Pharmacy Clerical Assistant

Job description

Job responsibilities

1. To check and certify invoices using WellSky, as per Trusts Standing Financial Instructions and Pharmacy policies and procedures.

2. To investigate all invoice queries, obtain credits; gather, assess and analyse information regarding to-follows on orders, cancel and if required, advise Chief Pharmacist on delayed orders when appropriate.

3. To file and maintain auditable records of all orders, delivery notes and invoice payment authorisations for all goods arriving at Pharmacy.

4. To check monthly statements and investigate discrepancies where appropriate using computer generated standard monthly reports.

5. To process automatically generated daily orders using the Pharmacy computer system (currently JAC) in accordance with documented standards and procedures.

6. To release orders, print them and present them to Chief Pharmacist for authorisation and signature.

7. To place orders with suppliers by telephone, fax, post or e-commerce in accordance with Trusts Standing Financial Instructions and pharmacy policies and procedures.

8. To follow up overdue orders with suppliers, in accordance with Trusts Standing Financial Instructions and pharmacy policies and procedures.

9. To prepare and process documentation required for order amendments and returns to suppliers, in accordance with policies and procedures.

10. To update and maintain computer records of suppliers, prices and drug contracts so as to ensure timely and up-to-date information in the pharmacy system, in accordance with Trusts Standing Financial Instructions and pharmacy policies and procedures.

11. To select and print standard reports regularly and as required, for instance to investigate discrepancies using appropriate programme (e.g. TRACE) and end of year Financial Reports as required by the Finance Department.

12. In the absence of the department secretary P/A prepare, update and file staff details (A/L, Sickness and T.O.I.L.). Maintain and update records for non Pharmaceutical orders.

13. Knowledge of Microsoft programs (Word, Excel) and Outlook.

14. To file and maintain records of all documents relating to prescriptions.

15. To receive prescriptions, collect prescription charges, answer telephones and answer queries from patients and hospital staff when undertaking reception duties in the absence of usual reception colleague.

16. Balance the till and bank monies at Finance Department, when standing-in for colleagues in Pharmacy reception.

17. To answer telephones, channel messages, sort and distribute departmental mail

18. To book appointments for Chief Pharmacist.

19. To undertake photocopying, thereby supporting pharmacists & technicians.

20. As part of the department induction, to help train new staff.

21. To liaise closely with other clerical colleagues to ensure all daily tasks are completed.

22. To co-operate with other members of pharmacy staff as necessary, to facilitate the smooth running of department by ensuring timely execution of duties.

23. To maintain a clean, tidy working environment and equipment such as printers & photocopiers.

Person Specification

Experience and Knowledge

Essential

• On the job experience with keyboard usage in a pharmacy or medical enviorment

Desirable

• oExperience of working as part of a team
• oExperience of checking prices and invoices

Qualification and Professional Training

Essential

• oNVQ 2 Or oequivalent experience of dealing patients and customers and dealing with orders and invoices

Desirable

• oRSA 1 or equivalent

Skills and Abilities

Essential

• Relevant computer skills and able to work at VDU for long periods
• Able to carry out routine tasks under Standard Operating Procedures (SOPs)
• Able to take instructions from more senior members of staff
• Recognises own limitations
• Able to work on own initiative

Personal Qualities

Essential

• Able to communicate effectively verbally & in writing

Desirable

• Enthusiastic and keen to learn
• Work as part of a team

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).

Employer details

Employer name

George Eliot Hospital NHS Trust

Address

Main Pharmacy Department , George Eliot NHS Trust

Maternity Building , College Street

Nuneaton

CV10 7DJ

Employer's website

http://www.geh.nhs.uk/ (Opens in a new tab)