Dispenser and Practice admin
NHS North Of England Commissioning Support Unit
The closing date is 25 April 2025
Job summary
We are currently looking for a Admin and dispenser to start in immediately. You must have an appropriate certificated qualification in dispensing as well as experience working in a GP dispensary or other Pharmacy. In addition to the Dispensary Role , the appointee will be supporting general reception admin as well .
Candidates should be organized, able to work independently, use own initiative and manage your workload, have excellent written and verbal communication skills, proven accuracy in dispensing activities with proficient IT knowledge and skills and an excellent customer service manner.
Training on the job will be provided. Salary commensurate with qualifications and experience. In order for the practice to provide a quality service to its patients and meet its contractual obligations, flexibility and multi-tasking within the dispensary is an important requirement of the post.
Main duties of the job
You will ensure the smooth running of our GP reception and dispensary function and will work along other dispensary and admin colleagues.
You will be responsible for ensuring that we function collaboratively and for maximising dispensary profitability while continuing to support the administration teams
Appointment booking and managing day to day patient queries and workload in admin and reception
Effective stock management
Retention of dispensing patients
Maximising financial claims and income from incentive and medicines optimisation schemes
Liaising with wholesalers to ensure appropriate discounts and deals are obtained.
Monitor and maximise productivity in admin and dispensary workstreams.
Design and implement processes to ensure effective cash management within the dispensary and reception .
About us
We are a large rural practice with around 3000 patients. As a Total Triage practice within a successful Primary Care Network, we have a wonderful opportunity to transform care for our patients. We offer a welcoming practice environment, 25 days pro rata annual leave plus bank holidays, access to the NHS pension scheme and the chance to shape this brand-new role which we see as central to the future of the practice and to delivering a high quality service for our dispensing patients. For an informal chat about the role, please contact Dee Chennenahalli via dee.chennenahalli1@nhs.net, 01388 718230 Reports to: Supervisor and Practice Manager
Date posted
25 March 2025
Pay scheme
Other
Salary
£24,570 a year
Contract
Permanent
Working pattern
Flexible working
Reference number
I9869-2592
Job locations
Pinfold Medical Practice
Pinfold Lane
Butterknowle
Bishop Auckland
County Durham
DL13 5NX
Job description
Job responsibilities
MAJOR DUTIES AND RESPONSIBILITIES OF THE ROLE
The following describes the main duties of the dispenser and is not exhaustive. In addition to the below dispensary role, you will also be required to cover Reception and telephones when required. Additional training to carry out this duty will be given on site by the Practice.
o Serve at Reception
o Handle incoming call and queries
o Appointment booking and care navigation to right service
o Office admin work relation to medical records and work generated in the reception.
o Use the Practice electronic database (System One)
o Receive requests from patients for repeats prescriptions/dispensed medications.
o Prepare prescriptions for the doctors to sign. When dealing with Controlled Drugs (CDs) follow all correct procedures.
o Ordering and managing stock levels appropriately.
o Ensure that details of the issue of all dispensed medications/repeat prescriptions are entered on the appropriate patient record.
o Where information received is incorrect or insufficient, ensure that the request for medication is referred to the appropriate doctor for action.
o Provide the point of contact for patients with enquiries relating to medications and ensure follow-up action is taken if the enquiry cannot be resolved immediately.
o Ensure those problems and queries regarding medications are brought to the attention of the appropriate doctor and that follow-up action is taken to resolve such matters.
o Make regular checks on repeat prescriptions/dispensed medications issued and bring to the attention of the appropriate doctor any that are not collected.
o Ensure that the patient or their representative correctly completes prescription forms for dispensed medications.
o Ensure that the correct fee is paid the by the patient or their representative for dispensed medication where appropriate.
o Understand and comply with the Cautionary & Advisory Labels for Dispensed Medications requirements.
o Be aware of the procedures for reporting of Suspected Adverse Drug Reactions and liaise with the Dispensary GP Lead accordingly.
o Follow the guidelines for Safe and Secure Handling of medicines and prescription forms.
o Carry out a daily/weekly/monthly reconciliation of dispensing income and prescriptions.
o Prepare dispensary income for banking on a weekly basis; reconciliation of cash till.
o Prepare and forward all appropriate documentation to the Prescription Pricing Authority on a monthly basis.
o Participates in audits when required.
o Assisting when required to meet targets in relation to dispensing doctors scheme
o Be conversant with the appropriate publications/reference material as required in the day to day operation of the dispensary.
o Provide relief cover for other dispensing staff as and when required.
o Comply with the Practice No Smoking policy.
o Due to the small numbers of staff, two or more dispensers CANNOT be on leave at the same time. Co-operation and timely communication between dispensary staff is there important when arranging annual leave.
