Dispensary Manager

Job description

Job responsibilities

BOTTISHAM MEDICAL PRACTICE

JOB DESCRIPTION

POSITION: Dispensary Manager

POST GRADE: Dependent on experience

HOURS: 37 hours per week

REPORTS TO: Practice Manager and GP Partners

MAIN PURPOSE

To be responsible for the effective day to day running of the dispensary, providing a high quality service to patients and team

To ensure medication is dispensed safely and timely, adhering to all legal requirements and SOPs, providing expert training and guidance to patients and staff.

To ensure current pricing and purchasing arrangements maximise dispensary income. Oversee general dispensary related spend ensuring the dispensary is working within budgetary constraints to ensure continued profitability and ongoing viability of the service.

Work closely with the practice manager and GP partners.

KEY DUTIES AND RESPONSIBILITIES

Duties may vary under the direction of the Practice Partners depending on workload and staffing levels

Safe and accurate dispensing of medications and issuing of repeat prescriptions

Providing a quality and cost-effective dispensing service

Ensuring prescription till is reconciled with scripts and cash and ensuring float is maintained and all scripts are signed, etc.

Ensuring compliance with requirements of Dispensary Service Quality Scheme (DSQS) and completion and return of end of year report in order to receive payment

Relevant outcomes in Quality Outcomes Framework (QOF) and Care Quality Commission (CQC)

Ensure prescriptions are collated, endorsed (where applicable) and submitted to Prescription Pricing Authority (PPA) each month along with associated analysis

Relevant service level agreements including monthly returns and claims

Ensure adequate cover in dispensary for holidays and sickness, drawing up staff rotas, take part in recruitment of dispensary staff

Approve staff holiday requests

Carry out return-to-work interviews and ensure correct documentation completed following unscheduled absences

Carry out appraisals and identify training needs based on competencies required for the DSQS

Arrange staff meetings or training

Carry out adhoc HR administration relating to the Dispensary Team with guidance from the Practice Manager

Ensure robust communication systems in place

Attend practice and partners meetings

Recruit, mentor and train new dispensary staff

Contribute to development of and ensure staff adhere to Practice policies and procedures

Identify and develop systems and SOPs to ensure dispensary areas work efficiently and ensure compliance

Ensure SOPs are in place and reviewed on at least an annual basis

Ensure team members complete significant event forms correctly

Responsible for dealing with first level of medicines-related complaints from patients

Ensure staff adhere to health and safety guidelines

Undertake and document health and safety risk management assessments

Responsible for maintaining efficient, cost effective stock control

Be responsible for ensuring audits are undertaken and completed, as necessary

Undertake yearly stock take, investigate and resolve any discrepancies and provide values to the Managing Partner for end of year accounts

Provide quarterly summary of spend for dispensary to the Practice Partners

Overall management of the delivery service including promotion and IT ensuring the service remains competitive

Assisting the Clinical Pharmacist in making updates and changes to medications on discharge summaries for the Nursing and Care Home under the supervision of the GPs

Provide management support to the practice in the absence of the Practice Manager and / or GP Partners in order to maintain continuity to the staff

Management of Care and Nursing home monthly prescriptions

Dispensary Duties

Undertake all dispensary duties as and when required

Collect and record prescription charges

Promote generic prescribing, dispensing and ordering of stock

Keep up-to-date with new drugs and changes in legislation, cascading information to colleagues

Ensure drugs alerts are dealt with promptly

Check and authorise supplier orders

Give advice and guidance to dispenser colleagues

Help maintain good relations with staff at Nursing and Residential Homes

Liaise with drugs reps and wholesale companies

General

Be prepared to cover roles where there are staff shortages especially at short notice

Observe health and safety guidelines at all times

Promote a professional approach at all times by choice of attire, attitude and example shown to patients and staff both in and out of the Practice

Any other reasonable duties that may be required from time-to-time

WORKING ENVIRONMENT

Health and safety considerations must be adhered to as follows:

Maintaining a thorough understanding of health and safety protocol

Using security systems within the Practice as instructed

Identifying potential risks within the Practice environment

Maintaining up-to-date knowledge and training of health and safety guidelines

Understanding and utilising appropriate infection control procedures

Immediate reporting of potential risks as identified

CONFIDENTIALITY AND DIVERSITY

In the undertaking of the duties outlined above the post-holder may have access to sensitive information relating to patients and staff. This must be kept strictly confidential at all times.

