Pharmacy Administrator

An exciting opportunity has arisen within our pharmacy team for a Pharmacy Administrator. We are expanding our team and there are two posts available. You will be working with a number of team including procurement, homecare and administration.
The Pharmacy Administrator supports the smooth running of the Pharmacy Department with a responsibility for homecare invoicing, general procurement and general admin support. Homecare is one of the pharmacy services where the medicines are delivered to patients own homes and pharmacy team requires processing of the relevant paperwork.
The post-holder needs to be able to have knowledge and experience of working with Microsoft office or equivalent and demonstrate attention to detail and accuracy to allow the completion of tasks involving internal as well as external stakeholders.
We strive to develop the knowledge and skills of our workforce to enable them to advance personally and professionally and this is that ideal career development prospect. Therefore, recruiting the best talent to fulfil this role is really important to us. To help us achieve this, you must be a driven and resilient individual that is ambitious to join our busy team.
Pharmacy specific knowledge is not required since training will be provided to undertake the task associated with all of the pharmacy activities., You will:
· Provide administrative support for Homecare service as well as assist the Chief Pharmacist with administrative duties whilst deputising for their PA
· Regularly communicating financial information via email and on the telephone between the Trust and Homecare companies.
· Be dealing with telephone enquiries from patients, hospital staff and Homecare companies with regards to Homecare medicine supplies and deliveries.
· Liaise with specialist nurses, medical staff and clinical pharmacy staff to ensure prescriptions are submitted in a timely manner to ensure that deliveries are timetabled for continuation of supply to patients.
· Be responsible for handling invoices and deal with any associated issues.
· Support procurement team with their daily activities were appropriate.
You will work with multidisciplinary teams including:
· Internal: Pharmacy, nursing and medical staff and Finance and business office staff.
· External: Homecare company patient services co-ordinators, accounts staff and credit controllers, regional account managers and patients and/or their representatives.
You will contribute to development of novel Homecare projects., · Is responsible for all matching of Homecare delivery notes and invoices and subsequent processing for Finance staff to pay suppliers promptly. Deals with queries that arise in respect of unpaid and any incorrect invoices, liaising with the supplier and other hospital departments as required. This involves checking all framework agreements for unit costs, delivery charges and relating to all Homecare companies. Responsible for checking the monthly finance statements from Homecare companies and query any anomalies with credit controllers at the Homecare company involved, escalating any unresolved issues with Lead Pharmacy Technician for Homecare.
· Enter invoices onto the CMM system for payment, verifying receipt and value of goods against the system orders and current SLA agreed prices. Resolving issues arising where invoiced values and quantities do not agree and making the necessary adjustments to CMM system. Once electronic invoicing facility available on CMM is actioned by Homecare companies, will lead on the training and implementation of this initiative.
· Regularly communicates financial information via email and on the telephone between the Trust and Homecare companies. Regularly communicates with Finance department staff and Homecare company accounts staff to deal with discrepancies in invoices before passing for payment.
Planning and Organising
+ Prioritise invoice processing according to prompt payment deadlines to ensure the Trust and local commissioner is not disadvantaged.

+ Update the Homecare CMM database inputting patient details and delivery/invoicing data. Accesses other specialty databases for current medication history to assist with supply-related queries.

+ Keep records of invoice discrepancies and rectification to assure local commissioner that recharging of medicines is accurate and in line with agreed SLAs.

+ To lead on the Department of Health Immunoglobulin Demand Management Plan database entries required by NHS England. To work with Deputy Chief Pharmacist when software updates are provided by MDSAS.

+ Plans and organises own work throughout the working day and diary management for

the Homecare team. This may result in changing priorities and making judgements for
the resolution of issues such as urgent supply of medicines or those that could put
patient's safety at risk which will require immediate or ongoing management.
+ Works on own initiative and has autonomy for majority of invoice processing tasks but refers [DEL: q :DEL] ueries which require escalation to a higher level.

+ Deals directly with patients sensitively to answer telephone enquiries and refers clinical matters to clinical staff, when appropriate.

