Buying Office Administrator

Chelsea and Westminster Hospital NHS Foundation Trust; Greater London; On-site; GBP 32,000 - 33,000; Full time

Job summary

Chelsea and Westminster Hospital NHS Foundation Trust is advertising a full-time Band 3 Buying Office Administrator at Chelsea site. The role supports the pharmacy procurement service, processing medicine orders and stock control to ensure timely supplies for wards and clinics.

You will work in a busy environment, handling routine orders, stock discrepancies and supplier queries, with weekend shifts expected and a focus on accuracy and efficient process flow.

Qualifications

• Experience of Purchasing in a busy office environment.
• NVQ Level 2 in Pharmacy Services is required.
• GCSE Maths/English and science or equivalent are expected.

Responsibilities

• Process orders for medication supplies using JAC and Powergate.
• Liaise with staff to resolve stock queries and discrepancies.
• Ensure daily stock counts and order relationships are maintained.
• Support goods receipt and ward top up services.

Skills

Purchasing experience

Stock management

Office administration

Education

GCSE Maths and English

NVQ Level 2 in Pharmacy Services

GCSE Science or equivalent

Specialist purchasing qualifications

Tools

JAC system

Powergate

Job description

We are an award winning organisation providing care at two main hospital sites—Chelsea and Westminster Hospital and West Middlesex University Hospital—and a number of community-based services across London, such as sexual health and HIV clinics.

With 6,700 members of staff, we are proud to care for a diverse population of one million people. We are committed to ensuring that our workforce is just as diverse with a strong mix of skills and abilities.

Our staff are at the very heart of our organisation and we recognise the valuable contribution that each and every person working at the Trust makes. One of our Trust priorities is to be an employer of choice—a place where people want to start their career and to grow with us through continued education, professional development and support .

Main area Pharmacy Procurement Grade NHS AfC: Band 3 Contract Permanent Hours Full time - 37.5 hours per week (weekend working expected) Job ref 289-CS-519

Site Chelsea and Westminster Hospital Town London Salary £31,554 - £33,270 per annum incl. HCAS Salary period Yearly Closing 22/09/2026 23:59

Job overview

We are advertising for a Buying Office Administrator to join our team!

An opportunity has arisen for a full time Band 3 Buying Office Administrator at Chelsea and Westminster Hospital, Chelsea site. We are looking for an enthusiastic individual with experience of Purchasing in a busy office environment to join our team and help deliver an efficient and effective pharmacy service that the Trust relies upon to manage the procurement of medicines.

The post holder would be required to deal effectively with staff of all levels within the pharmacy department, off site clinics and other hospitals as and when they encounter on a day-to-day basis. Responsible for planning own day to day work tasks to meet pharmacy procurement service requirements as directed by line manager/section manager. To generate and place all routine pharmaceutical stock orders using the Pharmacy JAC system and Powergate electronic ordering system. Accessing and searching supplier websites to ensure complete accuracy in all aspects of procuring stock. To support the goods receipt team and to participate in the ward top up service.

You will need NVQ Level 2 in Pharmacy Services and demonstrate procurement experience.

Hours of work will be 09:00 - 17:00 Monday to Friday including weekend working.

Main duties of the job

To support the pharmacy buying office operationally to ensure the efficient processing of medicine orders, supplies, consumables and medical gases using JAC. To support the buying office in maintaining stock levels and resolving day to day queries. To maintain relationships with suppliers and deal with stock level and order discrepancies when necessary. To support the goods receipt team when required. To support the ward top up service.

Working for our organisation

Chelsea and Westminster Hospital NHS Foundation Trust is one of England's top-performing and safest trusts. We operate two main acute hospital sites—Chelsea and Westminster Hospital and West Middlesex University Hospital—along with award-winning clinics across North West London.

Our nearly 7,500 staff care for a diverse population of 1.5 million, providing full clinical services, including maternity, A&E, and children’s services, plus specialist HIV and sexual health clinics. The Care Quality Commission rates us 'Good' in safety, effectiveness, care, and responsiveness, and 'Outstanding' in leadership and resource use.

We continually invest in our facilities, including a £30m expansion of critical care at Chelsea and Westminster and an £80m Ambulatory Diagnostic Centre at West Middlesex.

We welcome applications for flexible working arrangements, accommodating requests where possible to support our staff and patient needs.

The Trust is committed to equality and welcomes applications from all, regardless of background. Adjustments can be made for disabled candidates. Employment is subject to a six-month probationary period.

Some roles may require weekend shifts at multiple sites.

Detailed job description and main responsibilities

BUYING OFFICE

1. Supporting the processing of orders for medication supplies including assisting with sourcing urgent supplies.

2. Dealing with any out-of-stock queries and liaising with the relevant staff as appropriate.

3. Ensure that the daily stock count, the KTAKEM, occurs and any discrepancies are investigated and dealt with.

4. Support the buying office Purchasing Coordinator in dealing with any buying office related handover emails to ensure that any urgent issues are dealt with in a timely manner.

