Pharmacy Purchasing Manager, Band 5

at  Gloucestershire Hospitals NHS Foundation Trust

Our friendly and progressive pharmacy department are currently looking for a registered pharmacy technician or a pharmacy assistant with relevant experience to manage our purchasing team. This post would be ideal for a somebody with hospital pharmacy experience who is looking to develop their skills and make an active contribution to the development of our department
The successful applicant will work within the Pharmacy Purchasing Team and be responsible for the day-to-day management of the pharmacy purchasing office.
The duties of Pharmacy Purchasing Manager include ordering of all necessary medicines and pharmaceuticals in an accurate, efficient, cost effective and timely manner and invoice reconciliation in accordance with the Trust’s standing financial instructions
You will need to be organised and highly motivated with the ability to think on your feet with great communication & interpersonal skills. This post is stimulating, exciting and comes with responsibility that will appeal to career-minded individuals who want to work in hospital pharmacy and really make their mark.
At The Gloucestershire Royal Hospital our aim is to always to deliver the highest quality of care our patients deserve. We value the personal skills, experiences and qualities that individuals bring to the Trust; creating an inclusive working environment to attract talented people who feel motivated, involved and able to influence the future direction of our services.
The pharmacy department aspires to be forward thinking having already implemented cutting edge technology in the form of two robots that store and dispense medications. By continuously striving to improve our ways of working and putting medicines optimisation at the heart of our clinical services, we aim to enhance every patient’s experience and care
As a department, it is an innovative and exciting place to work and we are working to further enhance the high quality services provided and the roles of the pharmacy team. There are also regular opportunities for individuals to develop and progress.
Key Result Areas
Pharmacy Purchasing

Under the supervision of the Senior Pharmacy Technician.

• Ensure smooth day-to-day running of Purchasing Team as delegated by senior technician. This will involve the co-ordination & supervising of ATOs & organisational duties.
• Responsible for Pharmacy invoice reconciliation in accordance with the Trust’s standing financial instructions and governmental standards for public bodies.
• Be a super user for the pharmacy robot and EMIS (where applicable).
• To be responsible for the development and management of “off contract” credit claims ensuring the Trust receives maximum financial rebate for all out-of-stock contract lines.
• To provide a reports to the Senior Pharmacy Technician on savings from off contract credits.
• To carry out duties according to standard operating procedures.
• To be responsible for the placement of all orders for a full range of medicines and pharmaceuticals.
• To ensure National, Regional, Peninsula and Trust procurement contracts and procurements agreements details are maintained on EMIS.
• To develop and maintain systems to demonstrate cost savings obtained from the contracting and procurement agreement.
• To be responsible for ensuring all orders placed are for appropriate quantities, at agreed/ contract prices and in a timely manner.
• To monitor changing usage rates and adjust buying patterns accordingly.
• To perform regular checking and validation of stock re-order levels within the department.
• To pro-actively review out of stock lines and delays in supply from manufacturers and seek alternative suppliers and pack sizes as appropriate.
• Authorise any change in price at the invoicing stage ensuring any increase in price is accurate and appropriate escalating any issue to the Senior Pharmacy Technician.
• To bring to the attention of the Senior Pharmacy Technician any critical out-of-stocks and changes in supplier in a proactive and timely manner.
• To liaise with the Senior Pharmacy Technician about “drug recalls” issued by the Medicines and Health Products Regulatory Agency (MHRA) and or manufacturers and be responsible for return of affected stock to the original supplier.
• To monitor local purchasing agreements and inform the Senior Pharmacy Technician of the impending expiry of any local agreements
• To regularly review high-cost items and alert the Senior Pharmacy Technician to any items that may benefit from contractual negotiations.
• To participate in the regular checking of stock levels within the department and to contribute to the investigation and rectification of any stock discrepancies.
• To manage urgent medicines request placing orders with appropriate suppliers to ensure timely delivery of medicines in line with patient needs
• To review and assist with updating SOPs in line with change of practice to ensure current working procedures are appropriate and in line with the Trust’s Purchasing for Safety policy.
• Authorise purchasing in line with the departments purchasing for safety policy.
• To assist with the training of all student technicians and preregistration pharmacists; undertaking basic workplace assessments as necessary.
• To undertake the training of all purchasing staff in ordering, receiving and invoicing.
• Undertake appraisals of the allocated ATOs within the Purchasing/Stores team and manage annual leave and sickness in conjunction with the Senior Pharmacy Technician.
• Ensure all processes within the stores department comply the Wholesale Dealers Authorisation (WDA).
• To assist in the qualification of suppliers or brokers under WDA authorisation.
• To support the development of electronic ordering and invoicing ensuring systems are fit for purpose
• Support the supply of stock medicines to wards, undertaking the necessary competencies associated.
• To perform general office duties relevant to Pharmacy procurement/ stores.
• To produce and inform the Finance Department of information required to raise invoices for non-NHS customers.
• To co-operate and participate in any training and development in procurement, attending such study days and courses as necessary for service development.

General

• Ensure the standard operating procedures are adhered to and Health and Safety procedures followed. There is a responsibility for stock control and security of medicines within daily duties.
• Foster & maintain good relationships with pharmacy, medical & nursing staff. Promote positive & effective communication within the department & service users
• Be pro-active in risk assessment and ensuring safe systems of work
• Contribute to policies & procedures
• Be willing to re-arrange duties and prioritise according to service need if required to cover for absence and assist in ensuring that wards have adequate cover during absence
• To be actively involved in instruction, mentoring, training and appraisal of technicians undertaking the regional medicines management course, and students, junior technicians and assistants within the dispensary.
• Participate in internal audit & surveys of service delivery as required, gathering reliable data and being able to collate it into a report if required to do so.
• Provide Saturday, Sunday and Bank Holiday cover as per rota.
• Comply with the code of expectations & values that the trust expects
• Complete any additional roles as required by line manager

Please refer the Job description for details