Dispensary Administrator

Thirsk Doctors Surgery


This job is now closed

Job summary

Thirsk Doctors Surgery are delighted to be hiring a Dispensary Administrator. The successful candidate will be responsible for undertaking a wide range of administrative and clerical duties for our practice dispensary and the provision of general support to the multidisciplinary team.

We are committed to staff development and will support training needs of the successful candidate and ensure work shadowing and induction is carried out with our friendly team and training providers.

If this is the opportunity you have been looking for, with the new year approaching, a new job and career development, please apply before 4th January 2022. We are happy to assist with any further enquiries regarding the post, please don't hesitate to contact Claire Dalby or Kristy O'Hanlon at the surgery 01845 440462 from a Monday to Wednesday 9am to 3pm.

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To apply: please follow the link on the NHS jobsite

Main duties of the job

To be responsible for the accurate and timely processing of prescription requests for the entitled population, liaising and communicating effectively with all relevant personnel and patients. Any other dispensary administrative tasks and patient communications as directed by the Dispensary Manager.

Duties can include, but are not limited to, the processing of repeat prescriptions in electronic and hard copy format, including online requests. In addition, the post holder will be required to support the multidisciplinary team in an administrative capacity, ensuring protocols and strategic objectives are met within the Dispensary. Excellent skills in Excel will be required for this post.

About us

Thirsk Doctors Surgery are committed to providing high quality primary care services through an ethos of continuous learning and reflection, while ensuring all staff and patients are treated with dignity, honesty and respect.

We aim to be innovative and adaptable to the changing face of General Practice and to balance the needs of individual patients with those of the wider practice population. We are dedicated to promoting the aims and values of our Primary Care Network and Clinical Commissioning Group and strive to improve the health of our population and encourage self-care.

Job description

Job responsibilities

Job title: Dispensary Administrator

Hours per week: 16 hours per week

Pay rate: £9.98 per hour

Place of work: Thirsk Doctors Surgery – opening times 8.00am to 6.30pm

Reports to: Dispensary Manager, Practice Manager

Closing date: 4th January 2021

The following are the core responsibilities of the Dispensary Administrator. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

· Receiving repeat prescription requests from patients via paper copy, telephone, email and online patient access and ensuring a 72 hour turnaround.

· Communicating effectively and helping with patient queries at the Dispensary hatch and answering phone calls from patients.

· Acting on any clinical system tasks that are sent to the dispensary and phoning patients when asked to with the information or advice from the GP/Pharmacist.

· Acting on any dispensary administration requests from GPs or the Practice management.

· Maintaining stock levels of FP10s, stationary (including patient forms from NHS business services), dispensing bags/bottles etc. and liaising with the dispensary manager to facilitate reordering.

· Collecting prescription charges in accordance with dispensary protocol.

· Receiving and storing supplies of medication in accordance with dispensary Standard Operating Procedures ensuring the cold chain is maintained where applicable.

· Safe disposal of returned medication ensuring that any returned controlled drugs are dealt with according to dispensary protocol.

· Maintaining a clean and safe working environment at all times.

· Maintain an accurate record at all times of patient requests by adding to patient notes via TASKS/ RI or patient consultations where appropriate and ensuring an audit trail is available for future reference.

· Maintain effective security of the dispensary at all times.

· Any other tasks delegated by the Dispensary Manager.

· Attend and participate in any Practice Meetings and Training      Events.

· Complete annually, the  Mandatory Training Modules assigned to your job role, and any other training identified in appraisals.

· Actively encourage patients to reconcile medications to facilitate monthly collections/delivery

· Act upon compliance issues, liaising with the appropriate clinician

· Effectively liaise with external services, i.e., district nurses, to ensure medicaments are arranged for housebound patients when required

· Input data into the patients’ healthcare records as necessary

· Support the practice clinical pharmacist, prescribing GP's and dispensary manager when required to do so

· Partake in audit as directed by the manager when required

· Complete opening and closing procedures in accordance with the duty rota

Person Specification



  • Educated to GCSE level or equivalent or higher
  • GCSE Mathematics and English (C or above)
  • Courses undertaken in Excel and Outlook

Skills and Personal Qualities


  • Excellent communication skills (written and oral)
  • Strong IT skills, particularly a working knowledge of Excel
  • Clear, polite telephone manner
  • Competent in the use of Office and Outlook
  • Effective time management (planning and organising)
  • Ability to work as a team member and autonomously
  • Good interpersonal skills
  • Problem solving and analytical skills
  • Ability to follow policy and procedure
  • Polite and confident
  • Flexible and cooperative
  • Motivated
  • Forward thinker
  • High levels of integrity and loyalty
  • Sensitive and empathetic in distressing situations
  • Ability to work under pressure


  • EMIS/SystmOne user skills
  • Willingness to work flexible hours when required to meet work demands



  • Experience of working with the general public
  • Experience of working in a healthcare setting
  • Experience as working in a dispensary/pharmacy

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

Thirsk Doctors Surgery


Thirsk Doctors Surgery

Chapel Street


North Yorkshire


Employer's website

https://www.thirskdoctorssurgery.co.uk/ (Opens in a new tab)

For help with your application, contact:

Kristy O'Hanlon



Date posted

08 December 2021

Pay scheme



£9.98 an hour



Working pattern


Reference number


Job locations

Thirsk Doctors Surgery

Chapel Street


North Yorkshire


Supporting documents

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0300 330 1013

Outside UK:

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Opening times:

Monday to Friday: 8am to 6pm

Saturday: 9am to 3pm

Closed Bank Holidays including Easter Sunday, Christmas Day, Boxing Day and New Year's Day.