Job summary
We are looking for an enthusiastic and motivated Procurement administration Officer to join our Procurement team.
Applicants should have good communication skills and be able to work accurately within a busy Pharmacy setting.
Main duties of the job
You will assist in the safe and effective procurement of pharmaceuticals for the patients of the Trust and provide administrative support in the monitoring and invoicing of pharmaceuticals.
About us
Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 9000 dedicated and skilled staff across 21 sites.
We strongly believe that the communities we serve should all have access to Five Star Patient Care.
Our Services
Acute Care
Providing emergency and maternity services at Whiston, Southport and Ormskirk hospitals, and medical and surgical specialties across all our sites.
Primary Care
Providing primary care services at Marshalls Cross Medical Centre situated in St Helens Hospital.
Community Services
Providing adult community services for St Helens and a wheelchair service in Chorley, South Ribble, and West Lancashire. Our inpatient unit at Newton Community Hospital is where patients needing acute hospital beds can continue rehabilitation, freeing up space for more unwell patients. We also provide urgent care at our Urgent Treatment Centre located in St Helens town centre.
Specialist Regional Services
We provide the Mersey Regional Burns & Plastic Surgery Unit at Whiston Hospital and the Spinal Injuries Unit at Southport Hospital to more than 4 million people across the whole of Merseyside, West Lancashire, Cheshire, Isle of Man and North Wales.
Achievements:
o Rated Outstanding by CQC Inspection August 2018
o Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
o National Preceptorship Accreditation (2023) for Nursing & AHP Preceptorship Programme
Job description
Job responsibilities
KEY DUTIES
- To place orders for pharmaceuticals using the pharmacy electronic ordering systems, following local procedures for sourcing from external suppliers and using own judgement in selecting the appropriate supplier following contract arrangements.
- To be an authorised signatory for the ordering of pharmaceuticals with delegated authority of up to £15K.
- To be responsible for checking the accuracy of invoices for pharmaceuticals against regional / national contract prices using the pharmacy computer systems and provide complex information to the finance department in relation to orders placed which may require adjustment.
- To be responsible for communicating with external suppliers in relation to any invoice discrepancies and to take action to rectify.
- To take action if discrepancies occur between ordering and delivery, liaising with external suppliers to arrange credits and returns.
- To authorise invoices for payment once goods are received.
- To pursue outstanding orders for pharmaceuticals urgently required on a daily basis and seek alternative suppliers where necessary.
- To assist in the implementation of procedures relating to the procurement of pharmaceuticals to provide an efficient and effective administration service.
- To be responsible for maintaining an orderly filing system for all orders, delivery notes, to-follows and unlicensed material documentation.
- To provide complex information to external suppliers for the ordering of named patient supplies, maintaining patient confidentiality at all times.
- To assist in the running of relevant reports required by the procurement office for internal audit and to update the pharmacy computer database (JAC / WellSky) as necessary.
- To participate in audit and stock taking processes where appropriate
- To assist in the implementation of new technology relevant to procurement and distribution.
- To assist other members of staff in the performance of an efficient and cost effective service.
- To participate in all Saturday, Sunday, evening, on-call and bank holiday rotas in response to the changing needs of the Pharmacy service.
Job description
Job responsibilities
KEY DUTIES
- To place orders for pharmaceuticals using the pharmacy electronic ordering systems, following local procedures for sourcing from external suppliers and using own judgement in selecting the appropriate supplier following contract arrangements.
- To be an authorised signatory for the ordering of pharmaceuticals with delegated authority of up to £15K.
- To be responsible for checking the accuracy of invoices for pharmaceuticals against regional / national contract prices using the pharmacy computer systems and provide complex information to the finance department in relation to orders placed which may require adjustment.
- To be responsible for communicating with external suppliers in relation to any invoice discrepancies and to take action to rectify.
- To take action if discrepancies occur between ordering and delivery, liaising with external suppliers to arrange credits and returns.
- To authorise invoices for payment once goods are received.
- To pursue outstanding orders for pharmaceuticals urgently required on a daily basis and seek alternative suppliers where necessary.
- To assist in the implementation of procedures relating to the procurement of pharmaceuticals to provide an efficient and effective administration service.
- To be responsible for maintaining an orderly filing system for all orders, delivery notes, to-follows and unlicensed material documentation.
- To provide complex information to external suppliers for the ordering of named patient supplies, maintaining patient confidentiality at all times.
- To assist in the running of relevant reports required by the procurement office for internal audit and to update the pharmacy computer database (JAC / WellSky) as necessary.
- To participate in audit and stock taking processes where appropriate
- To assist in the implementation of new technology relevant to procurement and distribution.
- To assist other members of staff in the performance of an efficient and cost effective service.
- To participate in all Saturday, Sunday, evening, on-call and bank holiday rotas in response to the changing needs of the Pharmacy service.
Person Specification
Other
Essential
- Supportive of colleagues of all grades
- Ability to participate in the departmental rota for late and weekend working
Skills
Essential
- Good verbal and communication skills both face to face and using telephones
- Ability to talk to patients, staff and other senior health professionals
- Ability to work accurately and efficiently with good attention to detail
- Good administration skills including record-keeping
- Ability to concentrate for long periods of time and able work under pressure
- Hardworking with a determination to overcome obstacles and understand the importance and context of the role.
- Self-motivated team player with the ability to motivate the team performance to achieve objectives
Knowledge & Experience
Essential
- Experience working in Pharmacy
- Experience of Working with computer systems
Desirable
- Experience in using the JAC Pharmacy Computer System
- Experience of clerical / administrative work
Qualifications
Essential
- Has completed a recognised dispensing qualification
Desirable
- NVQ Level 2 Pharmacy services qualification
Person Specification
Other
Essential
- Supportive of colleagues of all grades
- Ability to participate in the departmental rota for late and weekend working
Skills
Essential
- Good verbal and communication skills both face to face and using telephones
- Ability to talk to patients, staff and other senior health professionals
- Ability to work accurately and efficiently with good attention to detail
- Good administration skills including record-keeping
- Ability to concentrate for long periods of time and able work under pressure
- Hardworking with a determination to overcome obstacles and understand the importance and context of the role.
- Self-motivated team player with the ability to motivate the team performance to achieve objectives
Knowledge & Experience
Essential
- Experience working in Pharmacy
- Experience of Working with computer systems
Desirable
- Experience in using the JAC Pharmacy Computer System
- Experience of clerical / administrative work
Qualifications
Essential
- Has completed a recognised dispensing qualification
Desirable
- NVQ Level 2 Pharmacy services qualification
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.
