About this role
Job summary
Are you a positive, proactive leader who enjoys a challenge, brings people together and has a genuine passion for making things better?
We have an exciting opportunity for an enthusiastic and approachable Dispensary Manager to lead our dispensary services across Ninfield and Alfriston Surgeries.
For us, the right attitude is just as important as experience. We're looking for someone with a strong work ethic, initiative and the confidence to take ownership of challenges, support their team and drive positive change. They should be resilient, willing to learn and able to bring two dispensary teams together with a shared sense of purpose.
This is a hands-on management role requiring a regular, visible presence at both sites. You'll have the autonomy to manage both dispensaries, supported by our Practice Management teams and GP Partners, while developing people, improving services and introducing new ideas.
You'll need a recognised dispensing qualification and proven management experience, but you don't need to know every system or have all the answers from day one. What matters is your approach to people, your willingness to learn and your determination to succeed.
If this sounds like you, we'd love to hear from you!
Main duties of the job
The Dispensary Manager will be responsible for the safe, efficient and effective running of our dispensaries at Ninfield and Alfriston.
You will lead and develop staff, managing rotas, appraisals, training and day-to-day performance while building one unified dispensary team with positive working relationships and consistent standards.
You will oversee dispensing governance, DSQS compliance, stock management and financial performance, balancing hands-on dispensing with dedicated time for management, staff development and service improvement.
You will also take ownership of operational challenges, support staff through change and help introduce new systems and ways of working. A positive attitude, initiative and willingness to learn will be more important than previous experience of specific technologies.
About us
Vita Healthcare is a forward-thinking collaboration of GP practices operating across 10 sites in East Sussex, delivering high-quality NHS primary care to our local communities.
We are committed to providing caring, personalised healthcare, putting patients at the centre of everything we do. Our dedicated multidisciplinary teams work together to deliver safe, sustainable and effective services.
We use EMIS Web and embrace innovation, including AI, Robotic Process Automation (RPA) and digital solutions, to improve efficiency and support patient care.
We value teamwork, professional development and continuous improvement, creating a supportive environment where staff are encouraged to share ideas, develop their skills and contribute to positive change.
You'll have the opportunity to work alongside experienced colleagues and play a key role in bringing our Ninfield and Alfriston dispensaries together as one collaborative team, helping to shape and improve our services for the future.
Job description
Job responsibilities
Job Summary
To provide effective, hands-on operational and specialist leadership of the dispensaries at Ninfield and Alfriston, ensuring safe, efficient and patient-centred dispensing services.
The Dispensary Manager will take responsibility for the day-to-day management of both dispensaries, including staff leadership, operational performance, governance, stock control, financial efficiency and service improvement.
The postholder will be expected to work independently, demonstrate initiative and maintain a meaningful and visible presence at both sites, with support from Practice Management and GP Partners.
Primary Responsibilities
Team Leadership and People Management
- Lead, manage and support dispensary staff across both sites, maintaining an approachable, professional and supportive management style.
- Build a unified dispensary team, encouraging collaboration, positive working relationships and consistent standards across Ninfield and Alfriston.
- Manage staffing, rotas, annual leave, recruitment involvement, induction, appraisals, one-to-ones and day-to-day performance.
- Identify training and development needs, support staff progression and maintain appropriate competency records.
- Address day-to-day staffing and performance concerns, managing difficult conversations and resistance to change constructively.
- Promote a positive, resilient and solution-focused working culture, seeking Practice Management support for complex or formal HR matters.
Operational Management
- Oversee the daily running of both dispensaries, including workload allocation, staffing, service continuity and dispensing workflows.
- Maintain a regular, meaningful and visible management presence at Ninfield and Alfriston, ensuring both sites receive consistent leadership and support.
- Ensure safe and consistent processes for prescriptions, medication ordering, owing medication and patient queries.
- Provide hands-on dispensing support when required while protecting sufficient time for management, appraisals, training, governance and service development.
- Take ownership of operational challenges, resolve problems proactively and escalate significant clinical or safety concerns appropriately.
- Take time to understand how both dispensaries operate, identifying opportunities to improve staffing arrangements, workflows and efficiency in collaboration with Practice Management.
