute to the development of theprocurement service.
Effectively communicate with pharmaceuticalwholesalers, manufacturers, homecare companies, and external agencies e.g. CMU,regarding safe, efficient, and cost-effective procurement and supply ofmedicine.
Escalate any issues which may include supply orinvoicing problems that cannot be resolved immediately.
Have a duty of care to ensure all work iscompleted on time as omissions, delays and errors may impact directly onpatient care.
Use keyboard continuously for substantial proportionof the day.
Finance:
Ensure all actions taken are within theframework set by the Trusts Standing Financial Instructions, FinancialPolicies and Procedures, and Pharmacy's Policies and Procedures.
Organize invoices as they are received and keeptrack of those with queries, ensuring payment is made within the financialtimescale required to comply with the Government prompt payment policy.
Check supplier's invoices and credit notes,prior to payment, to ensure they reconcile with the Trusts official orders andrecord of goods received.
Check all prices against the expected priceusing the Pharmacy Computer System.
Authorize invoices for payment when the pricesbeing charged are within the authorized tolerance.
Batch invoices and send them for payment byusing the Accounts Payable Interface between the Pharmacy and Finance CreditorPayments Computer Systems ensuring that all fields are completed and that allinputting errors are identified and corrected.
Manually send invoices for payment that must beexcluded from the interface to Finance.
Configure the Pharmacy Accounts PayableInterface to exclude suppliers with defined characteristics and update thePharmacy System Database creditor reference codes when required to ensurepayments are made to the correct supplier.
Maintain hard-copy or electronic records ofpayments made to enable queries and checks to be carried out as necessary.
Contact suppliers to investigate all pricingthat appears to be incorrect and arrange for credit to be issued to the Trust.
Arrange with suppliers for credit to be issued forgoods that are received damaged or which are returned to the supplier.
Contact wholesalers, manufacturers, homecarecompanies, and external agencies as well as pharmacy staff to resolvediscrepancies and problems with invoices, credit notes, statements, paymentsand pharmacy orders.
Investigate enquiries and solve problems raisedby suppliers about payments due and received.
Refer problems that cannot be resolvedsatisfactorily.
Work with the financial accountants in theTrust to ensure correct file transfers are made and received, queries areanswered using e-mail and, to arrange for invoices/credits excluded from the Pharmacyto Finance Interface, to be processed manually.
Provide information to managers and colleagues as required and answer routine queries fromstaff/customers and suppliers.
Maintain confidentiality of pricing agreements.
Answer queries from suppliers, customers andstaff and where there are issues about non-payment, incorrect or late paymentsor other sensitive or complicated financial matters.
Analyse and interpret financialpayments/receipts. Investigate financialqueries and analyse data to identify errors/discrepancies. Carry out financial calculations/analyses,investigate and resolve complex financial queries and discrepancies. Analyse financial data to identify errors andsort out problems from a range of options.Make complex calculations about payments and decide whether and how topursue over/under payments escalating when necessary.
Prioritise own work. Plan own day-to-day work/schedules to ensureweekly, monthly, quarterly and annual financial timetables are met.
Input and manipulate financial data intocomputer databases and spreadsheets, where speed and accuracy are necessary.
Use keyboard continuously for substantialproportion of the day.
Actively contribute to the development of theservice.
Effectively communicate with pharmaceuticalwholesalers, manufacturers, homecare companies, and external agencies e.g. CMUas necessary.
Escalate any issues which cannot be resolvedimmediately.
GeneralDuties: The post holder will
Use the Pharmacy Computer System, finance systems, MS Office andother computer software to produce reports e.g. outstanding order andoutstanding invoice reports.
Undertake a mutually agreed range of technical duties in thedepartment, meeting the required standards at all times, gained by completionof the appropriate competency based training program.
Participate in the Trusts Skills Development Review process on atleast an annual basis this will include following the Personal Development Plan (PDP)devised.
Be expected to work on some weekends and Bank Holidays.
Follow all departmental Standard OperatingProcedures (SOPs) at all times, where necessary identifying any aspect of anSOP which could be improved and/or amended to the Pharmacy Procurement andFinance Manager or the Countywide Procurement andHomecare Patient Services Manager.
Be personally responsible for keepingup-to-date with all relevant SOPs, COSHH and Health and Safety requirements,policies and communiqués within the department and, where appropriate, theTrust as a whole.
Be responsible for maintaining accurate stockcontrol, bringing immediately unresolvable stock discrepancies to the attentionof the appropriate section manager.
Assist in the smooth running of the Procurementand Invoicing teams helping to prioritise work in the event of staff shortages.
Attend meetings as required to supportprocurement and invoicing activities.
Manage own time and prioritise workload toensure that urgent requirements are given the necessary attention and lessurgent requirements are completed by their due time.
Make judgments concerning own work.
