Dispensary Manager

Job responsibilities

The Dispensary Manager plays a key part in the Practices Leadership Team. The focus of the role is to deliver a well led, safe, effective, patient centered and profitable dispensary operation across our primary site at Acle and our smaller sister site at Reedham.

Staff Management

Lead the team in all aspects of the dispensary provision, developing and maintaining a positive and proactive team spirit so that both staff and patient satisfaction and wellbeing is maintained.

Ensuring that dispensary staff perform at effective and safe levels by holding them accountable and using performance review techniques as necessary.

Organising dispensary staff rotas - ensuring adequate staff cover at all times. Ensure that all dispensary staff complete all required training. Encourage the team to develop themselves on relevant, business-aligned recognised courses.

Appraising dispensary staff and evaluating staff competencies.

Assisting the Practice Manager with the recruitment of dispensary staff.

Be able to provide supervisory and mentorship to the team members as needed.

Finance Management

Maximise all available income streams including incentive schemes (such as DSQS and PQS), purchasing control and ensuring optimal discounts.

Liaison with wholesaler representatives to ensure best prices and discounts.

Optimal stock control and minimal wastage.

Understand the GMS drug statement and the implications to the business.

Compliance, Review & Development

Ensuring that the department runs in line with all regulations, business strategy and guiding principles.

Ensuring all Care Quality Commission requirements, controlled drug regulations and safe management of medicine is maintained.

Support the business manager with the management of the sale of Wholesale medicines and the maintenance of the Wholesaling licence and any MHRA inspections.

Manging and dealing with complaints and significant events that occur in relation to the dispensary. This includes analysing significant events/complaints to ensure root causes and trends are identified in order additional training or other corrective measures.

Maintain & create dispensary SOPs as required.

Maintain and develop practice formularies.

Embrace and implement (with the support of the wider team) changes which improve patient care, safety and profitability.

Engage with all relevant practice meetings.

Organise and manage regular dispensary meetings.

Attend the Leadership Team Meetings and proactively support the team.

Liaising with external suppliers and pharmacies as needed.

Although the Dispensary Manager role is ultimately responsible for the running of the dispensary it is expected many of the following duties would be delegated by yourself and managed by the team under your supervision.

Ensuring the following jobs are completed in relation to purchasing and stock control:

Supervision of daily ordering of stock from appropriate wholesalers.

Supervision of daily receipt of stock overseeing any issues.

Passing invoices for payment.

Checking monthly statements.

Checking credit notes against returns and chasing outstanding credits.

Maintain adequate stock ensuring timely stock rotation and minimal wastage.

Ensure annual stock takes are carried out (with the assistance of the Finance Lead).

List, value and ensure any out-of-date stock is destroyed and reported on.

Ensuring the following jobs are completed in relation to prescriptions and prescription money:

Daily: check prescriptions for signature/endorsements and sort into paid/unpaid by Doctor

Daily: submitting all unsigned prescriptions to the Partners; sorting post-dated prescriptions

Daily: overseeing cashing up of prescription money, balancing and recording

Weekly: submitting prescription moneys to the Finance Manager for banking ensuring sufficient change is available and checking all paperwork is correct

Monthly: calculating number and value of prescription charges and checking against Health Authority statements

Monthly: sorting prescriptions and checking endorsements.

Ensuring the following jobs are completed in relation to the destruction of drugs:

Daily: dealing with returned medication from patients.

Monthly: dealing with uncollected medication.

Monthly: dealing with returned controlled drugs from patients for destruction.

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

Ensuring the following jobs are completed in relation to dispensing:

Overseeing/checking colleagues dispensing.

Removing out of date repeats from patients' computerised repeat prescription lists.

Overseeing all aspects of the dispensing process.

Updating MDS patient record sheets and ensuring all MDS packs are updated if necessary.

Oversight of care home medication requirements.

Checking / audit of controlled drugs.

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.

Personal skills and attributes

Essential

• Able to work in a busy environment and manage your time and priorities.
• Self-motivated
• Good communication skills.
• Good regulatory knowledge.
• Ability to work flexibly or additional hours when required to ensure delivery of an excellent dispensary service.
• Sensitive and empathetic to others, including distressed patients.
• Full UK driving licence.

Desirable

• Experience of working in General Practice.

Qualifications

Essential

• GCSE or equivalent - English and Mathematics at Grade C or above.
• Qualified Dispenser - Pharmacy Technician, NVQ Level 2 or 3.
• Management qualification (or relevant significant experience)
• Evidence of relevant continuing professional development

Desirable

• Higher level qualifications e.g. degree.

Experience

Essential

• Significant experience of working and managing a dispensary (minimum 2 years).
• Experience of motivating, managing and developing 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 a clinical or pharmacy system.
• Excellent communication skills both 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.
• Problem solving and analytical skills.
• Understanding of team dynamics and ability to promote a harmonious working environment.
• Excellent customer service skills.
• Ability to train and develop staff.

Desirable

• Experience of working in a general practice setting.

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

UK Registration

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