Job summary
This is an exciting opportunity to join the Pharmacy Supply Services Team based at North Bristol NHS Trust and play a pivotal role in supporting the Pharmacy Procurement Team.
The post holder will be a Registered Pharmacy Technician or hold a recognised equivalent qualification or a qualification at degree level.
You will play a crucial role working with the Specialist Lead Technician in Procurement ensuring the correct management of staff and that the workload of the Pharmacy Procurement and Stores Goods Receipt teams is completed in a safe, effective, and timely way and provided as a high-quality patient-centred service.
You will need to be a confident communicator and bring with you sound knowledge to face complex processes resolved within a pressurised environment. It's an exciting time to join us as we are committed to developing High Quality Improvements within a team where you can be Proud to Belong.
Main duties of the job
The post holder, under the guidance of the Specialist Pharmacy Technician in Procurement Services, manages the day-to-day operation of the Pharmacy Procurement and Stores goods receipt services teams in line with Trust policies, in accordance with UK and EU legislation, Good Distribution Practice (EU GDP), and all other relevant medicines regulations and ethical requirements at all times.
The Deputy manager supports the Specialist Lead Technician Procurement daily in ensuring all medicines used within NBT are procured at the right price, right quantity and at the right time to meet patient needs and ensuring medicines are purchased in compliance with local, regional, and national contracts.
The post holder participates in other audits including Government lead Inspections of services and facilities by the Medicines and Healthcare Products Regulatory Agency (MHRA) in relation to the Departments Wholesaler Dealers Authorisation (WDA <H>) ensuring continued maintenance of current licenses within Pharmacy.
Oversee all aspects of administration involved with the Pharmacy Procurement and Stores goods receipt services at North Bristol NHS Trust.
Is the responsible for all aspects of HR and recruitment (including but not limited to staff appraisals, sickness absence management, capabilities and disciplinary procedures and processes as required by the Trust).
About us
Our vision at NBT is that by enabling our teams to be the best they can be we will provide Exceptional Healthcare, Personally Delivered. In our team NBT Pharmacy, we are responsible for issuing medication to all areas of the hospital, to do this we rely on our close knit team working efficiently together with clear communication and methodical working. As such are able to offer a rewarding work environment for a hard working team player, in which all members of the team help and support one another.
To understand more about Pharmacy at NBT - watch our video
Job description
Job responsibilities
- Responsible for the management of the operational day to day functions of the Procurement and Stores goods receipt services teams including ensuring that levels of staffing are appropriate within the teams on a day-to-day basis, including through the use of e-Roster, approving annual leave requests in a timely manner, recording sickness absence of staff, and managing weekend/bank holiday cover.
- Support the Lead Pharmacy Technician with recruitment of staff within the Pharmacy Procurement and Stores goods receipt services.
- Ensure that processes within Pharmacy Procurement and Stores goods receipt services teams have been appropriately risk assessed, and that appropriate equipment is available to staff, and that records of maintenance are held for the equipment.
- Responsible for managing the workload dictated by service needs, prioritising work according to clinical need and service requirements, and ensuring the day-to-day operation of the pharmacy Procurement and Stores goods receipt services teams is carried out within expected key performance indicators.
-
Responsible for and works closely with all staff within the Procurement and Stores goods receipt services teams to ensure any supply problems or queries with stocks purchased are in an accurate and timely manner to minimise shortages while ensuring that quality and value for money are paramount.
-
Ensures that continuing supply problems are effectively communicated to relevant Trust and departmental staff and liaises with Pharmacy Invoicing staff in connection with invoicing issues and problems and pricing queries.
-
Works with Clinical Pharmacy Team Leaders, and Pharmacy Procurement Lead to identify, plan, and develop new opportunities for Procurement and Stores goods receipt services, produce timetables for new service/system implementation, ensuring deadlines are met that have been agreed with all key decision makers.
-
Maintain the correct CMU contract information on the pharmacy computer system and ensure this information is communicated correctly in a timely manner.
-
Work with 3rd party providers to maintain continuity of supply ensuring any supply problems or queries are resolved and/or effectively communicated within the Trust.
-
Communicate effectively with pharmacy staff, wider trust staff, and Suppliers, to ensure that queries and issues are resolved in a timely manner.
-
The ability to demonstrate innovation and flexible thinking, to be self-motivated and have a high level of accuracy and attention to detail.
-
Excellent time management skills and the ability to work systematically and methodically with a very high degree of accuracy.
-
Responsible for ensuring that Standard Operating Procedures (SOPs) are in place, written, implemented, updated, and relevant to the task being carried out within the Procurement and Stores goods receipt services teams areas of Pharmacy.
-
Support any delegated actions regarding all levels of drug recalls and ensure that any actions required by the Pharmacy Procurement and Stores goods receipt services teams are completed, retrieving and quarantining stock where appropriate.