Where concerns or doubts of the accuracy of another member ofstaff are identified by the post holder, these must be communicated promptlyand appropriately to the Countywide Procurement and Homecare Patient ServicesManager or Lead Pharmacist, Patient and Business Services.
Work within set routines with little directsupervision but with support and advice available when required.
Demonstrate own tasks and train new starters toTrust and Departmental Standards.
Maintain a high degree of confidentialityregarding information concerning members of staff, patients and commerciallysensitive information.
Act in a professional, caring and responsiblemanner at all times ensuring that the needs of patients and all customers ofthe Pharmacy Service are met.
Support and encourage all team members actingas a role model and demonstrating Trust values and behaviours.
Undertake all appropriate housekeeping dutieswhen necessary.
Maintain all work and desk space in a tidy andorganized manner.
Job description
Job responsibilities
KeyDuties:
Procurement:
Place orders with external suppliers formedicines and associated products for the Pharmacy Departments using the PharmacyComputer System.
Ensure that appropriate orders are placed followingset re-order quantities on the computer system to ensure medicines are available when required whilstminimizing costs, stock-holding and waste due to expiry.
Ensure that reorder levels and reorder quantitiesare appropriate to the changing needs of the Trust.
Raise orders in accordance with the TrustsStanding Financial Instructions and CommercialMedicines Unit (CMU) and HealthTrust Europe (HTE) contracts when these exist.
Ensure orders are signed by a pharmacist whenrequired legally. and then transmitted tosuppliers by fax, mail or electronically as per policy.
When contracts donot exist, place orders according to the best value that can be obtained takingaccount of timescales to arrive, price, delivery and quality (determined byusing approved suppliers) and escalating any issues immediately.
Identify whenproduct ordering is eligible for off contract claim and escalate for action.
Maintain confidentiality of pricing agreements.
Anticipate supply problems, contact suppliersdirectly to identify issues and obtain estimated resolution timescales and escalatingthe information immediately to the procurement managers.
Liaise with medicine suppliers with regard toalternative pack sizes and brands available.
Source alternative supplies for stock outs orstock issues and feedback results immediately to procurement managers toaction.
Support medicine supply issues including MSNs,SDAs and drug alerts etc.
Liaise with the appropriate Pharmacy staff toassess the urgency of requirements.
Contact suppliers, or other hospitals if necessary,to find a source of supply in emergencies and arrange for an urgent delivery.
Provide information to pharmacy staff withregard to the progress of orders.
Ensure the outstanding order report is reviewedand actioned regularly as instructed and any problems that cannot be resolved escalated.
Share ordering problem information such as outof stocks, manufacturers delays, pack size changes etc. with appropriatePharmacy staff to ensure that patients' needs are met.
Investigate delivery discrepancies, qualityissues and deficiencies when these occur at the point of goods received. Organize and ensurereplacements or credits are received by the Trust.
Assist in ensuring all goods received areaccurately recorded and correspond to a signed order.
Organize the return of goods obtaining the necessary authorization and, whereappropriate, packaging the items for dispatch.
Work with the Pharmacy staff invoicing toresolve problems arising from invoice checks as a result of goods receivingdiscrepancies, liaising with medicine suppliers and/or procurement managers asnecessary.
Help maintain the drug product files on thePharmacy Computer System under direction of the Pharmacy Procurement andFinance Manager to support the ordering process.
Support the implementation of contract changes.
Actively contribute to the development of theprocurement service.
Effectively communicate with pharmaceuticalwholesalers, manufacturers, homecare companies, and external agencies e.g. CMU,regarding safe, efficient, and cost-effective procurement and supply ofmedicine.
Escalate any issues which may include supply orinvoicing problems that cannot be resolved immediately.
Have a duty of care to ensure all work iscompleted on time as omissions, delays and errors may impact directly onpatient care.
Use keyboard continuously for substantial proportionof the day.
Finance:
Ensure all actions taken are within theframework set by the Trusts Standing Financial Instructions, FinancialPolicies and Procedures, and Pharmacy's Policies and Procedures.
Organize invoices as they are received and keeptrack of those with queries, ensuring payment is made within the financialtimescale required to comply with the Government prompt payment policy.
Check supplier's invoices and credit notes,prior to payment, to ensure they reconcile with the Trusts official orders andrecord of goods received.
Check all prices against the expected priceusing the Pharmacy Computer System.
Authorize invoices for payment when the pricesbeing charged are within the authorized tolerance.
Batch invoices and send them for payment byusing the Accounts Payable Interface between the Pharmacy and Finance CreditorPayments Computer Systems ensuring that all fields are completed and that allinputting errors are identified and corrected.
Manually send invoices for payment that must beexcluded from the interface to Finance.
Configure the Pharmacy Accounts PayableInterface to exclude suppliers with defined characteristics and update thePharmacy System Database creditor reference codes when required to ensurepayments are made to the correct supplier.