SPECIAL REQUIREMENTS OF THE POST:
This list is not exhaustive.
Keyboard skills and computer literacy essential to include taking an active role in IT development, procurement & modernisation in the dispensary.
Proven accuracy in transcribing information from request to issue of prescriptions/ dispensing medications.
Ability to work without supervision and determine own & dispensary workload priorities.
Problem solving & working co-operatively with dispensary staff
Assist in all aspects of dispensary stock control
Have a sound knowledge and understanding of VAT in the dispensary and ensure stock is appropriately identified, liaising with clinicians and dispensary staff as and when required.
Assist in temperature recording of pharmacy fridge in the dispensary
Assist in maintenance of dispensary equipment e.g. cleaning of tablet dispenser etc
Co-operate with Health & Safety measures within the dispensary
Co-operate with all aspects of Controlled Drug procedures
An understanding, acceptance and adherence to the Practice Dispensary Protocol.
Excellent communication skills and customer service.
Undergo training on a regular basis to include mandatory training (Life Support, Fire Safety) and attend at least one dispensary related training event annually. Maintain CPD portfolio; attend annual appraisal.
To follow all Practice policies, procedures and protocols.
Commitment to dispensary work colleagues in particular and Practice team in general.
Attend Practice Team Meetings, Time In and Time Out events
Proactive management of own CPD/training
Proactively participate in audits and quality initiatives.
In order for the Practice to provide a quality service to its patients and meet its contractual obligations, the start and finish times of any shift are not negotiable e.g. a request to start late and finish late could not be accommodated due to booked appointment sessions and the need to dispense acute prescriptions, workload management and so on.
OTHER REQUIREMENTS OF THE POST:
Confidentiality
In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately. In the perform of the duties outlined in the Job Description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential.
Information relating to patients, carers, colleagues, other healthcare workers or business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Time Keeping
Punctuality is important as it demonstrates that staff are dedicated to their job, interested in their work and capable of handling responsibility. Being punctual helps an employee project a sense of professionalism and commitment, shows that they respect the Practice Leadership, are considerate of work colleagues and fully engaged in being part of a team. When employees are punctual, the workplace operates smoothly.
Staff are expected to arrive on time for work! By aiming to arrive at work 15 minutes before the start of a shift, this gives staff a cushion of time for dealing with the unexpected.
Health & Safety
The post-holder will assist in promoting and maintain their own and others health, safety and security as defined in the practice Health & Safety Policy, to include:
o Using personal security systems within the workplace according to practice guidelines
o Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
o Making effective use of training to update knowledge and skills
o Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
o Reporting potential risks identified.
Personal/Professional Development
o The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to additionally include:
o Participation in an annual individual performance review, including responsibility for maintaining a records of own personal and/or professional development
o Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
o Will wear the practice uniform and maintain a professional, clean, neat & tidy appearance in keeping with the Practice policy.
Quality
The post-holder will strive to maintain quality within the practice, and will:
o Alert other team members to issues of quality and risk
o Assess own performance and take accountability for own actions, either directly or under supervision
o Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
o Work effectively with individuals in other agencies to meet patients needs
o Effectively manage own time, workload and resources.
Communication
The post-holder should recognize the importance of effective and timely communication as well as the need for a courteous and professional attitude whether communicating with the public including patients, practice team or other NHS staff, and will strive to:
o Communicate effectively with all team members and in a timely manner
o Communicate effectively with the public, patients and carers and in a timely manner
o Recognize peoples needs for alternative methods of communication and respond accordingly
o Ensure that all communications are professional and in keeping with the principals of good customer service referred to above
Contribution to the Implementation of Services
The post-holder will:
o Follow all practice policies, procedures and protocols
o Discuss with other members of the team how the policies, standards and guidelines will affect own work if appropriate
o Participate & co-operate in Practice audits
o Cooperate fully with quality and improvement initiatives including work the Practice does to meet CQC standards
Reporting
The post-holder reports to the Practice Manager in the first instance. If the Practice Manager is on annual leave, then the post-holder may report to one of the GP Partners in the interim.
Practice Partners
The Practice GP Partner head the organisation and is Dr S G Chandrasekhar
Practice Leadership
The Practice Leadership is comprised of the Practice GP Partner and the Practice Manager.
