Job summary
We are looking for a Dispenser Manager to join our busy dispensary team that delivers a high level of customer service and patient care to our dispensing patients. To oversee and manage the dispensers to ensure patients receive a responsive, professional and safe service whilst maximising the dispensarys profitability.
Responsible for our team of dispensers, This is a role which will suit an experienced dispenser seeking to an opportunity to utilise their leadership and management skills.
Hours to be worked over a 4-5 day week. Exact working pattern to be agreed.
Main duties of the job
To take overall responsibility for the day-to-day management of the dispensary team, ensuring adequate staffing is in place, generating rotas and approving annual leave with the Practice Manager. To be involved in the recruitment of new dispensers, organising and overseeing the induction and successful integration of new members of staff and conduct annual appraisals for the dispensary team.
You will assist in the smooth running of services such as dispensing and prescription management. Duty patterns are variable but the practice core hours are from 7.45-6.30pm Monday to Friday. Attend management team meetings and to take an active role as part of the practices management team. Meet wholesale account managers, ensuring the Groups profitability is maximised, maintain cost effective supplies of those drugs that are purchased centrally on behalf of the Practice.
Oversee the procedures for stock ordering and stock control/rotation. Also to consider which medicines/appliances that should not be dispensed due to making a significant loss, devise and explain to each dispenser/dispensary the mechanisms for ordering from the central supplies.
Oversee the month end process, ensuring returns are sent by the deadline date, to ensure that collated information is received to ensure and maintain effective distribution of dispensing supplies to each surgery (multisite practice).
To organise and chair and produce Minutes for the monthly dispensary meetings.
About us
The Surgery is located in the town of Leiston, on the Suffolk Coast. We have a branch surgery in the nearby village of Yoxford. The practice looks after approximately 9200 patients with high patient satisfaction ratings and an ever- increasing practice list size.
The Leiston Surgery boasts a friendly and supportive atmosphere, creating a strong team spirit. The five GP partners all have special interests and actively encourage the clinical team to develop their own skills. The Clinical Team currently consists of a Physician Associate, two Practice Nurses, three Health Care Assistants, a Paramedic Practitioner, Nurse Prescriber,Clinical Pharmacist, Social Prescribing Team, Physiotherapists and a Mental Health Link Worker.
Job description
Job responsibilities
- To ensure all staff keep up to date
with their training requirements, particularly in order to comply with
DSQS (Dispensing Quality Scheme) requirements. To organise a programme of
training to take place at dispensary meetings.
- To oversee the DSQS, ensuring that
the Group undertakes all the necessary tasks in order to achieve the
financial reward.
- To attend management team meetings
and to take an active role as part of the practices management team.
- To organise, chair and produce
Minutes for the monthly dispensary meetings.
- To ensure all near misses are
recorded and discussed at dispenser meetings. Also to ensure that
significant events are reported and discussed at dispenser meetings.
- To be responsible for the
commercial buying of drugs and surgery sundries for the Practice. To gain
information and negotiate sales terms from pharmaceutical companies and/or
their representatives concerning the commercial details of their products.
- To meet wholesale account managers,
ensuring the Groups profitability is maximised.
- To maintain cost effective supplies
of those drugs that are purchased centrally on behalf of the Practice.
- To oversee the procedures for stock
ordering and stock control/rotation. Also to consider which
medicines/appliances etc. should not be dispensed due to making a
significant loss.
- To devise and explain to each
dispenser/dispensary the mechanisms for ordering from the central
supplies.
- To oversee the month end process,
ensuring returns are sent by the deadline date, to ensure that collated
information is received.
- To ensure and maintain effective
distribution of dispensing supplies to each surgery (multisite practice).
- To focus efforts to the maximum
benefit of the Practice with respect to the policy decisions made from
time to time by the Practice.
- To represent the Practice, if
required in the ICB and liaise with the ICB prescribing team.
- To oversee the regular updating of
SOPs, ensuring all staff work within the agreed procedures at all times.
