Pharmacy Inventory Lead and IT Support

Job description

Job responsibilities

Operational Management Inventory management

• Responsible for and lead the quarterly and annual pharmacy stock takes (CW site).
• Ensure the pharmacy stock management policy is fully implemented and monitored to ensure all stock counts are undertaken and associated paperwork is completed and filed (CW site).
• Be responsible for and implement an ongoing programme of analysing, reporting and taking action on low turnover products to reduce the risk of products expiring (cross site).
• Responsible for ensuring EHL (IV fluid managed inventory service) orders are receipted and stock transfers occur to ensure stock holding in both the IV fluid room and on the EHL WellSky location are accurate and up to date.
• Responsible for developing and implementing strategies to reduce avoidable waste (cross site).
• Ensure staff maintain the pharmacy stock storage standards (CW site).
• Responsible for ensuring the full functionality of the Pyxis out of hours cabinet is implemented and used correctly by pharmacy staff to ensure a safe and efficient system (CW site).
• Ensure relevant stock management and related system SOPs are in date (CW site).
• Ensure all eligible suppliers are set up to receive orders electronically via Powergate (CW site).
• Ensure all eligible suppliers are set up to send invoices electronically via Powergate (CW site).
• Ensure the buying office and invoicing teams fully utilise the electronic functions available within Powergate, consistently and accurately (CW site).
• Set up and maintain the electronic system for ordering and receiving IV fluids provided by Eleanor Hospital Logistics (CW site).
• Lead roll out of guided picking and any other new ordering or inventory management solutions (CW site).
• Lead on roll out and enhanced functionality of Pyxis Inventory Connect (CW site).

Operational Support IM&T

• Communicates in a timely manner with external system supplies to effectively troubleshoot system issues, to reduce the impact on the pharmacy service and users.
• Support the IT Pharmacy Systems Manager with operational management of key pharmacy systems through troubleshooting system issues, actioning system information updates / amendments as allocated by the IT Systems Manager.
• Be a point of contact for system issues in the absence of the Pharmacy IT Systems Manager, including for issues relating to certain IT systems within CW Medicines Ltd.
• Be a BD Rowa VMax superuser and respond to robot alarms and issues.
• Action new drug and cost centre addition and amendment forms.
• Provide support for systems upgrades and associated testing as requested by Pharmacy IT Systems Manager.
• Contribute to ensuring routine and regular checks and housekeeping are performed on defined systems by completing assigned checks.
• Liaise with system suppliers to report issues with systems and work in conjunction with suppliers to troubleshoot and resolve issues, with minimal impact on users and business continuity.
• Support the implementation of pharmacy IM&T developments and innovation by completing project actions as defined by the Pharmacy IT Systems Manager.
• Assist with the writing, updating and checking of IM&T associated policies and procedures.

Finance and resource

• Responsible for ensuring that the Trust is reimbursed by obtaining compensation for off contract purchases when contracted suppliers are unable to supply, under the Department of Health (DofH) Medicines Procurement Supply Chain (MPSC) terms and conditions (cross site). This will require strong negotiation and persuasive skills and require ongoing follow up.
• Responsible for maintaining accurate records of successful and outstanding claims (cross site).
• Responsible for maintaining accurate records of the Trusts contract variance purchases via EXEND+ (cross site).
• Analyse data held within EXEND+ to support better procurement, driving savings (cross site).
• Produce and present reports as required to the Trust Medicines Optimisation Group.
• Accurately produce monthly drug expenditure reports and send to key pharmacy and finance staff on time.
• Assist with the production and analysis of the monthly drug expenditure report and cover the task in the absence of the Pharmacy IT systems Manager.
• Produce basic reports from pharmacy systems on request and where applicable, using Crystal Reports.
• Work with the Pharmacy Buying Office and Distribution Manager to ensure contracts are implemented on time and all systems are updated accordingly.
• Establish and maintain a system for monitoring pharmacy maintenance contract provided by other companies to ensure they are renewed where appropriate on time associated paperwork is filed.

Staff Management

• Line manage Buying Office and Distribution Manager.
• Be responsible for the appraisal and development review for all staff line managed and deal with any disciplinary or performance issues as necessary.
• Ensure Trust policies on recruitment, sickness absence, equal opportunities, Health and Safety and other national legislation are followed and understood by staff.

Education and Training

• Provide training to new users on defined pharmacy systems.

Other Responsibilities

• Any other duties as reasonably required by the Chief Pharmacist.

Person Specification

Education and qualifications

Essential

• If not a registered pharmacy technician, a degree or equivalent experience
• Experience undertaken in hospital pharmacy environment
• BTEC Pharmaceutical Sciences / NVQ3 or equivalent

Desirable

• Registered as a Practising Pharmacy Technician with the General Pharmaceutical Council
• Leadership Training

Experience

Essential

• Extensive experience gained post qualification (if applicable) in hospital pharmacy
• Demonstrable experience and working knowledge of management of medicine related risks
• Demonstrable experience of understanding of clinical impact of purchasing different formulations and products
• Demonstrable knowledge of use of unlicensed medicines and when it is appropriate to purchase these
• Methodical with attention to detail
• Operational management experience

Desirable

• Experience of using electronic ordering and invoicing systems
• Evaluated Service Audit
• Experience of using Careflow Medicines Management dispensing system (Formerly called JAC)

Skills and knowledge

Essential

• Problem solving and risk assessment abilities
• Organisational and prioritisation skills
• Excellent interpersonal and customer service skills and ability to negotiate and deal with complaints in the first instance
• Able to introduce systems to and monitor to ensure all staff adhere to standards set and ensure essential tasks are always completed

Desirable

• Ability to work at a strategic level

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

Chelsea and Westminster Hospital NHS Foundation Trust

Address

Chelsea and Westminster Hospital

London

SW10 9NH

Employer's website

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