5. Ensure that all out of hours medicine purchases or supplies are processed and dealt with without delay.

6. Investigate manufacturers’ delays, updating the list of delays and ensuring all relevant staff are informed.

7. Receiving, checking and booking in deliveries of controlled drugs when they arrive to fulfil legislative requirements.

8. Storing goods safely and correctly in the appropriate areas of the pharmacy.

9. Dealing with queries from staff and other hospital staff relating to product delays, delivery times and orders.

10. Follow up outstanding orders to ensure that stock is delivered promptly and avoid out of stock situations. Place orders with alternative suppliers if necessary.

11. Ensuring stock levels of all products are accurate and supporting the appropriate ordering of stock.

12. Ensure that contracts are adhered to and return any over ordered or unwanted goods in order to avoid finance penalties.

13. Check the ONOTR report. This report is to be checked every month for outstanding orders that have not been delivered or received onto JAC.

14. Participate in robot loading and goods receipt duties if required.

15. Undertaking any specific projects in accordance with objectives set by the Buying Office and goods Receipt Manager.

16. Support the Procurement and Distribution Manager in dealing with drug recalls where required.

17. Ensure that the electronic ordering system (Medecator) is utilised to maximum efficiency to maintain reduced ordering costs in line with regional procurement guidance.

18. Assist in the maintenance of computer files in regard to purchasing and invoicing.

19. Ensure that urgent deliveries of medicines (e.g. from other hospitals, alternative suppliers via taxi / courier service) are arranged within the required timescales and when appropriate.

20. To participate in implementing and maintaining national, regional, consortium and Trust local purchasing contracts.

21. Ensure the slow-moving report is checked weekly to identify any slow moving items preventing stock wastage.

22. Support the implementation of new policies and procedures within the purchasing and goods receipt area and contribute to the development of new systems of working.

23. Assist with the training and inducting of rotational technicians, pre-registration trainee technicians and pre-registration pharmacists in all aspects of the purchasing function.

24. Maintain good and open channels of communication with all suppliers to ensure that all aspects of purchasing are dealt with effectively.

25. To participate and support the goods receipt team.

26. Establish and maintain clerical filing systems for the buying office to ensure efficiently in all procedures and processes and the completion of work in a timely manner.

27. Participate in the pharmacy ward top up service to wards, clinics, and departments as part of the pharmacy top up service.

28. Return stock or dispose of any medicines returned from wards or departments.

GENERAL DUTIES

29. Attend and participate in departmental meetings.

30. Participate in service audits as required.

31. Support the buying office to ensure that all monthly tasks are completed for budgets and finance reports to remain correct. This will include ensuring all TPN, medical gases, and consumable orders are booked onto JAC correctly in time for end of month booking out.

32. Follow relevant procedures for each rotation, including adherence to GMP, orange guide and COSHH regulations etc. to deliver the service in a safe and effective manner.

33. Undertake any other duties as reasonably required by the Chief Pharmacist.

COMMUNICATION

34. Ensure all communication, which may be complex, contentious or sensitive, is undertaken in a responsive and inclusive manner, focusing on improvement and ways to move forward.

35. Ensure all communication is presented appropriately to the different recipients, according to levels of understanding, type of communication being imparted and possible barriers such as language culture, understanding or physical or mental health conditions.

36. These duties are not exhaustive and will be reviewed with the post holder, allowing for amendments with the broad scope and band level of the role.

Person specification

Education and Qualifications

• GCSE or equivalent in Maths and English
• NVQ Level 2 in Pharmacy Services
• Specialist purchasing qualifications e.g. the Chartered Institute of Purchasing and Supply Foundation course
• GCSE Science or equivalent

Experience

• Proven record of procurement work experience
• Experience of dealing with service audit
• Experience of investigating stock level discrepancies
• Experience of using electronic ordering system
• Proven record of procurement work experience within a hospital setting
• Implementation of procedures

Skills and Knowledge

• Ability to organise and prioritise daily tasks
• IT literate

Personal Qualities

• Enthusiasm for position
• Works well under pressure

Trust Values

• Understanding and knowledge of PROUD values

Important

• Please check your emails regularly (and your junk folder) as this is how we will communicate with you throughout the recruitment process.
• In submitting an application, you authorise the Trust to confirm any previous NHS service details via the Inter Authority Transfer (IAT) process, should you be appointed to the post.
• During the recruitment process your identity documentation (ie passport, driving licence, visa etc) will be scanned using a device which recognises UV, infrared and machine-readable zone security features of the documents provided.
• Employment at the Trust is offered subject to successful completion of a six month probationary period.
• We operate a joint recruitment hub across the North West London Acute Provider Collaborative Group. As part of this, your application and personal data may be shared with partner trusts within the group for recruitment and workforce purposes, in line with General Data Protection Regulation (GDPR)

Right to work

If you need sponsorship to work in the UK, please visit the Home Office website for information on sponsorship and visa status before you fill in your application form. Due to recent changes in the UK immigration rules which affect Skilled Worker Visas, Global Business Mobility, Higher Skill Level and Increased Salary Thresholds, please ensure that you are able to meet the requirements to live and work in the UK before applying. Further information about eligibility is available on UK Visas and Immigration - GOV.UK

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.