About this role
Job summary
The Pharmacy department at the Queen Elizabeth Hospital is looking to recruit a highly motivated, enthusiastic, skilled and experienced administration clerk, to contribute to the delivery of our Pharmacy service that is focused on getting the best out of medicines for patients.
The role will involve working within a small team of pharmacy procurement administration clerks and Pharmacy Technicians; as well as the wider Pharmacy team and other members of the multidisciplinary teams across the Trust.
The successful candidate will be a key part of the team, and must be able to work well as part of a team; have excellent communication skills both written and verbal. Ability to organise and prioritise workload and be able to adapt to changes in the work processes and systems.
Main duties of the job
The post holder's focus will be to support the financial and administration management of the Pharmacy Department and the Trust as a whole by providing a range of administration duties relating to the procurement of pharmaceutical and non-pharmaceutical stock.
About us
Based in the North East of England we provide a range of hospital and community health services from our leading facilities, including the Queen Elizabeth Hospital, Blaydon urgent care centre and Bensham Hospital, all within Gateshead.
Established in 2005, we were one of the first foundation trusts in the country and since then have consistently achieved the highest levels of care for patients.
We now employ around 4,800 staff and currently provide 444 hospital beds across the Gateshead region.
Our values should be the 'golden thread' which runs through everything we do - they are the core of who we are. Our five values can easily be remembered by the simple acronymICORE; Innovation, Care, Openness, Respect, Engagement.
We have a number of staff networks including the BAME network, D-Ability network, LGBTQ+ Network and the Women's Network, to challenge us and help us to constantly improve. Our armed forces network is one of our emerging networks.
The health and wellbeing of our staff is one of our highest priorities, and we offer a range of support and initiatives as part of our 'Balance' programme balancegateshead.com to cater for our diverse workforce, so that your individual needs can be supported, allowing you a happy and healthy working experience with us.
Job description Job responsibilities
- Order pharmaceutical and non-pharmaceutical products to ensure adequate and economical stocks are maintained, using own judgement to determine criteria including supplier selection, the urgency of supply, minimum order values and contract adherence.
- Order medical gases, invoice and charge delivered gases to appropriate cost centers, in a timely manner.
- To be responsible for the timely verification of all invoices received by the Pharmacy department by various methods, Electronic Data Interchange (Powergate), email or post, before onward transmission to the finance department for payment, complying with Public Sector Payments Policy.
- Assist with the processing of Home Care prescriptions orders, invoices and maintaining data base.
- Contact suppliers/wholesalers to facilitate the fast and efficient delivery of goods, investigate and resolve any incorrect receipts & subsequent returns, invoice queries, negotiate and action credits due when necessary. This will involve making decisions about the relevant actions to be taken.
- Liaise with Finance Team to ensure correct and timely payment of accounts and invoices.
- Utilise Electronic Data Interchange system (Powergate), within scope of own knowledge to match products and order correct items.
- To identify and communicate any supply chain issues or shortages to Lead Pharmacy Technician
- Regularly check goods ordered and not received report and chase any outstanding orders.
- Review & action monthly statements from companies/ wholesalers (via wholesaler web portals) against information on JAC and investigate and settle any discrepancies.
- Bring to the attention of the Lead Pharmacy Technicians any discrepancies (both financial and physical) or account problems.
- Maintain accurate computerised records of purchase orders, invoices and credits. Provide reports and analysis from these when required to do so.
- To systematically and regularly, in accordance to Record Management Policy, maintain all procurement paper and electronically stored records.
- Provide holiday and absence cover for the other procurement team members.
- Undertake any relevant administrative office duties, such as filing, photocopying, post, answering the telephone.
- To maintain a safe working environment, reporting hazards/accidents promptly.
- Undertake any other duties applicable to post/grade as required.
- Follow Trust Policies and Guideline and Departmental Standard Operating Procedures.
Person Specification
Qualifications Essential
GSCE (or equiv) grade A-C or 9-4 In Maths and English. NVQ Level 3 (or equiv) in Business and Administration or equivalent, or by demonstration of experience, knowledge and skills at this level relevant to these qualifications.
Skills Essential
Proven verbal and written communication skills Ability to work well within various teams or work alone using initiative. Excellent IT and keyboard skills Ability to plan and prioritise own work and supervise / train others in a clear and organised way. Problem Solving skills Ability to deal confidentially with staff / public Able to use a keyboard for large part of the day
Desirable
Adaptable to change Proactive in developing new ways of working
Experience Essential
Previous experience working in an office environment. Numerate and able to analyse / present data Keyboard skills / it packages/ MS office Experience of carrying out a wide range of admin duties Knowlege of Data Protection Act 1998
Desirable
Previous hospital / procurement experience Working with Pharmacy / ordering systems Understanding of supply chain preferably in healthcare setting Experience of processing financial transactions such as orders and invoices
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.
Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details Employer name Gateshead Health NHS Foundation Trust
Address Queen Elizabeth Hospital
Queen Elizabeth Avenue
Gateshead
NE9 6SX
United Kingdom
Employer's website https://www.qegateshead.nhs.uk (Opens in a new tab)