Dispensary Manager

St George's Medical Centre; Cambridgeshire and Peterborough; On-site; GBP 30,000 - 40,000; Part time

Job summary

A rural GP practice is seeking a Dispensary Manager to oversee the in-house dispensary, manage staff, and ensure accurate dispensing of medications. The ideal candidate will have significant dispensary experience and strong management skills. Responsibilities include daily operations, financial management, and ensuring compliance with regulations. The position offers a part-time working schedule of up to 36 hours per week, ongoing training, and excellent employee benefits such as enhanced leave and onsite parking.

Benefits

Five weeks annual leave

Free onsite parking

Funded staff events

Qualifications

• Experience in audits and quality improvement activity.
• Detailed knowledge of dispensary operations including stock management.
• Understanding of team dynamics and ability to promote a harmonious working environment.

Responsibilities

• Manage dispensary team operations and workflow.
• Ensure financial control of the dispensary.
• Oversee accurate dispensing and safety checks.

Skills

Significant experience of working in a dispensary

Experience of managing a dispensary or pharmacy

Confident IT user

Excellent communication skills

Problem solving and analytical skills

Education

GCSE or equivalent - English and Mathematics at Grade C or above

Qualified Dispenser - Pharmacy Technician, NVQ Level 2 or 3

Tools

Microsoft Office

EMIS or SystmOne

Job description

We are looking to recruit a fixed term, maternity cover Dispensary Manager to manage the in-house dispensary at our highly regarding rural GP practice for up to 36 hours per week.

So if your are a experienced Manager looking for a new challenge or an experienced dispenser looking for your next career move this could be the perfect opportunity for you. You will be encouraged and supported to be the best that you can be with ongoing training and skill enhancement.

We offer five weeks annual leave rising to six weeks after two years employment.

Free onsite parking.

Twice yearly funded staff events.

Main duties of the job

To ensure effective financial control of the Dispensary while providing quick, efficient and accurate dispensing of medication to patients.

Responsible for:

Daily management of dispensary team, Commercial purchasing of drugs, monthly checking of drug tariffs, checking "MIMS", sort prescriptions, check endorsements, preparing and submitting prescriptions monthly to NHS Prescriptions services, management of controlled drugs, check colleagues dispensing, recording any near misses and significant events, develop and maintain standard operating instructions, complete dispensary service audits, ensure all aspects of DSQS are fulfilled and submitted in a timely manner, provide figures for VAT return, monitor and record all medication held in GP bags and keep in date, provide cover for member of the team during periods of sickness and holiday, ensure the Dispensary remains clean and tidy, oversee the training of trainee dispensers.

About us

St Georges is a successful and thriving medium-sized rural GP Practice with 13,000 patients, based in a modern purpose-built building. We are rated as Good with Outstanding features by CQC and rated 5-stars by our patients on NHS Choices. We are committed to excellent patient care, family-friendly working, and staff development.

We are an accredited GP-training Practice, and encouraging learning and development for all our staff is part of our ethos.

We have a strong clinical team of four HCAs, a phelbotomist, five Practice Nurses, five Nurse Prescribers, and seven GPs, who are supported by experienced administration, dispensary and management teams. One of our GP Partners is the Clinical Director of the local Primary Care Network.

Our small team of four dispensers work closely with one another and provide medication services to around 2,500 of our registered patients.

Job responsibilities

Staff Management

• Organising dispensary staff rotas and ensuring adequate staff cover at all times
• training dispensary staff, including encouraging and organising attendance on relevant recognised courses
• Appraising dispensary staff and evaluating staff competencies
• Assisting the Practice Manager with the recruitment of dispensary staff
• Assisting the Practice Manager with discipling dispensary staff

Purchasing and Stock Control

• Supervision of daily ordering of stock from appropriate wholesalers
• Supervision of daily receipt of stock overseeing any issues
• Passing invoices for payment
• Checking monthly statements
• Checking credit notes against returns and chasing outstanding credits
• Maintain adequate stock ensuring timely stock rotation
• Arranging annual stock takes in Dispensary, treatment rooms, CD cupboard and consulting rooms
• List and ensure any out of date stock is destroyed

Drug Company Representatives

• Ad hoc liaison with drug company representatives
• Meet regularly with drug company representatives in order to ensure the best possible discount levels
• Analysis of invoices for bonus stock and ensuring bonus stock is received.

Prescriptions and Prescription money

• Daily: check prescriptions for signature/endorsements and sort into paid/unpaid by Doctor
• Daily: submitting all unsigned prescriptions to the Partners; sorting post-dated prescriptions
• Daily: overseeing cashing up of prescription money, balancing and recording
• Weekly: submitting prescription moneys to the Practice Manager for banking ensuring sufficient change is available and checking all paperwork is correct
• Monthly: calculating number and value of prescription charges and checking against Health Authority statements
• Monthly: sorting prescriptions and checking endorsements

Destruction of Drugs

• Daily: dealing with returned medication from patients
• Monthly: dealing with uncollected medication
• Monthly: dealing with returned controlled drugs from patients for destruction
• Six monthly: dealing with out of date controlled drugs with aproopriate officer from the Health Authority for destruction

Dispensing

• Removing out of date repeats from patients' computerised repeat prescription lists
• Overseeing all aspects of the dispensing process
• Updating MDS patient record sheets and ensuring all MDS packs are updated if necessary

This job description is neither exhaustive nor exclusive and will be reviewed periodically in conjunction with the post holder. The post holder is required to carry out any duties that may reasonably be requested by the Partners or the Practice Manager.

Person Specification

Qualifications

• GCSE or equivalent - English and Mathematics at Grade C or above
• Qualified Dispenser - Pharmacy Technician, NVQ Level 2 or 3
• Evidence of relevant continuing professional development

Experience

• Significant experience of working in a dispensary
• Experience of managing a dispensary or pharmacy
• Experience of managing staff
• Experience of designing and implementing policies and procedures
• Experience of audits and quality improvement activity
• Experience of identifying and implementing best practice
• Experience of managing the financial aspects of a dispensary
• Experience of resolving complaints
• Confident IT user including Microsoft Office and Clinical Systems e.g. EMIS or SystmOne
• Excellent communication skills both written and verbal
• Detailed knowledge of all aspects of day to day dispensary operations including stock management, ordering, rota planning, customer services, health and safety and infection control, month end procedures etc.
• Problem solving and analytical skills
• Understanding of team dynamics and ability to promote a harmonious working environment
• Experience of working in a general practice setting

Personal skills and attributes

• Able to work under pressure and manage personal stress
• Self-motivated
• Ability to work flexibly or additional hours when required to ensure delivery of an excellent dispensary service
• Sensitive and empathetic to others, including distressed patients
• Full UK driving licence and use of a vehicle

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.