-
Ensures that any service changes or issues are effectively communicated to all relevant Trust and Departmental Staff.
-
Deals with urgent medication requests in a prompt and timely manner to ensure that patient treatment is not compromised.
-
Responsible for working with multidisciplinary healthcare teams to review and develop existing services and implement new services,
-
Developing training programmes for new staff and rotational staff, responsible for training and developing new Procurement and Stores goods receipt services staff and rotational staff including competency assessment and sign off.
-
Participates in the induction programme for all appropriate new staff to ensure they are aware of essential Procurement and Stores goods receipt services procedures.
-
Undertakes continuing Professional Development to maintain a high level of professional knowledge and competence in relation to Procurement services.
-
To investigate complaints involving or relating to Procurement and Stores goods receipt services, taking appropriate action, developing, and implementing necessary changes in practice to ensure improvement. Reviewing Datix to improve service provision.
-
Run regular reports to monitor and record Procurement and Stores goods receipt services team workload statistics and complete QMM data.
-
Takes responsibility for collection and accuracy of procurement and stores good receipt services KPI data.
-
Ensures that all systems and processes related to the smooth running of the Procurement and Stores goods receipt services are followed, and prepare the way for future developments, including but not limited to electronic working, to ensure that NBT Procurement and Stores goods receipt services are of a consistently high standard.
-
Keep up to date with current pharmaceutical practice and knowledge as required for personal and departmental development.
-
Line manager responsibilities including but not limited to; appraisals and objective setting, sickness absence management, disciplinary and performance matters, workload allocation, E-Rostering, development of training packages and induction programmes, and recruitment of new staff.
-
Responsible for producing and reviewing standard operating procedures for own work area as well as processes and procedures that involve service changes that will impact on other sections/departments and, ultimately, patients and ward stock supply services. To ensure these standard operating procedures and process changes are communicated thoroughly to all relevant sections/departments whilst ensuring all staff training is current and valid in line with SOPs in all aspects of services for Procurement and Stores goods receipt services Responsible for ensuring all staff are trained in, understands, and implements, safe practices, ensuring there are no barriers to understanding all aspects of the training as dealing with a wide variety of staff with different abilities - trains pre-registration Pharmacists and student Technicians in all aspects of Pharmacy Procurement and Stores goods receipt
-
Deputise the Specialist Pharmacy Technician: Procurement services.
-
Carry out operational activities as part of the Supply Services weekend rota.
-
Any other duties, which may be required by the Director of Pharmacy for the benefit of the service.
-
All Pharmacy staff involved in all aspects of Good Distribution Practice (EU GDP 2013/C 343/01) have a personal responsibility to ensure that all activities undertaken within NBT Pharmacy Services are compliant with Good Distribution Practice (EU GDP 2013/C 343/01) and all relevant department procedures are followed effectively.
- All Pharmacy staff involved in the supply of medicines need to ensure they and the process of supply is compliant with all relevant legislation. For stock supply (including any medicine supplied under the WDA (H) Licence) Good Distribution Practice (EU GDP 2013/C 343/01) must be followed at all times. Staff have a personal responsibility to ensure that all activities undertaken within NBT Pharmacy Services are compliant with Good Distribution Practice (EU GDP 2013/C343/01) and all relevant department procedures are understood and followed appropriately. All Staff must complete the required training sessions in relation to both GDP and WDA (H) annually as identified by the Pharmacy training team.
This job description is an outline of the key tasks and responsibilities of the post and is not intended to be an exhaustive list. The job may change over time to reflect the changing needs of the Trust and commissioning arrangements, as well as the personal development needs of the post-holder, and will be subject to periodic review in association with the post holder.
Job description
Job responsibilities
- Responsible for the management of the operational day to day functions of the Procurement and Stores goods receipt services teams including ensuring that levels of staffing are appropriate within the teams on a day-to-day basis, including through the use of e-Roster, approving annual leave requests in a timely manner, recording sickness absence of staff, and managing weekend/bank holiday cover.
- Support the Lead Pharmacy Technician with recruitment of staff within the Pharmacy Procurement and Stores goods receipt services.
- Ensure that processes within Pharmacy Procurement and Stores goods receipt services teams have been appropriately risk assessed, and that appropriate equipment is available to staff, and that records of maintenance are held for the equipment.
- Responsible for managing the workload dictated by service needs, prioritising work according to clinical need and service requirements, and ensuring the day-to-day operation of the pharmacy Procurement and Stores goods receipt services teams is carried out within expected key performance indicators.
-
Responsible for and works closely with all staff within the Procurement and Stores goods receipt services teams to ensure any supply problems or queries with stocks purchased are in an accurate and timely manner to minimise shortages while ensuring that quality and value for money are paramount.
