Job summary
To ensure all Homecare prescriptions generated within CDDFT
are processed correctly and are transmitted to the relevant Homecare companies.
To follow departmental standard operating procedures (SOPs)
to raise orders against Homecare delivery confirmations.
To process Homecare invoices through the pharmacy
procurement management system in line with departmental SOPS.
To be first point of contact for CDDFT clinical specialists
to resolve any issues relating to the processing of homecare prescriptions.
To be first point of contact for Homecare
providers to resolve any queries relating to invoice issues or discrepancies
between quantities supplied or contact issues
Main duties of the job
To work closely with the Lead Technician and Senior
Technician for Homecare and Procurement and the Strategic Lead Pharmacist for
Homecare to ensure a safe and efficient Homecare service is maintained to meet
the recommendations of the National Homecare Review committee and to ensure all
financial processes are made according to the Trusts Standing Financial
Instructions.
To undertake clerical duties to support the collection of
data relating to homecare services and Freedom of Information (FOI) requests.
To ensure Homecare prescription logs are kept up to date and
housekeeping is undertaken at regular intervals.
To support the Homecare and Procurement Administration
Assistants with all aspects of homecare processes.
To ensure patient identifiable data is only kept for a long
as is required and processes for archiving and disposal of records are
followed.
To generate reports and provide supporting information to
allow the organisation to understand its overall management of the Homecare
schemes.
About us
If you are being interviewed you must accept an interview slot in the system to continue, even if you have arranged with the manager
You must be able to produce ALL certificates stated essential in the person specification or you will not be able to complete pre-employment checks
We provide hospital services from two acute sites - Darlington Memorial Hospital and University Hospital of North Durham. We have a centre for planned care in Bishop Auckland and provide care from community hospitals in Chester-le-Street, Shotley Bridge, Barnard Castle, Sedgefield and Weardale as well as over 80 other community based settings and providing care in patients' homes.
We particularly welcome applications from disabled and Black, Asian and Minority Ethnic (BAME) candidates as BAME and disabled people are currently under-represented
From April 1 2024 we are unable to offer sponsorship for healthcare roles that do not meet the minimum salary £23,200, to apply you must have Right to Work in the United Kingdom. If you are in the UK on a VISA please ensure you have no restrictions that would prevent you from taking this post
Full Job Descriptions can be found in the adverts supporting documents
Job description
Job responsibilities
To ensure that:
Pharmacy
Procurement and Homecare Administration Assistants are supported whilst they
undertake homecare processes
All
departmental SOPs relating to Homecare services are adhered to
All
Homecare prescriptions received by the homecare team have: been professionally checked by a
pharmacist a total quantity to supply
annotated a Purchase order (PO) number
generated and this is annotated on the prescription
All
Homecare prescriptions and associated registration documents are transferred to
the Homecare providers within agreed timescales as set out by the Strategic
Lead Pharmacist for Homecare
Medications
that we receive invoices from Homecare providers for match the medications,
devices and quantities on the prescription provided
The
pharmacy computer system is appropriately used to ensure: orders are being raised for the
correct homecare products all processes relating to
raising, authorising and receiving orders are completed in line with SOPsthe correct prices are being
charged to CDDFT by the Homecare Providers all invoices for medications
that have been supplied to patients are processed accurately and in a timely manner
Invoices
queries are investigated in a timely manner to ensure resolution by liaison
with external Providers
Any
outstanding and overdue invoices are cleared by liaising with external Homecare
providers and the Trust Financial Service Department
Unresolved
invoice discrepancies are escalated to the Lead and Senior Technician for
Homecare and Procurement for further investigation
Monthly
statements from the Homecare companies are checked and that any overdue amounts
are investigated in conjunction with the Trusts Financial Services Department
Regular
supplier error monitoring is undertaken (identified at invoicing stage)
Monthly
financial reports are produced detailing expenditure on Homecare services for
the Trust
As a member of the senior team within Appleton house offer
support to other members of the team during Lead or Senior Technician absence
Job description
Job responsibilities
To ensure that:
Pharmacy
Procurement and Homecare Administration Assistants are supported whilst they
undertake homecare processes
All
departmental SOPs relating to Homecare services are adhered to
All
Homecare prescriptions received by the homecare team have: been professionally checked by a
pharmacist a total quantity to supply
annotated a Purchase order (PO) number
generated and this is annotated on the prescription
All
Homecare prescriptions and associated registration documents are transferred to
the Homecare providers within agreed timescales as set out by the Strategic
Lead Pharmacist for Homecare
Medications
that we receive invoices from Homecare providers for match the medications,
devices and quantities on the prescription provided
The
pharmacy computer system is appropriately used to ensure: orders are being raised for the
correct homecare products all processes relating to
raising, authorising and receiving orders are completed in line with SOPsthe correct prices are being
charged to CDDFT by the Homecare Providers all invoices for medications
that have been supplied to patients are processed accurately and in a timely manner
Invoices
queries are investigated in a timely manner to ensure resolution by liaison
with external Providers
Any
outstanding and overdue invoices are cleared by liaising with external Homecare
providers and the Trust Financial Service Department
Unresolved
invoice discrepancies are escalated to the Lead and Senior Technician for
Homecare and Procurement for further investigation
Monthly
statements from the Homecare companies are checked and that any overdue amounts
are investigated in conjunction with the Trusts Financial Services Department
Regular
supplier error monitoring is undertaken (identified at invoicing stage)
Monthly
financial reports are produced detailing expenditure on Homecare services for
the Trust
As a member of the senior team within Appleton house offer
support to other members of the team during Lead or Senior Technician absence
Person Specification
Qualifications
Essential
- GCSE English and Maths (Grade C and above or equivalent)
- NVQ Level 3 in Business Administration (or equivalent qualification) or equivalent knowledge/experience
Desirable
- Basic NHS Purchasing Knowledge
Experience
Essential
- Experience of an administrative role providing general provision of administrative duties in a challenging and constantly changing environment
- Demonstrate Experience of using Microsoft Word
- Experience in setting up and maintaining office filing systems
- Experience of maintaining and setting up databases
- Experience in planning and organising meetings and taking notes
- Experience of providing administrative support to a team
- Experience of purchasing and/or finance.