- To ensure that all dispensaries are
tidy, organised and provide a suitable working environment for staff,
particularly in respect of safe dispensing and health and safety
requirements.
- To complete monthly audits for room
and fridge temperatures, date checking, uncontrolled prescription and CD
stock check.
- To check the controlled drug
register at least monthly (via the software), reporting any discrepancies
to the Medicines Management Lead or Practice Manager
- To oversee the work of the
Prescription delivery driver to ensure they comply with agreed protocols
and provide patients with a safe and effective service. Update the SOPs
for prescription deliveries to ensure compliance with best practice and
pharmaceutical regulations.
Dispensing NHS prescriptions for dispensing patients and temporary
residents, as well as private prescriptions, to all patients registered at the
Group, as required by the Partners. Handlings cash and checking exemption
certificates in relation to this and advising patients on the use/compliance of
drugs as necessary.
- To ensure that administrative
standards are maintained in respect of the post holders dispensing
duties.
- To be responsible for the purchase
of pharmaceutical supplies and stock control.
- To provide pharmaceutical advice to
practice staff and the partners as appropriate.
- Providing a repeat prescription
service which includes taking requests by telephone, email, SystemOne and
repeat slips.
- Adding to and/or amending patients
SystemOne medication record, as advised by doctors, e.g. discharge and
hospital letters.
- Keeping the dispensary clean, tidy
and secure in order to run efficiently.
- Maintaining adequate stock levels
of drugs within the dispensary, ordering as required (paying attention to
costing) and checking all invoices against stock received. Rotating stock
to ensure short-dated lines are used first.
- Keeping up to date with drugs
changes and advancements, sharing useful information with the dispensary
and clinical teams.
- Processing MDS blister packs for
those patients in need, as well as for nursing homes.
- Maintaining up to date records of
controlled drugs.
- Ensuring prescriptions are endorsed
correctly, overleaf completed by patient, counted, recorded and filed
ready to be sent to the PPA for reimbursement at the end of each month.
- Maintaining good communications
with other members of the Group to maximise benefits to patients.
- Providing cover for holidays,
sickness and extended hours to ensure continuation of the dispensing
service.
- Taking part in annual performance
and development reviews.
Job description
Job responsibilities
- To ensure all staff keep up to date
with their training requirements, particularly in order to comply with
DSQS (Dispensing Quality Scheme) requirements. To organise a programme of
training to take place at dispensary meetings.
- To oversee the DSQS, ensuring that
the Group undertakes all the necessary tasks in order to achieve the
financial reward.
- To attend management team meetings
and to take an active role as part of the practices management team.
- To organise, chair and produce
Minutes for the monthly dispensary meetings.
- To ensure all near misses are
recorded and discussed at dispenser meetings. Also to ensure that
significant events are reported and discussed at dispenser meetings.
- To be responsible for the
commercial buying of drugs and surgery sundries for the Practice. To gain
information and negotiate sales terms from pharmaceutical companies and/or
their representatives concerning the commercial details of their products.
- To meet wholesale account managers,
ensuring the Groups profitability is maximised.
- To maintain cost effective supplies
of those drugs that are purchased centrally on behalf of the Practice.
- To oversee the procedures for stock
ordering and stock control/rotation. Also to consider which
medicines/appliances etc. should not be dispensed due to making a
significant loss.
- To devise and explain to each
dispenser/dispensary the mechanisms for ordering from the central
supplies.
- To oversee the month end process,
ensuring returns are sent by the deadline date, to ensure that collated
information is received.
- To ensure and maintain effective
distribution of dispensing supplies to each surgery (multisite practice).
- To focus efforts to the maximum
benefit of the Practice with respect to the policy decisions made from
time to time by the Practice.
- To represent the Practice, if
required in the ICB and liaise with the ICB prescribing team.
- To oversee the regular updating of
SOPs, ensuring all staff work within the agreed procedures at all times.
- To ensure that all dispensaries are
tidy, organised and provide a suitable working environment for staff,
particularly in respect of safe dispensing and health and safety
requirements.