-
Ensures that continuing supply problems are effectively communicated to relevant Trust and departmental staff and liaises with Pharmacy Invoicing staff in connection with invoicing issues and problems and pricing queries.
-
Works with Clinical Pharmacy Team Leaders, and Pharmacy Procurement Lead to identify, plan, and develop new opportunities for Procurement and Stores goods receipt services, produce timetables for new service/system implementation, ensuring deadlines are met that have been agreed with all key decision makers.
-
Maintain the correct CMU contract information on the pharmacy computer system and ensure this information is communicated correctly in a timely manner.
-
Work with 3rd party providers to maintain continuity of supply ensuring any supply problems or queries are resolved and/or effectively communicated within the Trust.
-
Communicate effectively with pharmacy staff, wider trust staff, and Suppliers, to ensure that queries and issues are resolved in a timely manner.
-
The ability to demonstrate innovation and flexible thinking, to be self-motivated and have a high level of accuracy and attention to detail.
-
Excellent time management skills and the ability to work systematically and methodically with a very high degree of accuracy.
-
Responsible for ensuring that Standard Operating Procedures (SOPs) are in place, written, implemented, updated, and relevant to the task being carried out within the Procurement and Stores goods receipt services teams areas of Pharmacy.
-
Support any delegated actions regarding all levels of drug recalls and ensure that any actions required by the Pharmacy Procurement and Stores goods receipt services teams are completed, retrieving and quarantining stock where appropriate.
-
Ensures that any service changes or issues are effectively communicated to all relevant Trust and Departmental Staff.
-
Deals with urgent medication requests in a prompt and timely manner to ensure that patient treatment is not compromised.
-
Responsible for working with multidisciplinary healthcare teams to review and develop existing services and implement new services,
-
Developing training programmes for new staff and rotational staff, responsible for training and developing new Procurement and Stores goods receipt services staff and rotational staff including competency assessment and sign off.
-
Participates in the induction programme for all appropriate new staff to ensure they are aware of essential Procurement and Stores goods receipt services procedures.
-
Undertakes continuing Professional Development to maintain a high level of professional knowledge and competence in relation to Procurement services.
-
To investigate complaints involving or relating to Procurement and Stores goods receipt services, taking appropriate action, developing, and implementing necessary changes in practice to ensure improvement. Reviewing Datix to improve service provision.
-
Run regular reports to monitor and record Procurement and Stores goods receipt services team workload statistics and complete QMM data.
-
Takes responsibility for collection and accuracy of procurement and stores good receipt services KPI data.
-
Ensures that all systems and processes related to the smooth running of the Procurement and Stores goods receipt services are followed, and prepare the way for future developments, including but not limited to electronic working, to ensure that NBT Procurement and Stores goods receipt services are of a consistently high standard.
-
Keep up to date with current pharmaceutical practice and knowledge as required for personal and departmental development.
-
Line manager responsibilities including but not limited to; appraisals and objective setting, sickness absence management, disciplinary and performance matters, workload allocation, E-Rostering, development of training packages and induction programmes, and recruitment of new staff.
-
Responsible for producing and reviewing standard operating procedures for own work area as well as processes and procedures that involve service changes that will impact on other sections/departments and, ultimately, patients and ward stock supply services. To ensure these standard operating procedures and process changes are communicated thoroughly to all relevant sections/departments whilst ensuring all staff training is current and valid in line with SOPs in all aspects of services for Procurement and Stores goods receipt services Responsible for ensuring all staff are trained in, understands, and implements, safe practices, ensuring there are no barriers to understanding all aspects of the training as dealing with a wide variety of staff with different abilities - trains pre-registration Pharmacists and student Technicians in all aspects of Pharmacy Procurement and Stores goods receipt
-
Deputise the Specialist Pharmacy Technician: Procurement services.
-
Carry out operational activities as part of the Supply Services weekend rota.
-
Any other duties, which may be required by the Director of Pharmacy for the benefit of the service.
-
All Pharmacy staff involved in all aspects of Good Distribution Practice (EU GDP 2013/C 343/01) have a personal responsibility to ensure that all activities undertaken within NBT Pharmacy Services are compliant with Good Distribution Practice (EU GDP 2013/C 343/01) and all relevant department procedures are followed effectively.
- All Pharmacy staff involved in the supply of medicines need to ensure they and the process of supply is compliant with all relevant legislation. For stock supply (including any medicine supplied under the WDA (H) Licence) Good Distribution Practice (EU GDP 2013/C 343/01) must be followed at all times. Staff have a personal responsibility to ensure that all activities undertaken within NBT Pharmacy Services are compliant with Good Distribution Practice (EU GDP 2013/C343/01) and all relevant department procedures are understood and followed appropriately. All Staff must complete the required training sessions in relation to both GDP and WDA (H) annually as identified by the Pharmacy training team.
