Dispensary Operations Lead

NHS; Halesworth; On-site; GBP 30,000 - 40,000; Full time

Job summary

A well-respected medical practice located in Halesworth is seeking a Dispensary Operations Lead. The successful candidate will manage a team of 6 dispensers, ensuring compliance with regulations while leading daily dispensing activities. Responsibilities include staff management, training, maintaining dispensary SOPs, and auditing procedures. The ideal candidate should possess a Diploma in Pharmacy Services along with strong leadership and interpersonal skills. This is a fantastic opportunity to contribute to a dedicated healthcare team.

Qualifications

• Minimum 2 years of experience in a GP practice dispensary or pharmacy.
• Confidence to operate within a multidisciplinary team.

Responsibilities

• Lead the dispensary team, ensuring compliance with practice policies.
• Manage staff training, appraisals, and performance.
• Ensure effective management of dispensing activities.

Skills

Leadership skills

Clinical and medication knowledge

Interpersonal communication skills

Flexibility

Education

Diploma Level 2/3 in Pharmacy Services

Job description

We are looking for a friendly, hands-on, hardworking, and enthusiastic Dispensary operations lead to lead our Dispensary Team of 6 dispensers, getting involved in the day-to-day activities of dispensing, as well as leading, supporting and managing the team in accordance with policies and procedures and striving for continuous development within the team. Role subject to DBS check.

Main duties of the job

• Managing dispensary staff in accordance with practice policy, including planning and allocating work, as well as performing appraisals, delegating duties and training new staff
• Overseeing all dispensing matters
• Cross referencing number and value of prescription charges against statements
• Managing stock levels, ensuring adequate levels are held, minimising wastage and expenditure
• Act on drug alert bulletins
• Maintain full and accurate records of dispensing transactions, CDs, and SOPs
• Regularly checking Drug Tariff for price and category changes, checking for new or discontinued drugs and following up changes and dispensing incentives with drug company representatives
• Organise staff rotas and cover for staff holiday/ sickness
• Working with the practice manager to develop other avenues of income such as wholesale
• Perform annual DSQS
• Maintain CQC compliance
• Sorting prescriptions, checking endorsements, preparing forms and submitting prescriptions monthly to the Prescription Pricing Authority (PPA) and dealing with prescriptions returned by the PPA

About us

Cutlers Hill Surgery is a highly respected GMS Dispensing Practice with enthusiastic GPs supported by excellent management, clinical, dispensing and administrative teams.

Job responsibilities

Job Summary:

Provide leadership and management skills to enable the Practice to meet its agreed aims and objectives within a profitable, efficient, safe and effective working environment.

The Dispensary Operational Lead may delegate out roles to the Dispensary team/ Dispensary Liaisons. This job description may be subject to change.

Job Responsibilities:

Day-to-day leadership of Dispensary Staff ensuring daily/weekly/monthly tasks are completed, including targets set by the Practice Manager are met

Ensure staff maintain up to date mandatory training

Perform dispensary team appraisals and 3/6 month reviews

Performance management of dispensary team

Assisting management in recruitment of dispensary staff

Manage staffing issues

Managing disciplinary procedures with Practice Manager/ Deputy Practice Manager

Attending Department Head meetings and feeding back to team

Ensure staff are supported and help given when necessary

Organising Dispensary Team Meetings, typing up minutes and implementing actions

Managing staff overtime and TOIL

Organise dispensary team rotas, including organising holiday and sickness cover, deliveries, training etc.

Creating new staff inductions

Operational management/ Compliance

Working closely with the Practice Manager/Deputy to investigate and respond to patient complaints

To ensure the shelves and all work surfaces are regularly cleaned to maintain a high level of hygiene within the Dispensary and that all Dispensary equipment is kept clean and kept in good working order.

Maintaining a full understanding of Dispensary SOPs, review and update Dispensary SOPs annually

Ensure dispensary SOPs are being carried out, e.g. fridge monitoring, temperature controls, drugs being stored appropriately

To ensure that drugs are stored in an appropriate manner in accordance with the accompanying instructions.

To ensure that refrigerated items are stored at the appropriate temperature and to maintain a temperature control record/logbook.

To take prompt action in response to any drug alert bulletins that may be received from time to time.

Liaise with responsible GP regarding alternative drugs

To undertake any necessary work as may be required and appropriate to maintain a high standard and efficient dispensing service.

Ensure standards are met and fully CQC compliant

Complete Annual DSQS audit with PM

Checking monthly statements against expected income from drug companies

Prepare PA item VAT figures for VAT Return

To ensure that all monies received or handled on behalf of the Practice are appropriately stored.

Ensure stock control is being monitored and maintained

Ensure Dispensary team update and maintain electronic drug stock list

Work closely with Dispensary Liaisons to research best drug deals/ discounts and guide dispensers in ordering the suitable drugs

Arranging meetings with Drug Rep to discuss best deals

Support management in Account Year End queries

To promptly forward invoices that need paying to the Practice Manager.

Chase prescriptions returned by the NHS prescription services

Overseeing/checking/ auditing colleagues dispensing and other procedures

Ensure uncollected/returned/out of date medications are appropriately managed by Dispensary Liaisons

Wholesale

Maintain wholesale Licence compliance

Manage wholesale, working closely with the Dispensary Lead and Practice Manager.

Train staff members in wholesale procedure

Other

Any other duties required by the Practice Manager/ Deputy Practice Manager

Confidentiality:

In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.

In the performance of the duties outlined in this Job Description, the jobholder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential.

Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice Policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Health & Safety:

The jobholder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health & Safety Policy, to include:

Using personal security systems within the workplace according to Practice guidelines

Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks

Making effective use of training to update knowledge and skills

Using appropriate Infection Control procedures, maintaining work areas in a tidy and safe way and free from hazards

Equality and Diversity:

The jobholder will support the equality, diversity and rights of patients, carers and colleagues, to include:

Acting in a way that recognizes the importance of people's rights, interpreting them in a way that is consistent with Practice procedures and Policies, and current legislation

Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues

Behaving in a manner which is welcoming to and of the individual, is non-judgemental and respects their circumstances, feelings priorities and rights.

Personal/Professional Development:

The jobholder will participate in any training programme implemented by the Practice as part of this employment, such training to include:

Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development

Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

Quality:

The jobholder will strive to maintain quality within the Practice, and will:

Alert other team members to issues of quality and risk

Assess own performance and take accountability for own actions, either directly or under supervision

Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team's performance

Work effectively with individuals in other agencies to meet patients needs

Effectively manage own time, workload and resources.

Contribute as required to achievement of the Practice's Quality & Outcomes Framework objectives/targets.

Communication:

The jobholder should recognise the importance of effective communication within the team and will strive to:

Communicate effectively with other team members

Communicate effectively with patients and carers

Recognise people's needs for alternative methods of communication and respond accordingly.

Contribution to the Implementation of Services:

The jobholder will:

Apply Practice Policies, standards and guidance

Discuss with other members of the team how the Policies, standards and guidelines will affect own work

Participate in audit where appropriate.

Person Specification

Qualifications

• You will have at least a Diploma Level 2/3 Dispensary or equivalent Pharmacy Services qualification
• Excellent clinical and medication knowledge
• Understanding and experience of working as a dispenser in GP practice setting
• The confidence to work as part of a busy GP multi-disciplinary practice team and using your own initiative in decision making
• The ability to be adaptable and flexible in your approach
• Excellent patient facing inter-personal communication skills.

Experience

• At least 2 years dispensary and pharmacy experience

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.