Dispensary Manager

Job responsibilities

SPECIFIC REQUIREMENTS

To be responsible for the safe, accurate and efficient dispensing of medication to the entitled patient population, providing advice and support for both patients and colleagues. In addition, the post holder will be required to manage the dispensary staff and support the multi-disciplinary team in line with the strategic objectives of the practice.

KEY RESPONSIBILITIES

Manage all dispensary staff members including rotas and staff cover when required.

Assume responsibility for recruitment and training of both new and existing staff, organising participation in external courses and encouraging further qualifications.

Work alongside the Executive Manager to review salaries, write appraisals and discipline dispensary staff when required.

Contribute to regular Partners and Operations meetings as and when required

Ensure compliance with all pharmacy laws and regulations related to medication dispensing

Ensure compliance with the requirements of the Dispensing Services Quality Scheme (DSQS) including completion of Dispensing Review Use of Medications (DRUMS) by qualified staff

Ensure Billingshurst Surgery is signed up to all available Manufacturers Discount Schemes (MDS) and that stock is ordered to maximize discounts. Claim rebates direct from Manufacturers if necessary

Follow up changes to drug prices, categories and availability with supplier representatives. Organise regular meetings with Buying Group, Wholesaler and pharmaceutical representatives to optimise discounts and achieve the best pricing in the market

Regular communication with the NHSBSA. Counting, checking endorsements and ensuring prescriptions are submitted monthly for reimbursement. Process resubmitted prescriptions

Take responsibility for invoices, payment and statements and follow up any outstanding credits and credit notes from returns. Retain documents in an organised manner for a minimum of five years

Complete the monthly PA/VAT Return for the Dispensary and forward to the book keeper

Participate in an annual stock take in the Dispensary

Oversee accuracy and efficiency of dispensing staff

Ensure uncollected prescriptions are dealt with

Dispose of returned or expired controlled drugs according to Practice guidelines and Health Authority protocol

Take informed and appropriate action should any drug alert bulletins be received

Provide support to the dispensary team regarding drug interactions or alternatives in the case of shortages

Support the dispensing team with clinical advice within the post holders competency

Liaise with the Medicines Manager and Prescription team to ensure seamless transitions between the two departments.

Be pro-active in developing new initiatives in the dispensary

Partake in audits as required

Provide mentorship and guidance for trainee dispensary staff.

Review the latest guidance, ensuring the dispensary confirms to NICE, CQC etc. guidance

Line manage the dispensary staff in accordance with current practice policy

DISPENSING

Obtain or provide a second-check on medication dispensed as required by the Titan dispensing system e.g. split packs, controlled drugs and any other non-standard processing.

Maintain appropriate stock levels of medicines, checking expiry dates and storage conditions.

Maintain dispensary work areas and equipment, ensuring they are clean and in a good state of repair. Ensure equipment is calibrated and accurate.

ADMINISTRATION

Endorse prescriptions accurately by checking prices with suppliers as necessary.

Ensure the safe disposal of returned and out-of-date medications. Record disposal of Controlled Drugs returned from patients.

Maintain and order stocks of dispensary packaging materials.

DISPENSARY RECEPTION

Accurately complete any exemption criteria on the reverse of the prescription form or EDO device.

LEARNING AND DEVELOPMENT

Taking responsibility for own development with relevant evidence-based knowledge and competence in all aspects of the role to meet clinical governance guidelines for Continuing Professional Development (CPD) and a Personal Development Plan (PDP).

Stay up to date through attendance at any courses and/or study days necessary to ensure that professional development requirements are met, demonstrating skills and activities to others who are undertaking similar work.

Subject to a performance review, including taking responsibility for maintaining a record of own personal and/or professional development.

Work closely with other clinical staff and administrative managers in the setting up and/or improving of practice systems for monitoring/measuring performance against Clinical Governance and Quality Indicator targets

Work to deliver the NHS contract requirements related to the practice (including the terms of the Quality and Outcomes Framework and locally enhanced services)

The post holder will undertake mentorship for team members, and disseminate learning and information gained to other team members, to share good practice and inform others about current and future developments (e.g., courses and conferences).

GOVERNANCE

Take part in the maintenance of quality governance systems and processes across the Practice and its activities.