Governance, DSQS and Medicines Safety
- Lead dispensary governance and coordinate compliance with the Dispensary Services Quality Scheme (DSQS).
- Develop, review and maintain Standard Operating Procedures (SOPs), ensuring staff understand and follow them.
- Oversee audits, incident and near-miss reporting, medicines recalls, stock expiry checks and relevant controlled-drug procedures.
- Promote patient safety, accountability, learning and continuous improvement.
- Work with GPs and other authorised professionals on clinical matters, required approvals and governance requirements.
Stock Management and Financial Performance
- Oversee purchasing, ordering, stock control, storage and stock rotation across both dispensaries.
- Monitor stock levels, reduce waste and identify opportunities to improve purchasing efficiency and profitability.
- Review supplier arrangements and dispensing performance, providing relevant information and recommendations to Practice Management and GP Partners.
- Work within agreed budgets and financial controls, obtaining approval for significant expenditure.
Systems, Technology and Service Improvement
- Support the continued implementation and optimisation of ProScript Connect alongside EMIS Web.
- Demonstrate a willingness and ability to learn new systems, technologies and working practices.
- Explore opportunities involving Golden Tote, AI, Robotic Process Automation (RPA) and other digital solutions to improve efficiency and service delivery.
- Lead agreed improvement projects, supporting staff through change and addressing challenges constructively.
- Evaluate potential developments, including home medication delivery and alternative purchasing arrangements, subject to appropriate approval.
Additional Responsibilities
- Support the management of patient concerns and complaints relating to dispensing.
- Maintain confidentiality and comply with relevant information governance, safeguarding and equality policies.
- Maintain professional competence and undertake continuing professional development.
- Work flexibly between Ninfield and Alfriston, maintaining effective communication with both Practice Management teams and GP Partners.
- Undertake other reasonable duties appropriate to the role.
Accountability and Scope of the Role
The Dispensary Manager will have delegated responsibility for the day-to-day operational management of both dispensaries and will be expected to demonstrate independent decision-making, initiative and accountability.
Practice Managers and GP Partners retain overall organisational, employer and strategic accountability, including formal HR decisions, significant financial commitments and approval of new services.
Clinical prescribing decisions and statutory responsibilities remain with appropriately authorised professionals. The Dispensary Manager must work within their qualifications, competence and delegated authority.
Person Specification
Qualifications
Essential
- Recognised dispensing qualification, minimum NVQ Level 2 in Pharmacy Services or equivalent.
- GCSE English and Maths at Grade 4/C or above, or equivalent.
- Evidence of continuing professional development relevant to dispensing or management.
Desirable
- Management or leadership qualification, such as ILM or CMI.
- NVQ Level 3 in Pharmacy Services or equivalent.
- Relevant training in staff supervision, dispensary governance or service improvement.
Experience
Essential
- Significant experience working in a GP practice dispensary or pharmacy dispensing environment.
- Proven management or leadership experience, including responsibility for supervising staff, conducting appraisals and managing performance.
- Experience of managing day-to-day operations, including staffing, rotas, workload allocation and service delivery.
- Experience of dispensing safety, governance and compliance with Standard Operating Procedures (SOPs).
- Experience of stock management, purchasing, stock control and reducing waste.
- Experience of resolving operational problems, taking initiative and making independent decisions.
- Experience of working effectively with senior management and other healthcare professionals.
- Demonstrable ability to lead and motivate staff, manage challenges constructively and support positive change.
Desirable
- Previous experience managing a GP practice dispensary, ideally across multiple sites.
- Experience of DSQS compliance, dispensary audits and developing SOPs.
- Experience of using EMIS Web and ProScript Connect.
- Experience of introducing new dispensing systems, AI, robotic automation or other digital technologies.
- Experience of managing budgets, monitoring profitability and improving financial performance.
- Experience of working with pharmaceutical wholesalers or purchasing schemes such as Golden Tote.
- Experience of leading improvement projects, managing change and developing services.
- Experience of supporting staff through dispensing qualifications and competency assessments.
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
Vita Healthcare
Address
Vita Healthcare
Ninfield Surgery
High Street
Ninfield
East Sussex
TN39 9JP
United Kingdom
Employer's website
https://www.vita.healthcare/ (Opens in a new tab)