Job responsibilities
JOB SUMMARY
The post
holder will be an experienced operations manager who will provide business support
and operational leadership to the pharmacy team ensuring we deliver effective,
efficient, and high-quality pharmacy services.
As a key
member of the Pharmacy Leadership team the post holder will contribute to the overall
success of pharmacy services in accordance with departmental and the Trusts
strategic objectives.
Support and
develop operational/ business support staff and optimally deploy their skills
to free up registered professionals to provide frontline services and undertake
medicines governance work.
KEY RESULT
AREAS:
Strategy and Planning
-
provide operational management and contribute to the strategic
development for the Pharmacy department.
-
provide business planning and leadership to ensure key targets/projects
are successfully delivered in accordance with local Trust and national agendas,
for example aligned to sustainability, equality and diversity agendas.
-
be aware of wider Trust, region and NHS strategic plans and risks. Be
able to determine their possible
implications for pharmacy services and medicines use. Anticipate and respond to
changing requirements for pharmacy services within the trust.
-
undertake cost analysis and options appraisals according to service need
and identify opportunities for cost reduction and financial efficiencies
(ensuring that patient safety and care remains the highest priority), highlight
these to senior managers and groups as appropriate, and where applicable
implement these changes.
-
Contributes to formulating medium- and long-term strategic plans, which
involve uncertainty and which impact across the Trust.
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As a member of the senior pharmacy leadership team, develop and implement
long term strategic plans specific to the pharmacy service that support the achievement
of the Trusts strategy.
-
Develop, deliver and evaluate departmental business, project and other
such plans.
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Plan operational activities or programmes of work ensuring resources are
appropriately deployed to support the safe and efficient running of the
pharmacy service.
-
Business Continuity lead for the service, planning and testing
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As a member of the senior pharmacy leadership team develop the clinical
governance, assurance and other plans for the service and take responsibility
for the delivery of projects and initiatives.
-
Continually seek opportunities for service innovation, improving quality
and efficiency within the service and across the service boundaries.
Service Development,
Quality and Performance Management
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use data, audit and feedback to evaluate service provision, identifying
opportunities to improve systems, processes, optimise the use of technology and
other new ways of working.
-
take operational responsibility for the implementation of service
developments.
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Involve patients, carers, staff from other professions and external agencies
in this work.
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Ensure information resources and systems used within the service are
maintained and that all records kept are accurate and up to date.
-
Leads on Information Governance (IG) and confidentiality
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Ensure that frameworks are in place to effectively manage and monitor
delivery of the agreed pharmacy services key performance indicators.
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Produce reports, based on robust and reliable data, for submission to
senior managers, groups and committees.
-
Ensure that the delivery, maintenance, development and review of pharmacy
services are aimed at improving the experience of service users and providing
safe and effective care.
-
Provide general non-clinical information and advice to service users,
carers and relatives during incidental contacts.
-
Take a
lead in the development of policies, procedures and local working instructions
ensuring the department has policies and procedures in place covering key areas
of activity.
-
Contributes
to and ensures compliance with the corporate policies.
Workforce Development
and Human Resource Management
-
recruit, line manage, support and develop
operational/ business support staff and optimally deploy their skills to free
up registered professionals to provide frontline services and undertake medicines
governance work.
-
Oversee pharmacy service staffing rotas using the e-roster system,
monitor and manage workforce appraisal, supervision and training stats.
-
Co-ordinate and support managers with HR-related processes for new
starters, leavers, absence and other HR management.
-
Work with Education leads to ensure there is an efficient and effective
training and development structure for all staff and students, to allow them to
progress within the service and support succession planning. This would include
timetabling inductions, study and training sessions, developing e-learning
packages, developing job-plans and accessing available funding.
-
Lead for writing, reviewing, and developing Job descriptions in response
to service changes.
-
Line manager for operational administration staff within the pharmacy
team ensuring they receive training, support, supervision and an annual
appraisal and that any recruitment and selection, absence, performance or other
issues are managed in accordance with Trust policy/ procedure.
-
Responsible for overseeing the pharmacy team workforce planning/ skill
mix, rotas /e-rostering, leave and appraisal/ training/ supervision, in
conjunction with relevant managers.
-
Provide advice, leadership and clear direction when contributing to
workforce planning, learning needs analysis and delivery.
-
Respond to incidents including fact finds, investigations and hearings.
Operational Management
-
Ensure that national and corporate targets/objectives are translated into
operational plans.
-
Provide clear and consistent leadership to staff in the delivery of those
plans, which may require adjustment to ensure organisational and departmental
priorities are met.
-
Responsible for managing competing priorities and interdependencies within
the role to support service flexibility and responsiveness.
-
Work with pharmacy service leads to ensure key functions are underpinned
by standard operating procedures and guidance. Take a lead in co-ordinating the
development of policies and procedures in relation to the business operations
of the service.
-
Convene, chair and attend relevant in-house, Trust and ICS or Regional
operational and business meetings.
-
Lead on the pharmacy services business continuity planning, responding
to FOI requests, compliance with health and safety requirements and managing
the services risk register.
-
Review incidents, complaints and concerns from an operational perspective
in conjunction with the Trusts customer services, patient safety, quality
improvement teams and Pharmacy leadership team, taking action as appropriate
and ensuring that learning is disseminated to all staff.
-
advise and guide the team in relation to corporate documentation,
including polices changes and operational or workforce procedures relevant to the
service.
-
Implement business processes in line with trust direction and service
requirements.
Financial Management
- delegated accountability for pharmacy
budgetary management working within the Trusts standing financial instructions.
-
The management of the Pharmacy pay and non-pay budget is delegated to the
post holder to:
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Manage alongside the pharmacy
leadership team, the pharmacy staff and non-staff budgets, including training
costs and funding streams, communicate details of this in a clear and concise
manner.
-
Develop budget and cost improvement plan for the service.
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Lead and support bids for funding related to the provision of pharmacy
services, also for activities such as training and research.
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Ensure that procurement activity complies with Trust standards e.g. tendering
and procurement processes.
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Ensuring processes in place for the raising and approval of orders.
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Ensuring that the Trusts funds are properly used, represent value for
money and can withstand public scrutiny.
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Management of the departments Service Level Agreements in relation to
medicines and equipment including tendering and awards in conjunction with the trust contracts manager
Procurement, Logistics,
and Distribution
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oversee and approve pharmacy service (non-drug) orders and expense
claims. Ensure value for money, identify cost saving opportunities.
-
Work with colleagues in facilities, estates, transport, IT and other
services to enable the pharmacy service to run safely and efficiently.
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Oversee the transport contract for couriers and Taxis, work with the companies
to resolve issues and ensure safe, cost effective service is maintained.
Communications
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manage the pharmacy web pages and in-house document management systems to
ensure information is easily accessible and up to date.
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Oversee and support the issuing of staff briefings and other such
communications.
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The post holder will deal directly with service
users families and carers, in response to complaints around the pharmacy service,
investigating and reporting on the complaints and outcomes. They will access clinical
staff for expert advice where required.
-
The post holder is required to have highly developed communication and
relationship skills in order to engage, persuade, influence and motivate a wide
range of stakeholders to commit to strategic plans and programs of work and
maintain effective working relationships.
For full details of the role please see the supporting documents attached.
