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Job description

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 and medicine systems 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.

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 purchasing, relating finance and administration duties.

Your main duties within the role will be:

• Order pharmaceutical and non-pharmaceutical products.
• Order medical gases, invoice and charge delivered gases.
• Verification of all invoices received by the Pharmacy department by various methods.
• Assist with the processing of Home Care prescriptions orders, invoices and maintaining data base.
• Working with suppliers/wholesalers to facilitate the fast and efficient delivery of goods and resolve any issues when necessary.
• Liaise with Finance Team to ensure correct and timely payment of accounts and invoices.
• Utilise Electronic Data.
• Identify and communicate any supply chain issues or shortages to the relevant teams in a timely and effective manner.
• Regularly check goods ordered and not received report and chase any outstanding orders.
• Work with the rest of the team to ensure the hospital .
• Maintain accurate computerised and paper records.
• Support with changes to the Omnicell cabinets on an ad-hoc basis.
• Assist the pharmacy team with general administration support.
• Undertake relevant administrative office duties.

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 acronym ICORE; 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’ programmebalancegateshead.comto cater for our diverse workforce, so that your individual needs can be supported, allowing you a happy and healthy working experience with us.

Your Key Duties will be :

• 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 costcentres, 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), using product knowledge to match products and order correct items.
• To ensure identify and communicate any supply chain issues or shortages to the relevant teams in a timely and effective manner.
• 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 Senior Pharmacy Technicians any large 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.
• Support with the Omnicell cabinets on an ad-hoc basis.
• Assist the pharmacy team with general administration support. This will include ad-hoc data entry for audits and databases such as ESR, Health roster, course bookings and clerical support for staff training.
• Undertake relevant administrative office duties, such as filing, photocopying, post, answering the telephone.