+ Deals directly with Homecare Company credit controllers to rectify and promptly clear invoices for payment.
+ Produce purchase orders on CMM and match them against deliveries made to patients.

+ Enter invoices onto the CMM system for payment, verifying receipt and value of goods against the system orders. Resolving issues arising where invoiced values and quantities do not agree.

[DEL: · :DEL] Develop and maintenance relevant databases.
+ Support procurement team with their daily activities were appropriate.

+ Contribute to data input on Health Roster.

+ Collate daily sickness notifications for all staff members.

+ Manage PGD database.

+ Responsible for ordering stationary for the whole department.

Heath, Safety and Security
· Escalates queries/problems to the Lead Pharmacy Technician for Homecare as and when required.
+ Submits Radar forms to the Trust system when there have been issues within the Homecare supply of medicines e.g. failures from Homecare companies in the delivery or dispensing of Homecare medicines after first resolving what could be complex issues in a timely manner.

+ To report breaches of information governance and any breaches with the Caldicott principles in relation to patient and financial data.

Service Improvement
+ Contribute to implementation of CCM Homecare module.

+ Contribute to implementation of Homecare electronic prescribing.

+ Make changes in own practice and offer suggestions for improving services for the Homecare team and sharing those with EoE CPH Homecare group. Contributes to and routinely updates departmental Homecare policy/handbook and standards in line with national Homecare guidance and the "Hackett report". Assists in the production and revisions of service procedures specific to office functions (e.g. procedure for passing of Homecare invoices) ensuring format and graphics are in line with Trust guidance.

Quality
+ To be responsible for all administrative support; recording of minutes taken when meeting with Homecare companies either when setting up new business or regular performance meetings. To be minute taker for Pharmacy Homecare team meetings and circulate minutes and action lists to team members, Trust staff and wider to regional collaborative hub Homecare colleagues or Homecare company attendees.

+ Participate on specific aspects of Homecare audit and data collection for the medicines management annual audit return for Pharmacy. Produces reports of data analysis for the final report.

+ Contribute to management of the Homecare CMM database.

Work/Business Contact
+ Internal: Pharmacy, nursing and medical staff and Finance and business office staff.
+ External: Homecare company patient services co-ordinators, accounts staff and credit controllers, regional account managers and patients and/or their representatives.
Additional Responsibilities
+ Assist the Chief Pharmacist with administrative duties in absence of pharmacy PA.
+ To ensure that statutory requirements are met at all times and to implement Trust policy as directed by the Chief Pharmacist.
+ To undertake other reasonable duties within the framework of the post as directed by the Chief Pharmacist.
STAFF CAR PARKING
Staff Car Parking on the West Suffolk Hospital Site is eligible for individuals working outside of the core hours, 07:00 - 18:30.
For individuals working within the core hours, the Trust offers parking off site at the Bury St Edmunds Rugby Club, which is serviced by a regular shuttle bus to and from the Hospital. Details of the bus timetable can be found in the on-line starter pack on the West Suffolk Hospital website.
This parking restriction does not apply if an individual is required to work on a weekend or if they are required to complete "on call" duties within their role.
The closing date for this vacancy may change if we receive a strong response. Please ensure that you apply for any post you are interested in as soon as possible.

#BeKnown at West Suffolk NHS Foundation Trust. By us. By our patients. By our community
We are a busy, friendly, rural NHS Trust providing high-quality care and compassion to more than a quarter of a million people across west Suffolk. We care for, treat and support people in hospital, at home and in various community settings.
The West Suffolk Hospital in Bury St Edmunds provides acute and secondary care services (emergency department, maternity and neonatal services, day surgery unit, eye treatment centre, Macmillan unit and children's ward). It has 500+ beds and is a partner teaching hospital of the University of Cambridge.
Adult and paediatric community services, provided in collaboration with West Suffolk Alliance partners, include a range of nursing, therapy, specialist, and ongoing temporary care and rehabilitation, some at our Newmarket Community Hospital.
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With nearly 5,000 staff, from all over the world, we strive to make our organisation a great place to work. Whatever your role or ambition, we want to help you be the best you can be.
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