Job summary
Medicine
Management and Pharmacy Services are seeking to recruit a highly motivated
and enthusiastic invoicing officer.
The successful candidate will be working off-site at our Leeds
Pharmaceutical Stores location on the outskirts of the city.
The
post holder will work within the Pharmacy Procurement team to process payment
of invoices for all medicines purchased for the Trust, and will work
alongside the customer services team to provide a service to all internal and
external customers.
Applicants
should have experience of working in a busy office environment. The ideal
applicant should have experience of administrative processes and be organised
with an excellent attention to detail and be able to prioritise their own workload.
The successful applicant will need to have excellent skills in both written
and verbal communications and be able to work as part of a busy team.
Main duties of the job
The
ideal candidate will be fully trained across all three teams which make up
the Procurement Invoicing Team. The
teams are:
Customer
Services: liaise with all wards across Leeds Teaching Hospital Trust,
External Hospitals, Outside Agencies such Local Care Direct and Leeds
Community Healthcare.
Homecare
Invoicing Team: certify invoices for payment for Ten Homecare Companies. The team certified over 49491 in the last
financial year.
Wholesaler/Supplier
Team: The invoice Team certify for payment over 520 Suppliers to the Trust
which totals 9140 invoices
The
successful candidate will need to be able to work independently and as part
of a busy Team environment and flexible in their working pattern.
About us
Leeds
Teaching Hospitals is one of the largest acute trusts in England with MMPS
being a highly respected and forward thinking Pharmacy department.
MMPS
is recognised in the organisation for our collaborative working and we
continuously support our workforce to develop to their potential in
delivering the best patient care.
Please
note this job may close early if a high number of applications are received.
For
an informal visit or discussion , please contact Gilly Foster - Email:
gilly.foster@nhs.net Tel: 0113
3927002
Interviews
will be held on Tuesday 3rd October 2023
Leeds
Teaching Hospitals is committed to our process of redeploying 'at risk'
members of our existing workforce to new roles. As such, all our job adverts
are subject to this policy and we reserve the right to close, delay or remove
adverts while this process is completed. If you do experience a delay in the
shortlisting stage of the recruitment cycle, please bear with us while this
process is completed, and contact the named contact if you have any
questions.
Job description
Job responsibilities
JOB
PURPOSE
The
administration and processing of supplier invoices through the pharmacy computer
system in order to certify invoices for Trust payment.
To
assist the hospital pharmacies and therefore the Trust to maintain correct
stock levels of medicines by the provision of information from supplier
invoices.
To
provide cover and support for other procurement business procedures
JOB
DIMENSIONS
To
ensure the efficient procurement of drugs by the resolution of discrepancies
between external suppliers and hospital pharmacies. This requires negotiating
skills to resolve sometimes difficult issues (including resolving threatened
court action and account stoppages)
The
processing of external supplier invoices in a timely and efficient manner to
ensure appropriate payment.
To
work under own initiative within policies and procedures set by Pharmacy and
line manager.
PRINCIPAL
DUTIES & AREAS OF RESPONSIBILITY
The
investigation and resolution of invoice queries by the liaison between
external suppliers and Trust wide pharmacies.
To
support correct stock levels within Trust wide pharmacies by the provision of
supplier information and the resolution of delivery queries.
The
investigation of contract reclaims and the preparation of paperwork to enable
the Pharmacy Procurement support officer to proceed with reclaims for off
contract purchases.
The
certification and clearance of resolved invoices (both hard copies and
electronic) through the pharmacy computer system. The team clear
approximately 300-500 invoices per day.
Authorised
signature for the payment of Supplier invoices
The
investigation of contract discrepancies with external suppliers.
The
reporting of irresolvable contract discrepancies to the Pharmacy Contracts
Manager
The
reporting of discrepancies between the pharmacy computer system and the
Oracle system to the Pharmacy Unit Accountant
Liaison
between external suppliers and the payments section to clear unpaid certified
invoices.
Maintenance
of records for manual payments.
To
undertake regular supplier error monitoring (identified at invoicing stage).
To
undertake regular internal error monitoring (identified at invoicing stage).