Maintain hard-copy or electronic records ofpayments made to enable queries and checks to be carried out as necessary.
Contact suppliers to investigate all pricingthat appears to be incorrect and arrange for credit to be issued to the Trust.
Arrange with suppliers for credit to be issued forgoods that are received damaged or which are returned to the supplier.
Contact wholesalers, manufacturers, homecarecompanies, and external agencies as well as pharmacy staff to resolvediscrepancies and problems with invoices, credit notes, statements, paymentsand pharmacy orders.
Investigate enquiries and solve problems raisedby suppliers about payments due and received.
Refer problems that cannot be resolvedsatisfactorily.
Work with the financial accountants in theTrust to ensure correct file transfers are made and received, queries areanswered using e-mail and, to arrange for invoices/credits excluded from the Pharmacyto Finance Interface, to be processed manually.
Provide information to managers and colleagues as required and answer routine queries fromstaff/customers and suppliers.
Maintain confidentiality of pricing agreements.
Answer queries from suppliers, customers andstaff and where there are issues about non-payment, incorrect or late paymentsor other sensitive or complicated financial matters.
Analyse and interpret financialpayments/receipts. Investigate financialqueries and analyse data to identify errors/discrepancies. Carry out financial calculations/analyses,investigate and resolve complex financial queries and discrepancies. Analyse financial data to identify errors andsort out problems from a range of options.Make complex calculations about payments and decide whether and how topursue over/under payments escalating when necessary.
Prioritise own work. Plan own day-to-day work/schedules to ensureweekly, monthly, quarterly and annual financial timetables are met.
Input and manipulate financial data intocomputer databases and spreadsheets, where speed and accuracy are necessary.
Use keyboard continuously for substantialproportion of the day.
Actively contribute to the development of theservice.
Effectively communicate with pharmaceuticalwholesalers, manufacturers, homecare companies, and external agencies e.g. CMUas necessary.
Escalate any issues which cannot be resolvedimmediately.
GeneralDuties: The post holder will
Use the Pharmacy Computer System, finance systems, MS Office andother computer software to produce reports e.g. outstanding order andoutstanding invoice reports.
Undertake a mutually agreed range of technical duties in thedepartment, meeting the required standards at all times, gained by completionof the appropriate competency based training program.
Participate in the Trusts Skills Development Review process on atleast an annual basis this will include following the Personal Development Plan (PDP)devised.
Be expected to work on some weekends and Bank Holidays.
Follow all departmental Standard OperatingProcedures (SOPs) at all times, where necessary identifying any aspect of anSOP which could be improved and/or amended to the Pharmacy Procurement andFinance Manager or the Countywide Procurement andHomecare Patient Services Manager.
Be personally responsible for keepingup-to-date with all relevant SOPs, COSHH and Health and Safety requirements,policies and communiqués within the department and, where appropriate, theTrust as a whole.
Be responsible for maintaining accurate stockcontrol, bringing immediately unresolvable stock discrepancies to the attentionof the appropriate section manager.
Assist in the smooth running of the Procurementand Invoicing teams helping to prioritise work in the event of staff shortages.
Attend meetings as required to supportprocurement and invoicing activities.
Manage own time and prioritise workload toensure that urgent requirements are given the necessary attention and lessurgent requirements are completed by their due time.
Make judgments concerning own work.
Where concerns or doubts of the accuracy of another member ofstaff are identified by the post holder, these must be communicated promptlyand appropriately to the Countywide Procurement and Homecare Patient ServicesManager or Lead Pharmacist, Patient and Business Services.
Work within set routines with little directsupervision but with support and advice available when required.
Demonstrate own tasks and train new starters toTrust and Departmental Standards.
Maintain a high degree of confidentialityregarding information concerning members of staff, patients and commerciallysensitive information.
Act in a professional, caring and responsiblemanner at all times ensuring that the needs of patients and all customers ofthe Pharmacy Service are met.
Support and encourage all team members actingas a role model and demonstrating Trust values and behaviours.
Undertake all appropriate housekeeping dutieswhen necessary.
Maintain all work and desk space in a tidy andorganized manner.
Person Specification
Experience
Essential
- Recent and relevant demonstrable experience of successfully delivering technical pharmacy services as a Pharmacy Assistant in a hospital setting
- OR
- Recent and relevant demonstrable experience of working with medicines in an alternative setting
- PLUS
- Experience and knowledge of medicines and pharmacy policies including naming, handling and storage practices.
- Experience of successfully working under pressure with very tight deadlines e.g. sourcing medicines required in an emergency situation.
- Experience of dealing with a range of routine and non-routine activities, work allocation, problem solving for an area of work, answering queries, progress chasing, and task related problem solving.
- Recent demonstrable experience of successfully ordering pharmaceutical products where accuracy is of the utmost importance.
