Pharmacy Administrator - Homecare & Procurement

at  Dorset County Hospital NHS Foundation Trust

Dorset County Hospital (400 beds) was officially opened in May 1998 and has a modern, bright, spacious and friendly working environment. The hospital is situated within easy walking distance of the historic town centre of Dorchester, which is just eight miles from the World Heritage Jurassic Coast and within minutes of areas of outstanding natural beauty.
The recently renovated Pharmacy provides a clinical pharmacy and medicines management service to Dorset County Hospital NHS Foundation Trust (which includes a county wide renal service). The dispensary benefits from a new BD dispensing robot, an electronic prescription tracking system and a full EPMA system (CMM, formerly JAC), which is also our existing stock control, accounting and dispensing system.
We have a vacancy for a full time member of staff to join our team. The vacancy is for a ‘Pharmacy Procurement and Homecare Assistant’. The department utilise Careflow MM (JAC) EPMA and stock control system to manage the inventory in the pharmacy department. You will be required to assist in the management of the procurement of homecare services and deal with suppliers and regional procurement colleagues to provide a robust and efficient service to patients and our external customers which we supply under our Wholesalers Dealers Authorisation (WDA(H)) from the MHRA .
To manage procurement activities and service delivery
To manage the supply of unlicensed medicines
Respond to requests for supplier, product, price queries and sourcing of new drugs
Ensure that standards and arrangements agreed with wholesalers and manufacturers are monitored and achieved
Oversee stock receipt, stock rotation, safe storage of medicines and minimise waste
Facilitate good procurement and distribution practice training for all grades of pharmacy staff
To assist with safe and secure Homecare arrangements, including related JAC modules in accordance with national guidance including the Handbook for Homecare Services in England, May 2014 (Hackett Report).
Maintain the Medicines out of stock notices and other reports to ensure that stock availability challenges are followed up and resolved efficiently
To ensure best practice and purchasing for safety principles are applied to all activities carried out by the pharmacy procurement team.
Contribute to computer database maintenance including drug building, reactivation of drugs, amendments to inventories, list price updates.
To manage the response and actions related to safety alerts and MHRA drug recalls appropriately
To assist in month end reporting relating to usage, spend and KPI compliance.
To develop and implement appropriate standard operating procedures for the procurement area
To assist with accurate data reporting for Freedom of Information requests
Dorset County Hospital NHS Foundation Trust is a multi-award winning hospital which officially opened in May 1998 and is situated within easy walking distance of the historic town centre of Dorchester. It employs around 3,000 members of staff, who provide acute hospital services to a population of around 250,000, living within Weymouth and Portland, West Dorset, North Dorset and Purbeck. We also provide renal services for patients throughout Dorset and South Somerset. Dorchester itself is an intriguing mix of historic and the modern, with the new Brewery Square development offering a vibrant and sophisticated leisure and shopping complex. Take a look at Visit Dorset to see what the area has to offer.
The purpose-built Pharmacy provides a clinical pharmacy service to Dorset County Hospital NHS Foundation Trust. The dispensary benefits from a new BD robot installation and a Prescription Tracking System, and an Electronic Prescribing and Medicines Administration is in use throughout the majority of the hospital.
We are an innovative forward-thinking department that has just undergone anexciting renovation. A series of in-house developments are still underway, giving the opportunity for successful candidates to be involved in dynamic projects which offer professional progression. Our staff are our most precious resource, and so the growth and development of those that work within this dynamic department is prioritised.
A key function will be invoice processing both electronic and manual. Where staffing levels necessitate, general pharmacy invoice processing will be required as well as homecare.
To liaise with homecare companies notifying them of contract prices, ensuring these are reflected on the pharmacy computer system and associated price lists.
To resolve any queries relating to homecare invoices and as required general pharmacy invoices.
To maintain an invoice query log of invoice discrepancies awaiting resolution.
To book homecare prescriptions in according to homecare procedures ensuring the relevant documentation and signatures have been included. This will include liaising with the relevant specialist pharmacist and clinicians as appropriate.
Registration of patients onto the relevant homecare service.
Process all homecare prescriptions through the JAC pharmacy system and current finance system when needed.
Ensure all Homecare prescriptions received are processed according to Standard Operating Procedures (SOPs) in a timely manner.
To work closely with other service staff to ensure the accurate, timely supply of medication for the Pharmacy Department.
To deal with urgent medication requests in a prompt and timely manner to ensure patient treatment is not compromised.
To be responsible for ensuring the timely processing of Homecare Prescriptions.
To be assist in the daily purchasing of pharmaceutical products in accordance with procurement contracts and SOPs.
To assist in supply issues with orders, purchasing in an accurate and timely manner in order to minimise shortages whilst ensuring quality and value for money.
To ensure that ongoing supply problems are effectively communicated to all relevant Trust and departmental staff.
To ensure the timely payment of pharmacy invoices including Homecare.
To be responsible for maintaining all Homecare Databases.
The post holder may access patient details including clinical histories whilst using JAC.
To support and respond to Finance queries to ensure invoices are passed on JAC and eFIN accurately and in a timely manner.
The post holder will need to respond to changing staffing demands.
To have shared responsibility for the training, development and support of Pharmacy Staff as necessary.
To be responsible for maintaining a system of filing that is easily accessible for all the Procurement Team and maintain archiving as necessar

Please refer the Job description for details