Deputy Technical Services Manager – Purchasing

at  Liverpool Womens NHS Foundation Trust

Job Summary Assist the Technical Services Manager in the operational management and development of the pharmacy department. Provide support and deputise for the Technical Services Manager as required. Monitor and manage Commercial Medicines Unit pharmacy contracts and be responsible for ensuring the Pharmacy stock control system is kept up to date with the latest information. Monitor current and forecasted supply disruptions, liaising with the Deputy Chief Pharmacist and Pharmacy Technical Services Manager and taking necessary actions to ensure the safe and effective management of issues impacting on the Trust.
Co-operate with all pharmacy staff in providing and developing an efficient and comprehensive pharmaceutical service for patients of the hospital. Work in collaboration with the Technical Services Manager and organise, supervise and line manage staff working in the department as necessary. Update and take responsibility for departmental policies and procedures (SOPs) for operational activities within the pharmacy department, including for the Purchasing and Invoicing of medicines. Ensure medicines management compliance as per Trust, regional and national guidelines.
Support workforce planning for technical and support staff by actively participating in staff recruitment. Key Responsibilities Operational Liaise with and provide information to the pharmacy staff in relation to initiating orders for stock items and other special items, directing and prioritising when needed. Respond to queries from pharmacy staff regarding stock supply, lead times, supply issues and provide specialist technical advice on the procurement of medicines for the trust. Lead and organise the purchasing and invoicing staff in maintaining contract details for CMU regional contracts and send contract information to Lloyds pharmacy contacts for both sites.
Support the Pharmacy Technical Services Manager by attending CMU North-West Operational Group meetings when required. Ensure trust specific issues relating to contracts and contract lines are raised to the Regional Procurement Pharmacist. Attend external meetings relating to purchasing as and when required. Ensure mandatory checks of Unlicensed medicines are carried out on receipt of deliveries in line with MHRA recommendations.
Monitor the UL medicines process to ensure SOPs are followed and that documentation is completed and stored appropriately. Support Cost Improvement Programmes (CIP) by ensuring cost savings identified are reported appropriately. Monitor off contract spend and support the purchasing and invoicing team to identify off contract claims. Oversee the claim submissions to ensure that these are processed in line with the terms and conditions.
Utilise reporting within Exend+ and complete appropriate mapping to ensure external benchmarking data is accurate and up to date. Monitor efficiency of invoice processing and provide support with invoice discrepancies. Liaise with finance colleagues to resolve issues. Highlight drug cost pressures to the Deputy Chief Pharmacist and work together to support the rational and cost-effective purchase of medicines.
Communicate key medicine shortages effectively and provide up-to-date information relating to stock shortages across the trust and work with the pharmacy team to manage issues. Develop and maintain a procurement performance dashboard. Support the Technical Services Manager by producing monthly reports for inclusion in the departmental KPIs. Ensure ordering, invoice and computer documentation is completed and up to date.
Communicate with a wide range of healthcare professionals, pharmacy staff, external wholesalers and suppliers on a wide range of issues relating to medicines. This may include advice, guidance, statistical information and or financial information around contracts/invoices as well as stock shortages and issues. Locate supplies of medicines in other hospitals, pharmaceutical manufacturers or wholesalers if required in an emergency. Support the Pharmacy team with responding to medicine recalls of all classes.
Participate in dealing with National Patient Safety alerts and ensure assigned actions are carried out or delegated appropriately. Possesses knowledge across a range of pharmacy procedures and practices, underpinned by theoretical knowledge, experience and relevant practices. To support Dispensary and Ward Based Services in a safe and efficient manner to ensure operation in line with best practice. To co-ordinate technical and support staff, organising work schedules and ensure that staff respond to the changing demands during the working day, ensuring an efficient skill mix.
Participate in regular Senior Technical Team meetings and cascade information to relevant technical and support staff groups. Attend relevant Pharmacy staff meetings on a regular basis and to co-operate with the Deputy Chief Pharmacist and Pharmacy Technical Services Manager regarding the strategic development of the Pharmacy Purchasing service. To counsel and educate patients and carers on the correct use of their medication and assess their understanding of the medicines prescribed. To work alongside the pharmacy EPMA team in the management of current and future digital systems initiatives.
To support the Pharmacy Technical Services Manager in the management of clinical trial activities. Manages and coordinates audits/research work to identify good practice and potential service developments. Managerial/Leadership To work independently within appropriate guidelines, referring to manager when necessary. Management of technical and support staff; participate in appraisal/PDRs, sickness absence, recruitment and selection decisions, departmental workload and allocation.
Adhere to and promote the NHS code of conduct for managers and staff. In the absence of Technical Services Manager, represent the pharmacy service on relevant Trust and external committees. Clinical Governance / Quality Ensure that Clinical Governance across medicines supply aspects of the pharmacy service is performed. Ensure technical and support staff are aware of their responsibilities under health and safety legislation and they are appropriately trained and provided with any necessary equipment to carry out their function.
Ensure all ward based and dispensary technical and support staff comply with mandatory training requirements and professional registration. Use the Trusts incident reporting system to report and manage any medication errors, medicine alerts and medicine recalls. Education, Training & Development To be responsible for the internal training packages for pharmacy staff, ensuring all relevant staff successfully complete as is required by department policies and procedures. To undertake appropriate training courses and encourage other staff to undertake further training.
To foster a culture of continuing professional education and vocational training of all technical and support staff. Deliver education/training programmes to Trust employees, internal and external to the pharmacy department. General To participate in and fully co-operate with Bank Holiday, Statutory Holiday, weekend, early morning and evening services as per departmental arrangements. To work in all sections of the department as required by the Pharmacy Technical Services Manager.
To uphold Trust and Pharmacy departmental policies and procedures at all times. To undertake such reasonable duties as may be required from time to time. To adapt and adhere to changes that may occur, which affect the current practices within the pharmacy department, such as the introduction of new equipment, policies and hours of working, after discussion and reasonable notice

Please refer the Job description for details