This job description is an outline of the key tasks and responsibilities of the post and is not intended to be an exhaustive list. The job may change over time to reflect the changing needs of the Trust and commissioning arrangements, as well as the personal development needs of the post-holder, and will be subject to periodic review in association with the post holder.
Person Specification
Education/Training/Qualifications
Essential
- NVQ Level 3 or equivalent, or BTEC National Certificate in Pharmacy Services, or a recognised equivalent qualification, or a qualification at degree level
- IT competencies equivalent to GCSE Grade C or above, including experience using Microsoft Office software Inc. Excel.
- Evidence of Continuous Professional Development
Desirable
- Leadership and Management Level 2 qualification
- Chartered Institute of Procurement Specialists
Work Experience
Essential
- Current registration with the General Pharmaceutical Council as a pharmacy technician or a minimum of 3/5 years' experience working within a Procurement environment for a large organisation either in Public or Private sector
- Experience of managing a team of two or more people
- Experience of using systematic working practices with very high degrees of accuracy
- Experienced in managing and applying CMU contract information to Pharmacy Systems - or willing to undertake and complete training within 6 months in post
- Experience in customer orientated services with a broad knowledge of customer care
- Experience of analysing financial data
Desirable
- Experience of working with multidisciplinary stakeholders
- Experience of writing standard operating procedures
Knowledge/Skills/Abilities
Essential
- Well-developed problem-solving skills
- Ability to react to and manage changing situations, work demands and priorities, and to liaise with staff and external contractors accordingly and to escalate whenever indicated
- High level of accuracy and attention to detail
- Training skills
Desirable
- Familiar with all relevant Trust Policies and Procedures
Personal Qualities/Special Circumstances
Essential
- Self-motivated individual with an organised and logical approach to work
- Ability to work flexibly under pressure as part of a busy team, and on own initiative without direct supervision to prioritise and achieve workload and deadlines
- Able to deal professionally with staff, patients and suppliers when dealing with sensitive information
- Ability to plan and organise on-going service delivery
- Excellent interpersonal skills
- Able to thrive on development/ change
- Staff are required to work any combination of hours between 08:00am - 19:00pm. Shift patterns will be allocated once appointed, as the Department is moving towards a full 7-day service and will include weekend working on a rotational basis between 09:00am - 17:00pm, across multiple sites. Shift patterns will be allocated once appointed and may be changed with prior notice to reflect the operational needs of the service
- Able to work accurately under pressure and interruptions
- Frequent requirement for detailed concentration
Desirable
- Able to cope with frequent, light, manual handling activities
Person Specification
Education/Training/Qualifications
Essential
- NVQ Level 3 or equivalent, or BTEC National Certificate in Pharmacy Services, or a recognised equivalent qualification, or a qualification at degree level
- IT competencies equivalent to GCSE Grade C or above, including experience using Microsoft Office software Inc. Excel.
- Evidence of Continuous Professional Development
Desirable
- Leadership and Management Level 2 qualification
- Chartered Institute of Procurement Specialists
Work Experience
Essential
- Current registration with the General Pharmaceutical Council as a pharmacy technician or a minimum of 3/5 years' experience working within a Procurement environment for a large organisation either in Public or Private sector
- Experience of managing a team of two or more people
- Experience of using systematic working practices with very high degrees of accuracy
- Experienced in managing and applying CMU contract information to Pharmacy Systems - or willing to undertake and complete training within 6 months in post
- Experience in customer orientated services with a broad knowledge of customer care
- Experience of analysing financial data
Desirable
- Experience of working with multidisciplinary stakeholders
- Experience of writing standard operating procedures
Knowledge/Skills/Abilities
Essential
- Well-developed problem-solving skills
- Ability to react to and manage changing situations, work demands and priorities, and to liaise with staff and external contractors accordingly and to escalate whenever indicated
- High level of accuracy and attention to detail
- Training skills
Desirable
- Familiar with all relevant Trust Policies and Procedures
Personal Qualities/Special Circumstances
Essential
- Self-motivated individual with an organised and logical approach to work
- Ability to work flexibly under pressure as part of a busy team, and on own initiative without direct supervision to prioritise and achieve workload and deadlines
- Able to deal professionally with staff, patients and suppliers when dealing with sensitive information
- Ability to plan and organise on-going service delivery
- Excellent interpersonal skills
- Able to thrive on development/ change
- Staff are required to work any combination of hours between 08:00am - 19:00pm. Shift patterns will be allocated once appointed, as the Department is moving towards a full 7-day service and will include weekend working on a rotational basis between 09:00am - 17:00pm, across multiple sites. Shift patterns will be allocated once appointed and may be changed with prior notice to reflect the operational needs of the service
- Able to work accurately under pressure and interruptions
- Frequent requirement for detailed concentration
Desirable
- Able to cope with frequent, light, manual handling activities
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.
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).
Additional information
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).