- Experience of establishing tracking/ monitoring systems
Desirable
- Previous experience of pharmacy computer systems
- Experience of dispensing/supply of medication
Special Skills & Knowledge
Essential
- Knowledge of computer packages, e.g. Word, Excel, Outlook and PowerPoint
- IT Skills
- Ability to analyse and present data using Excel and Access packages
- Ability to use email and maintain and update paper and electronic diaries
- Knowledge of Data Protection and Caldicott Principles and understanding of the need to maintain strict confidentiality
- Ability to use discretion and maintain confidentiality
- Good interpersonal skills
- Excellent verbal and written communication skills, with the ability to deal with and prepare routine verbal and written correspondence and the ability to obtain information and pass on comprehensive and confidential messages.
- Ability to communicate accurately, verbally, courteously and effectively with a wide range of staff, professionals and members of the public
- Able to use own initiative to resolve routine queries, in line with departmental procedures.
- Able to work with minimal supervision following set procedures.
- Ability to organise and prioritise workload in order to meet deadlines
- Ability to work as a member of a team
- Committed to quality customer care/delivering excellent customer service.
- Flexible approach to work and adaptable to change.
- Ability to cope with unpredictable workloads in a timely, efficient and reliable manner
- Good communication and organisational skills.
- Analytical skills
- Numerically literate
Desirable
- Understanding of the Homecare service
- Understanding of business processes applicable to the NHS
- Understanding of common clinical terminology appropriate to the setting
Special Requirements
Essential
- Team player able to demonstrate own initiative.
- Attention to detail.
- Ability to plan, organise and prioritise workload within own limits and service objectives
Desirable
- Ability to work under pressure
Person Specification
Qualifications
Essential
- GCSE English and Maths (Grade C and above or equivalent)
- NVQ Level 3 in Business Administration (or equivalent qualification) or equivalent knowledge/experience
Desirable
- Basic NHS Purchasing Knowledge
Experience
Essential
- Experience of an administrative role providing general provision of administrative duties in a challenging and constantly changing environment
- Demonstrate Experience of using Microsoft Word
- Experience in setting up and maintaining office filing systems
- Experience of maintaining and setting up databases
- Experience in planning and organising meetings and taking notes
- Experience of providing administrative support to a team
- Experience of purchasing and/or finance.
- Experience of establishing tracking/ monitoring systems
Desirable
- Previous experience of pharmacy computer systems
- Experience of dispensing/supply of medication
Special Skills & Knowledge
Essential
- Knowledge of computer packages, e.g. Word, Excel, Outlook and PowerPoint
- IT Skills
- Ability to analyse and present data using Excel and Access packages
- Ability to use email and maintain and update paper and electronic diaries
- Knowledge of Data Protection and Caldicott Principles and understanding of the need to maintain strict confidentiality
- Ability to use discretion and maintain confidentiality
- Good interpersonal skills
- Excellent verbal and written communication skills, with the ability to deal with and prepare routine verbal and written correspondence and the ability to obtain information and pass on comprehensive and confidential messages.
- Ability to communicate accurately, verbally, courteously and effectively with a wide range of staff, professionals and members of the public
- Able to use own initiative to resolve routine queries, in line with departmental procedures.
- Able to work with minimal supervision following set procedures.
- Ability to organise and prioritise workload in order to meet deadlines
- Ability to work as a member of a team
- Committed to quality customer care/delivering excellent customer service.
- Flexible approach to work and adaptable to change.
- Ability to cope with unpredictable workloads in a timely, efficient and reliable manner
- Good communication and organisational skills.
- Analytical skills
- Numerically literate
Desirable
- Understanding of the Homecare service
- Understanding of business processes applicable to the NHS
- Understanding of common clinical terminology appropriate to the setting
Special Requirements
Essential
- Team player able to demonstrate own initiative.
- Attention to detail.
- Ability to plan, organise and prioritise workload within own limits and service objectives
Desirable
- Ability to work under pressure
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.
