Advanced Assistant Technical Officer - Procurement

Liverpool University Hospitals NHS Foundation Trust; Liverpool; On-site; GBP 20,000 - 25,000; Full time

Job summary

A regional healthcare trust in Liverpool is seeking a proactive Pharmacy Assistant to join its Medicines Shortages Team. This role involves supervising purchasing activities, managing stock shortages, and ensuring safe procurement of medicines. Ideal candidates will have an NVQ2 qualification in Pharmacy services and excellent organizational abilities. The role is vital in maintaining patient care continuity and operates on-site at Aintree Hospital, with flexibility for site changes as needed.

Qualifications

• Must possess excellent organizational skills and attention to detail.
• Experience in a purchasing role within a Pharmacy department is desirable.
• Knowledge of pharmacy purchasing processes is desirable.

Responsibilities

• Supervise Pharmacy Purchasing and Invoicing across all LUHFT sites.
• Manage the release of orders for quality and timely delivery.
• Ensure Pharmacy stock control systems are up to date.

Skills

Organizational skills

Attention to detail

Ability to prioritize

Education

NVQ2 qualification in Pharmacy services

Job description

Overview

We have an exciting opportunity for a proactive Pharmacy Assistant with experience in medicines procurement to join the Medicines Shortages and Off-Contract Claims Team within the Pharmacy Procurement Department at LUHFT. You will work closely with the Deputy Lead Technician, supporting the management of medicines stock shortages and the processing of off-contract claims, escalating supply disruptions and communicating these to the wider Pharmacy team. You will play a vital part in ensuring medicines are purchased safely, efficiently and in line with best value principles. This role supports the safe and effective supply of medicines across the Trust, helping to ensure continuity of patient care.

You must possess excellent organisational skills: you should be able to work accurately, have a good eye for detail, prioritise your workload, meet deadlines and deliver high standards in a patient-focused service. Experience of working in a purchasing role within a Pharmacy department is desirable, as is an excellent working knowledge of pharmacy purchasing processes.

This role is open to Pharmacy Assistants with CIPS Level 3 or a willingness to work towards NVQ3 CIPS as an apprenticeship (Annex 21). Applicants must have an NVQ2 qualification in Pharmacy services or equivalent to be considered.

Note: The role is currently based at the Aintree Hospital site, but this may be subject to change in the future.

Liverpool University Hospitals NHS Foundation Trust comprises Aintree University Hospital, Broadgreen Hospital and Royal Liverpool University Hospital. We are part of NHS University Hospitals of Liverpool Group, formed on 1 Nov 2024 from the coming together of LUHFT and Liverpool Women’s NHS Foundation Trust. The Group was created to improve the care we provide to our patients. UHLG is one of the largest employers in the region, with over 16,800 colleagues dedicated to caring for our communities.

For the 630,000 people across Merseyside, we are their local NHS. We provide general and emergency hospital care, alongside highly specialised regional services for more than two million people in the North West.

Details about individual sites and services are provided for context.

Responsibilities

1. Supervise Pharmacy Purchasing and Invoicing across all LUHFT sites. Provide support and deputise for the Deputy Technical Services Manager for Purchasing as required.
2. Manage the release of orders, considering contracts, lead times, buying agreements, specialist/consumer needs and other relevant factors to ensure quality, timely delivery and best value.
3. Ensure the Pharmacy stock control system and Electronic Data Interchange (EDI) are up to date with the latest information regarding CMU contracts.
4. Monitor current and forecasted supply disruptions, escalating issues to the Deputy Technical Services Manager for Purchasing as appropriate.
5. Co-operate with all pharmacy staff to provide and develop an efficient and comprehensive pharmaceutical service for patients of LUHFT.
6. Ensure Standard Operating Procedures for Purchasing and Invoicing are adhered to, support staff training and maintain training records.
7. Supervise the daily workload of the purchasing and invoicing department, including task allocation to staff.
8. Attend Pharmacy staff meetings regularly and co-operate with the Chief Pharmacist on the strategic development of the Pharmacy Purchasing service.
9. Liaise with pharmacy purchasing staff to initiate orders for stock items and other special items, directing and prioritising as needed.
10. Operate the Electronic Data Interchange (EDI) to facilitate electronic purchasing of pharmaceuticals from suppliers.
11. Maintain the CMU regional contracts details in the pharmacy stock control system; ensure supplier details and EDI codes are up to date.
12. Monitor the purchasing team email inbox and respond to stock supply, lead time, and procurement queries; advise on medicines procurement for the Trust.
13. Liaise with Trust staff regarding medical gas stocks; place orders and follow up on delivery issues; escalate as needed.
14. Manage standing order arrangements with suppliers and ensure call-off orders are processed on schedule; ensure continued relevance of standing orders before renewal.
15. Facilitate transfer of medicines between Trust sites, organise transport, and update the stock control system accordingly.
16. Support Medicines Cost Improvement Programmes by reporting cost savings from medicine purchases.
17. Collect data on off-contract spend and report monthly to the Deputy Technical Services Manager for Purchasing; raise off-contract claims where appropriate and process submissions per CMU terms.
18. Report ad hoc off-contract ordering to support external benchmarking and regional purchasing data.
19. Support the Invoicing team with complex invoice discrepancies; provide documentation to resolve supplier disputes in the Trust’s favour when not at fault.
20. Generate and analyse reports to identify outstanding orders and contact suppliers for delivery updates.
21. Communicate with healthcare professionals, external wholesalers and suppliers on medicines supply, contracts, invoices, stock shortages and related issues.
22. Assist with updating the Stock Manager portal with current stock shortage information across the Trust.
23. Act on recommendations from the Deputy Technical Services Manager for Purchasing and Directorate Pharmacists to manage stock issues.
24. Communicate key medicine shortages effectively and participate in medicine recalls when required.
25. Ensure documentation for Unlicensed medicines is obtained and retained in line with policy.
26. Participate in the operation of the pharmacy computer system, ensuring reordering levels are appropriate and stock levels are correct; liaise with the IM&T/EPMA teams as required.
27. Locate supplies of medicines from other hospitals, manufacturers or wholesalers in emergencies.
28. Provide a service outside normal hours for emergencies when required.
29. Undertake appropriate training and encourage others to do the same.
30. Work flexibly between sites, including acting as onsite supervisor at the offsite store as required; be a key-holder responsible for store security and opening/closing.
31. Participate in weekend, bank holiday and other listed service arrangements as per departmental needs.
32. Support Technical Services Managers with recruitment by participating in interview panels when required.
33. Support equality and promote diversity.

Qualifications and requirements

• NVQ2 qualification in Pharmacy services or equivalent.
• Desirable: experience in a purchasing role within a Pharmacy department.
• Desirable: working knowledge of pharmacy purchasing processes.
• Open to Pharmacy Assistants with CIPS Level 3 or willingness to work towards NVQ3 CIPS as an apprenticeship (Annex 21).

This advert closes on Tuesday 9 Sep 2025.