- Recent demonstrable experience of successfully receiving pharmaceutical products.
- Previous experience of invoice and credit processing.
Essential
- Must be able to undertake all manual handling duties using appropriate aids e.g. pushing trolleys containing loads of up to 50kg and manual handling of boxes up to 15kg individually.
- Must be able to work at weekends and bank holidays.
- Must be able to work flexibly when needed depending on the service requirements.
- Standard Clauses
- A Disclosures and Barring Service check will be carried out where the position is eligible for a Disclosures and Barring Service Check in accordance with the 2012 Protection of Freedom Act and the guidance issued by the DBS.
- All posts working with children or vulnerable adults are required to have an Enhanced DBS checked including checking against DBS / ISA Vetting and barring lists.
Essential
- GCSE Grade A-C in English Language, Maths and Science (or equivalent)
- NVQ Level 2 in pharmacy technical services, or working towards it (or equivalent)
- NPA counter assistant course or equivalent NHS in-house training course/accreditation
- Previous successful completion of a combination of courses, training and or study days to obtain knowledge of Pharmacy Systems, Pharmacy Procurement Policies and Procedures and financial management.
Essential
- Must be able to communicate clearly and effectively both verbally and in writing and have the ability to record details accurately and neatly.
- Must be able to issue stock medicines correctly where accuracy is of the utmost importance.
- Must be skilled at using Microsoft Office packages i.e. Word, Excel, Teams and Outlook to communicate affectively, produce reports and create memos etc.
- Must be skilled at using the internet and on-line information resources to access and interpret NHS pharmacy catalogues to order goods etc.
- Must have good Computer skills for using the Pharmacy Computer System for: determining the amount of medicines to order, urgency and frequency of ordering, status of orders and invoices, and correcting receiving/ invoicing errors etc.
- Knowledge of the contractual NHS Medicine Procurement
- process.
- Knowledge of quality assurance
Person Specification
Experience
Essential
- Recent and relevant demonstrable experience of successfully delivering technical pharmacy services as a Pharmacy Assistant in a hospital setting
- OR
- Recent and relevant demonstrable experience of working with medicines in an alternative setting
- PLUS
- Experience and knowledge of medicines and pharmacy policies including naming, handling and storage practices.
- Experience of successfully working under pressure with very tight deadlines e.g. sourcing medicines required in an emergency situation.
- Experience of dealing with a range of routine and non-routine activities, work allocation, problem solving for an area of work, answering queries, progress chasing, and task related problem solving.
- Recent demonstrable experience of successfully ordering pharmaceutical products where accuracy is of the utmost importance.
- Recent demonstrable experience of successfully receiving pharmaceutical products.
- Previous experience of invoice and credit processing.
Essential
- Must be able to undertake all manual handling duties using appropriate aids e.g. pushing trolleys containing loads of up to 50kg and manual handling of boxes up to 15kg individually.
- Must be able to work at weekends and bank holidays.
- Must be able to work flexibly when needed depending on the service requirements.
- Standard Clauses
- A Disclosures and Barring Service check will be carried out where the position is eligible for a Disclosures and Barring Service Check in accordance with the 2012 Protection of Freedom Act and the guidance issued by the DBS.
- All posts working with children or vulnerable adults are required to have an Enhanced DBS checked including checking against DBS / ISA Vetting and barring lists.
Essential
- GCSE Grade A-C in English Language, Maths and Science (or equivalent)
- NVQ Level 2 in pharmacy technical services, or working towards it (or equivalent)
- NPA counter assistant course or equivalent NHS in-house training course/accreditation
- Previous successful completion of a combination of courses, training and or study days to obtain knowledge of Pharmacy Systems, Pharmacy Procurement Policies and Procedures and financial management.
Essential
- Must be able to communicate clearly and effectively both verbally and in writing and have the ability to record details accurately and neatly.
- Must be able to issue stock medicines correctly where accuracy is of the utmost importance.
- Must be skilled at using Microsoft Office packages i.e. Word, Excel, Teams and Outlook to communicate affectively, produce reports and create memos etc.
- Must be skilled at using the internet and on-line information resources to access and interpret NHS pharmacy catalogues to order goods etc.
- Must have good Computer skills for using the Pharmacy Computer System for: determining the amount of medicines to order, urgency and frequency of ordering, status of orders and invoices, and correcting receiving/ invoicing errors etc.
- Knowledge of the contractual NHS Medicine Procurement
- process.
- Knowledge of quality assurance
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
The Alexandra Hospital
Woodrow Drive
Redditch
Worcestershire
B987UB
United Kingdom
Employer's website
JOB SUMMARY
Pharmacy Finance and Procurement Officer
Worcestershire Acute Hospitals NHS Trust
Redditch
an hour ago
N/A
Full-time
Pharmacy Finance and Procurement Officer