Job description
Job responsibilities
MAJOR DUTIES AND RESPONSIBILITIES OF THE ROLE
The following describes the main duties of the dispenser and is not exhaustive. In addition to the below dispensary role, you will also be required to cover Reception and telephones when required. Additional training to carry out this duty will be given on site by the Practice.
o Serve at Reception
o Handle incoming call and queries
o Appointment booking and care navigation to right service
o Office admin work relation to medical records and work generated in the reception.
o Use the Practice electronic database (System One)
o Receive requests from patients for repeats prescriptions/dispensed medications.
o Prepare prescriptions for the doctors to sign. When dealing with Controlled Drugs (CDs) follow all correct procedures.
o Ordering and managing stock levels appropriately.
o Ensure that details of the issue of all dispensed medications/repeat prescriptions are entered on the appropriate patient record.
o Where information received is incorrect or insufficient, ensure that the request for medication is referred to the appropriate doctor for action.
o Provide the point of contact for patients with enquiries relating to medications and ensure follow-up action is taken if the enquiry cannot be resolved immediately.
o Ensure those problems and queries regarding medications are brought to the attention of the appropriate doctor and that follow-up action is taken to resolve such matters.
o Make regular checks on repeat prescriptions/dispensed medications issued and bring to the attention of the appropriate doctor any that are not collected.
o Ensure that the patient or their representative correctly completes prescription forms for dispensed medications.
o Ensure that the correct fee is paid the by the patient or their representative for dispensed medication where appropriate.
o Understand and comply with the Cautionary & Advisory Labels for Dispensed Medications requirements.
o Be aware of the procedures for reporting of Suspected Adverse Drug Reactions and liaise with the Dispensary GP Lead accordingly.
o Follow the guidelines for Safe and Secure Handling of medicines and prescription forms.
o Carry out a daily/weekly/monthly reconciliation of dispensing income and prescriptions.
o Prepare dispensary income for banking on a weekly basis; reconciliation of cash till.
o Prepare and forward all appropriate documentation to the Prescription Pricing Authority on a monthly basis.
o Participates in audits when required.
o Assisting when required to meet targets in relation to dispensing doctors scheme
o Be conversant with the appropriate publications/reference material as required in the day to day operation of the dispensary.
o Provide relief cover for other dispensing staff as and when required.
o Comply with the Practice No Smoking policy.
o Due to the small numbers of staff, two or more dispensers CANNOT be on leave at the same time. Co-operation and timely communication between dispensary staff is there important when arranging annual leave.
SPECIAL REQUIREMENTS OF THE POST:
This list is not exhaustive.
Keyboard skills and computer literacy essential to include taking an active role in IT development, procurement & modernisation in the dispensary.
Proven accuracy in transcribing information from request to issue of prescriptions/ dispensing medications.
Ability to work without supervision and determine own & dispensary workload priorities.
Problem solving & working co-operatively with dispensary staff
Assist in all aspects of dispensary stock control
Have a sound knowledge and understanding of VAT in the dispensary and ensure stock is appropriately identified, liaising with clinicians and dispensary staff as and when required.
Assist in temperature recording of pharmacy fridge in the dispensary
Assist in maintenance of dispensary equipment e.g. cleaning of tablet dispenser etc
Co-operate with Health & Safety measures within the dispensary
Co-operate with all aspects of Controlled Drug procedures
An understanding, acceptance and adherence to the Practice Dispensary Protocol.
Excellent communication skills and customer service.
Undergo training on a regular basis to include mandatory training (Life Support, Fire Safety) and attend at least one dispensary related training event annually. Maintain CPD portfolio; attend annual appraisal.
To follow all Practice policies, procedures and protocols.
Commitment to dispensary work colleagues in particular and Practice team in general.
Attend Practice Team Meetings, Time In and Time Out events
Proactive management of own CPD/training
Proactively participate in audits and quality initiatives.
In order for the Practice to provide a quality service to its patients and meet its contractual obligations, the start and finish times of any shift are not negotiable e.g. a request to start late and finish late could not be accommodated due to booked appointment sessions and the need to dispense acute prescriptions, workload management and so on.
OTHER REQUIREMENTS OF THE POST:
Confidentiality
In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately. In the perform of the duties outlined in the Job Description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential.
Information relating to patients, carers, colleagues, other healthcare workers or business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Time Keeping
Punctuality is important as it demonstrates that staff are dedicated to their job, interested in their work and capable of handling responsibility. Being punctual helps an employee project a sense of professionalism and commitment, shows that they respect the Practice Leadership, are considerate of work colleagues and fully engaged in being part of a team. When employees are punctual, the workplace operates smoothly.
Staff are expected to arrive on time for work! By aiming to arrive at work 15 minutes before the start of a shift, this gives staff a cushion of time for dealing with the unexpected.
Health & Safety
The post-holder will assist in promoting and maintain their own and others health, safety and security as defined in the practice Health & Safety Policy, to include:
o Using personal security systems within the workplace according to practice guidelines
o Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
o Making effective use of training to update knowledge and skills
o Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
o Reporting potential risks identified.
