Dispensary Manager - Primary Care

Job description

Job responsibilities

This role offers an exciting opportunity for a dedicated professional eager to lead a dynamic team within the general practice dispensary sector. The successful candidate will be instrumental in delivering outstanding service while ensuring operational excellence.

Job responsibilities:

Safety aspects

Ensure staff are competent and safe to practice.

Ensure Dispensary practices are safe and in line with Standard Operating Procedures and current clinical guidelines.

Ensure policies and procedures are up to date and available.

Ensure that all medicines and appliances dispensed are checked against the prescription and whenever there is doubt about the appropriateness of the item, or about the dose or labelling instructions to check with the authorising doctor or duty doctor.

Take prompt action in response to any drug alert bulletins that may be received from time to time. Record and report any untoward incidents, significant events, drug errors or any other issues of quality and risk immediately to the nominated partner.

Ensure that drugs are stored in an appropriate manner in accordance with the accompanying instructions.

Ensure that shelves and all work surfaces are regularly cleaned to maintain a high level of hygiene within the dispensary and that all dispensary equipment is kept clean and is in good working order.

Ensure that refrigerated items are stored at the appropriate temperature and to maintain a temperature control record

Staff management

Organising dispensary staff rotas and ensuring adequate staff cover at all times

Training dispensary staff, including encouraging and organising attendance on relevant recognised courses

Appraising dispensary staff

Assisting the practice manager with the recruitment of dispensary staff

Assisting the practice manager with disciplining dispensary staff

Business aspects

• Ensure team process all prescriptions within appropriate timescales.

• Order medication needed, and check off incoming medication.

• Ensure all invoices are forwarded onto the Practice Manager in a timely manner.

• Operate efficient stock control, appropriate to the needs of the practice

• Regularly review drug supplier deals and offers and change procurement where needed to ensure value for money and maximum profitability when purchasing stock.

• Hold responsibility for opening and closing the dispensary morning/evening and ensuring the dispensary is secure, even if this task is delegated.

• Communicate confidently and professionally over the telephone when dealing with patients, practice staff and partner organisations (other local pharmacies, hospitals, GP surgeries, suppliers and so on).

• Cover for annual leave and sickness as required.

• To undertake any other necessary work as may be required and appropriate to maintain a high standard and efficient dispensing service

Purchasing and stock control

Ad hoc daily ordering of stock

Weekly ordering of generic stock

Weekly checking of price concessions and ordering as necessary

Weekly checking of injectables held in the dispensary and ordering as necessary

Ensuring goods are correctly delivered

Checking monthly statements

Maintain adequate stocks at main and branch surgeries, ensuring timely stock rotation

Drug company representatives

Ad hoc liaison with drug company representatives

Meet regularly with drug company representatives in order to ensure the best possible discount levels

Analysis of drug discount schemes and ensuring both sites are signed up to each one

Destruction of drugs

Daily: dealing with returned medication from patients

Monthly: dealing with uncollected medication

Quarterly: dealing with returned controlled drugs from patients for destruction

Six monthly: dealing with out of date controlled drugs with the appropriate officer from the Health Authority for destruction

This job description is neither exhaustive nor exclusive and will be reviewed periodically in conjunction with the post holder. The post holder is required to carry out any duties that may reasonably be requested by the partners or the practice manager.

Person Specification

Qualifications

Essential

• NVQ level 2 in dispensary services/pharmacy services as a minimum

Desirable

• Level 3 Pharmacy Technician desirable

Experience

Essential

• Proven management experience within general practice or healthcare environments, with a focus on supervising teams
• Strong leadership qualities with the ability to motivate staff and foster teamwork
• Excellent organisational skills with keen attention to detail in merchandising and administrative tasks
• Effective communication skills both verbally and in writing; capable of maintaining professional phone etiquette
• Sound sales management skills with experience in budget management
• Proficiency in time management to prioritise tasks efficiently in a fast-paced setting
• Demonstrated ability to handle administrative responsibilities accurately and confidentially
• Experience in managing stock levels, conducting audits, and implementing merchandising strategies

Desirable

• Experience working in primary care or community 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

Old Mill & Millgates Medical Practice

Address

Old Mill Surgery

Hardley Road

Poringland

Norwich

NR14 7FA

Employer's website

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