Provision
of cover for Filing supplier delivery notes
Provision
of cover for Pharmacy Procurement Business Clerk
Archiving
and retention of documents with associated handling (weights up to 10 Kg)
To
provide training on invoice clearance for NVQ students
To
provide procurement training to new office staff
To
provide cover for reclamations for off contract purchases
Job description
Job responsibilities
JOB
PURPOSE
The
administration and processing of supplier invoices through the pharmacy computer
system in order to certify invoices for Trust payment.
To
assist the hospital pharmacies and therefore the Trust to maintain correct
stock levels of medicines by the provision of information from supplier
invoices.
To
provide cover and support for other procurement business procedures
JOB
DIMENSIONS
To
ensure the efficient procurement of drugs by the resolution of discrepancies
between external suppliers and hospital pharmacies. This requires negotiating
skills to resolve sometimes difficult issues (including resolving threatened
court action and account stoppages)
The
processing of external supplier invoices in a timely and efficient manner to
ensure appropriate payment.
To
work under own initiative within policies and procedures set by Pharmacy and
line manager.
PRINCIPAL
DUTIES & AREAS OF RESPONSIBILITY
The
investigation and resolution of invoice queries by the liaison between
external suppliers and Trust wide pharmacies.
To
support correct stock levels within Trust wide pharmacies by the provision of
supplier information and the resolution of delivery queries.
The
investigation of contract reclaims and the preparation of paperwork to enable
the Pharmacy Procurement support officer to proceed with reclaims for off
contract purchases.
The
certification and clearance of resolved invoices (both hard copies and
electronic) through the pharmacy computer system. The team clear
approximately 300-500 invoices per day.
Authorised
signature for the payment of Supplier invoices
The
investigation of contract discrepancies with external suppliers.
The
reporting of irresolvable contract discrepancies to the Pharmacy Contracts
Manager
The
reporting of discrepancies between the pharmacy computer system and the
Oracle system to the Pharmacy Unit Accountant
Liaison
between external suppliers and the payments section to clear unpaid certified
invoices.
Maintenance
of records for manual payments.
To
undertake regular supplier error monitoring (identified at invoicing stage).
To
undertake regular internal error monitoring (identified at invoicing stage).
Provision
of cover for Filing supplier delivery notes
Provision
of cover for Pharmacy Procurement Business Clerk
Archiving
and retention of documents with associated handling (weights up to 10 Kg)
To
provide training on invoice clearance for NVQ students
To
provide procurement training to new office staff
To
provide cover for reclamations for off contract purchases
Person Specification
Qualifications
Essential
- Proven computer literacy and keyboard skills
- GCSE or equivalent qualification in Maths
- GCSE or equivalent qualification in English
Experience
Essential
- Excellent oral and written communication skills
- Excellent interpersonal skills
- Ability to cope with large unpredictable workloads in a timely, efficient and reliable manner
Desirable
- Knowledge of ordering/procurement procedures
- Experience of working with Pharmacy computer systems
- Experience of working with NHS Financial systems
Skills & behaviours
Essential
- Ability to work flexibly
- Ability to work accurately under pressure
- Tact and influencing skills
- Attention to detail
- Ability to work as part of a team
- Ability to work under own initiative
Desirable
- Ability to deal with queries/phonecalls from internal and external customers/suppliers
Person Specification
Qualifications
Essential
- Proven computer literacy and keyboard skills
- GCSE or equivalent qualification in Maths
- GCSE or equivalent qualification in English
Experience
Essential
- Excellent oral and written communication skills
- Excellent interpersonal skills
- Ability to cope with large unpredictable workloads in a timely, efficient and reliable manner
Desirable
- Knowledge of ordering/procurement procedures
- Experience of working with Pharmacy computer systems
- Experience of working with NHS Financial systems
Skills & behaviours
Essential
- Ability to work flexibly
- Ability to work accurately under pressure
- Tact and influencing skills
- Attention to detail
- Ability to work as part of a team
- Ability to work under own initiative
Desirable
- Ability to deal with queries/phonecalls from internal and external customers/suppliers
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.