Personal/Professional Development
o The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to additionally include:
o Participation in an annual individual performance review, including responsibility for maintaining a records of own personal and/or professional development
o Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
o Will wear the practice uniform and maintain a professional, clean, neat & tidy appearance in keeping with the Practice policy.
Quality
The post-holder will strive to maintain quality within the practice, and will:
o Alert other team members to issues of quality and risk
o Assess own performance and take accountability for own actions, either directly or under supervision
o Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
o Work effectively with individuals in other agencies to meet patients needs
o Effectively manage own time, workload and resources.
Communication
The post-holder should recognize the importance of effective and timely communication as well as the need for a courteous and professional attitude whether communicating with the public including patients, practice team or other NHS staff, and will strive to:
o Communicate effectively with all team members and in a timely manner
o Communicate effectively with the public, patients and carers and in a timely manner
o Recognize peoples needs for alternative methods of communication and respond accordingly
o Ensure that all communications are professional and in keeping with the principals of good customer service referred to above
Contribution to the Implementation of Services
The post-holder will:
o Follow all practice policies, procedures and protocols
o Discuss with other members of the team how the policies, standards and guidelines will affect own work if appropriate
o Participate & co-operate in Practice audits
o Cooperate fully with quality and improvement initiatives including work the Practice does to meet CQC standards
Reporting
The post-holder reports to the Practice Manager in the first instance. If the Practice Manager is on annual leave, then the post-holder may report to one of the GP Partners in the interim.
Practice Partners
The Practice GP Partner head the organisation and is Dr S G Chandrasekhar
Practice Leadership
The Practice Leadership is comprised of the Practice GP Partner and the Practice Manager.
Person Specification
Qualities/ Attributes/ Skills
Essential
- Communication skills both verbal and written
- Interpersonal skills
- Team working
- Organisational & time management skills
- Independent working
- Customer Service manner
- Confident dispenser & ability to work within own limitations
Knowledge
Essential
- Serving patients at the reception Dispensing procedures & processes Controlled Drugs dispensing procedures H&S within the dispensary Dispensary policies & procedures IT Customer service
Desirable
- Risk Management & Significant Event Audit
Other
Essential
- Car owner/driver with clean driving licence
- Willingness to use car to travel to external meetings and/or training events
- Flexibility
- Can cope with physical demands of job e.g. standing, unpacking stock, stocking shelves and units etc.
Qualifications
Essential
- Good standard of basic education to include a minimum of 3 GCSEs of Grades A-C.
- (Recognised) Dispensary Assistant qualification e.g. Buttercups or NPA.
Desirable
- A Level or higher education
Experience
Essential
- Previous experience of working in a Pharmacy or General Practice Dispenser for a minimum of 1 2 years.
- Experience of working in a busy environment and managing large workload
- Working in an admin area
Desirable
- Participation in audit
- Medical reception understanding
Person Specification
Qualities/ Attributes/ Skills
Essential
- Communication skills both verbal and written
- Interpersonal skills
- Team working
- Organisational & time management skills
- Independent working
- Customer Service manner
- Confident dispenser & ability to work within own limitations
Knowledge
Essential
- Serving patients at the reception Dispensing procedures & processes Controlled Drugs dispensing procedures H&S within the dispensary Dispensary policies & procedures IT Customer service
Desirable
- Risk Management & Significant Event Audit
Other
Essential
- Car owner/driver with clean driving licence
- Willingness to use car to travel to external meetings and/or training events
- Flexibility
- Can cope with physical demands of job e.g. standing, unpacking stock, stocking shelves and units etc.
Qualifications
Essential
- Good standard of basic education to include a minimum of 3 GCSEs of Grades A-C.
- (Recognised) Dispensary Assistant qualification e.g. Buttercups or NPA.
Desirable
- A Level or higher education
Experience
Essential
- Previous experience of working in a Pharmacy or General Practice Dispenser for a minimum of 1 2 years.
- Experience of working in a busy environment and managing large workload
- Working in an admin area
Desirable
- Participation in audit
- Medical reception understanding
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.
Employer details
Employer name
NHS North Of England Commissioning Support Unit
Address
Pinfold Medical Practice
Pinfold Lane
Butterknowle
Bishop Auckland
County Durham
DL13 5NX
Employer's website
Employer details
Employer name
NHS North Of England Commissioning Support Unit
Address
Pinfold Medical Practice
Pinfold Lane
Butterknowle
Bishop Auckland
County Durham
DL13 5NX
Employer's website
For questions about the job, contact:
Dee Chennenahalli
Date posted
25 March 2025
Pay scheme
Other
Salary
£24,570 a year
Contract
Permanent
Working pattern
Flexible working
Reference number
I9869-2592
Job locations
Pinfold Medical Practice
Pinfold Lane
Butterknowle
Bishop Auckland
County Durham
DL13 5NX
Supporting documents
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