Work with other teams on improving the quality of service and patient care, in response to local and national policies and initiatives as appropriate

Support and participate in shared learning across the practice and wider organisation

Manage, review and identify learning from complaints, incidents and near-miss events relating to the practice, team and self.

Awareness of statutory safeguarding, notification processes and local guidance for children/vulnerable patients, applying relevant policies and legislation to protect them

Ensure compliance with policies, procedures and guidelines for self and others, by acting or alerting senior management team if the practice appears to contravene policy, or if there are concerns over any aspect of patient care.

COLLABORATIVE WORKING

All staff are to recognise the significance of collaborative working and understand their own role and scope, and identify how this may develop over time. Staff are to prioritise their own workload and ensure effective time-management strategies are embedded within the culture of the team.

Teamwork is essential in multidisciplinary environments and the post holder is to work as an effective and responsible team member, supporting others and exploring the mechanisms to develop new ways of working, while working effectively with others to clearly define values, direction and policies impacting upon care delivery

Effective communication is essential and all staff must ensure they communicate in a way which enables the sharing of information in an appropriate manner.

All staff should delegate clearly and appropriately, adopting the principles of safe practice and assessment of competence.

Plans and outcomes by which to measure success should be agreed.

CONFIDENTIALITY

Maintain confidentiality of information, acting within the terms of the Data Protection Act and Caldicott guidance on patient confidentiality at all times.

Maintain an awareness of the Freedom of Information Act.

Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

HEALTH AND SAFETY

The post-holder will manage their own and others health & safety and infection control as defined in the Practices Health & Safety Policy, the Practice Health & Safety Manual, and the Practices Infection Control Policy and published procedures

Comply with Practice health and safety policies by following agreed safe working procedures

Actively reporting of health and safety hazards and infection hazards immediately when recognised

Keeping work and general areas clean and tidy, and using appropriate infection control procedures to keep work areas hygienic and safe from contamination

Reporting incidents using the organisations Incident Reporting System via TeamNet

Using personal security systems within the workplace according to Practice guidelines

Making effective use of training to update knowledge and skills

EQUALITY AND DIVERSITY

The post-holder will support, promote and maintain the Practices Equality & Diversity Policy.

No person whether they are staff, patient or visitor should receive less favourable treatment because of their gender, ethnic origin, age, disability, sexual orientation, religion etc.

The jobholder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families.

OTHER DELEGATED DUTIES

To undertake any such duties as required which are commensurate with this position.

This job description is not intended to be exhaustive - it may be changed after consultation with the post holder. The employee shares with the employer the responsibility for review and modification of duties.

Experience

Essential

• Experience of working in a dispensary

Desirable

• Experience in managing dispensary services in primary care
• Broad knowledge of general practice
• Good clinical system IT knowledge of SystmOne

Qualifications

Essential

• Registered with GPhC as a Pharmacy Technician
• BTEC in Pharmaceutical Science or equivalent
• NVQ Level 3 in Pharmacy Services or equivalent

Desirable

• Nationally recognised Accredited Checking Pharmacy
• Technician qualification (ACPT)
• Knowledge of pharmacy service procedures including GDP, enhanced services, falsified medicines directive, etc.
• Managerial qualification to diploma level, or equivalent experience
• Member of the Association of Pharmacy Technicians (APTUK)
• NVQ Level 4 in Management or equivalent, or equivalent experience in pharmacy management role

Other Requirements

Essential

• Flexibility to work outside of core Practice hours
• Disclosure Barring Service (DBS) check
• Evidence of continuing professional development

Skills

Essential

• Excellent communication skills (written and oral)
• Strong IT skills, competent in the use of Office and Outlook
• Ability to promote best practice regarding all pharmaceutical matters
• Effective time management (planning and organising)
• Ability to manage and develop staff (rotas, appraisals, etc.)
• Ability to work as a team member and autonomously
• Excellent interpersonal skills
• Problem solving and analytical skills
• Ability to follow policy and procedure
• Ability to effectively manage stock, including ordering, rotation, disposal etc.

Desirable

• Capable of managing payments (invoices, cash, etc.)

Personal Qualities

Essential

• 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

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.

UK Registration

Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).