- To complete monthly audits for room
and fridge temperatures, date checking, uncontrolled prescription and CD
stock check.
- To check the controlled drug
register at least monthly (via the software), reporting any discrepancies
to the Medicines Management Lead or Practice Manager
- To oversee the work of the
Prescription delivery driver to ensure they comply with agreed protocols
and provide patients with a safe and effective service. Update the SOPs
for prescription deliveries to ensure compliance with best practice and
pharmaceutical regulations.
Dispensing NHS prescriptions for dispensing patients and temporary
residents, as well as private prescriptions, to all patients registered at the
Group, as required by the Partners. Handlings cash and checking exemption
certificates in relation to this and advising patients on the use/compliance of
drugs as necessary.
- To ensure that administrative
standards are maintained in respect of the post holders dispensing
duties.
- To be responsible for the purchase
of pharmaceutical supplies and stock control.
- To provide pharmaceutical advice to
practice staff and the partners as appropriate.
- Providing a repeat prescription
service which includes taking requests by telephone, email, SystemOne and
repeat slips.
- Adding to and/or amending patients
SystemOne medication record, as advised by doctors, e.g. discharge and
hospital letters.
- Keeping the dispensary clean, tidy
and secure in order to run efficiently.
- Maintaining adequate stock levels
of drugs within the dispensary, ordering as required (paying attention to
costing) and checking all invoices against stock received. Rotating stock
to ensure short-dated lines are used first.
- Keeping up to date with drugs
changes and advancements, sharing useful information with the dispensary
and clinical teams.
- Processing MDS blister packs for
those patients in need, as well as for nursing homes.
- Maintaining up to date records of
controlled drugs.
- Ensuring prescriptions are endorsed
correctly, overleaf completed by patient, counted, recorded and filed
ready to be sent to the PPA for reimbursement at the end of each month.
- Maintaining good communications
with other members of the Group to maximise benefits to patients.
- Providing cover for holidays,
sickness and extended hours to ensure continuation of the dispensing
service.
- Taking part in annual performance
and development reviews.
Person Specification
Qualifications
Essential
- GCSE (or equivalent) English and Mathematics at Grade C or above
- Qualified Dispenser (Pharmacy Technician, NVQ Level 3 or 2)
Desirable
- Management qualification
- Evidence of relevant continuing professional development
Experience
Essential
- Experience of working in a dispensary
- Experience of managing a dispensary or pharmacy
- Experience of managing staff
- Experience of designing and implementing policies and procedures
- Experience of audits and quality improvement activity
- Experience of identifying and implementing best practice
- Experience of managing the financial aspects of a dispensary
- Experience of resolving complaints
- Confident IT user including Microsoft Office and Clinical Systems (e.g. EMIS or SystmOne)
- Excellent communication skills (written and verbal)
- Detailed knowledge of all aspects of day to day dispensary operations including stock management, ordering, rota planning, customer services, health and safety and infection control, month end procedures etc.
Desirable
- Experience of working in a general practice setting
Person Specification
Qualifications
Essential
- GCSE (or equivalent) English and Mathematics at Grade C or above
- Qualified Dispenser (Pharmacy Technician, NVQ Level 3 or 2)
Desirable
- Management qualification
- Evidence of relevant continuing professional development
Experience
Essential
- Experience of working in a dispensary
- Experience of managing a dispensary or pharmacy
- Experience of managing staff
- Experience of designing and implementing policies and procedures
- Experience of audits and quality improvement activity
- Experience of identifying and implementing best practice
- Experience of managing the financial aspects of a dispensary
- Experience of resolving complaints
- Confident IT user including Microsoft Office and Clinical Systems (e.g. EMIS or SystmOne)
- Excellent communication skills (written and verbal)
- Detailed knowledge of all aspects of day to day dispensary operations including stock management, ordering, rota planning, customer services, health and safety and infection control, month end procedures etc.
Desirable
- Experience of working in a general practice setting