Practice policies and procedures relating the protection of personal and sensitive data must be adhered to at all times and only divulged to authorised persons.

The post-holder will support the equality, diversity and rights of patients in a manner that is consistent with Practice policies and legislation

The post-holder should behave in a manner which is welcoming, non-judgmental and respectful of the circumstances and rights all of all visitors to the Practice

TRAINING AND DEVELOPMENT

An annual individual performance review, to include the contribution a record of own personal and professional development and discussing targets for the future

Taking responsibility for own development, learning and performance and demonstrating skills to other members of staff when required

Attending any external training course thought appropriate to the role

MAINTAINING QUALITY

The post-holder will strive to:

• Effectively prioritise own time and workload
• Alert colleagues to issues of quality and risk
• Assess own performance and take accountability for own actions
• Contribute to the effectiveness of the team by making suggestions for areas of improvement
• Work constructively with individuals in other healthcare organisations to meet patients needs
• Communicate problems effectively with other team members and work together towards a solution

CONTRIBUTION TO THE PRACTICE

The post-holder will be expected to:

• Maintain and apply Practice policies and seek to uphold standards

• Discuss Practice policies with other members of the team and seek to implement new services and quality standards where appropriate

• Participate in audit when required

In addition, the post holder will carry out the following:

• Become familiar with and use any of the practice computer or other systems as required to fulfil the duties of the post.
• Accept and be bound by all policies, guidelines and protocols regarding the necessary running and administration of the Practice especially those concerned with patient confidentiality and welfare.

As a term of employment, any other duties as may be assigned that are deemed to be commensurate with the grade and expectations of the post.

All of the above activities are governed by operational policies, procedures and standards as well as legislation and professional standards and guidelines.

The duties in this job description are not exhaustive and will be reviewed periodically with the post holder, to ensure that they relate to the job as then being performed or to incorporate whatever changes are being proposed to meet both organisational requirements and the needs of the post holder. It is our aim to reach agreement on reasonable changes, but if agreement is not possible the Practice reserves the right to insist on changes to your job description after consultation with you.

Person Specification

Qualifications

Essential

• Qualifications / Certificates in English and Maths
• Recognised Dispensing or Pharma qualification to diploma level or above (NVQ2 Dispensing minimum)

Experience

Essential

• Managerial experience
• Budgets and cash handling
• Monitoring of stock, usage tracking and re-ordering arrangements
• Dealing with public / patients

Desirable

• Previous experiencing of Dispensing in a GP Practice
• Experience in a front line, public-facing role within the NHS

Knowledge and Skills

Essential

• Microsoft Office
• Good level of computer literacy, including experience in database usage
• Effective communication with a wide range of people
• Strong leadership skills; ability to delegate
• High standard of written and verbal communication
• Strong interpersonal skills
• Confidence in implementing new initiatives

Desirable

• SystmOne (Clinical IT System)
• Demonstrable understanding of Primary Care

Qualities and Attributes

Essential

• An understanding, acceptance and adherence of the need for strict confidentiality
• Understand the necessity of respecting diversity
• To understand the needs of patient accessibility and alternative methods of communication and to react sensitively to requests of this nature
• To have excellent communication skills and patience with ability to communication with people at all levels.
• Ability to show initiative during working tasks in conjunction line with advised protocols and procedures
• Ability to use own judgement, initiative, resourcefulness, and common sense
• Ability to self-motivate, organise and prioritise own workload
• Ability to work under pressure accurately
• Ability to work as part of an integrated multi-skilled team
• Ability to motivate and lead a team
• Able to work in a changing environment
• Willingness to partake in training and ongoing development
• Pleasant and articulate
• Polite and enthusiastic
• Smart appearance
• Motivated and enthusiastic
• Reliable

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

Bottisham Medical Practice

Address

Tunbridge Lane

Bottisham

Cambridge

CB25 9DU

Employer's website

https://www.bottishammedicalpractice.nhs.uk/ (Opens in a new tab)