Pharmacy assistant - Ordering and invoicing | Sussex Community NHS Foundation Trust

Sussex Community NHS Foundation Trust; West Green; On-site; GBP 20,000 - 26,000; Full time

Job summary

A community healthcare provider in West Green is seeking a Pharmacy Assistant to manage medicine orders and invoices. The role involves ensuring quality pharmacy service, supporting stock control, and collaborating with healthcare colleagues. This position offers opportunities for professional development, a supportive team environment, and flexible working options. Join us to contribute to essential services for our local community.

Benefits

Flexible working options

Training and development opportunities

Supportive work environment

Qualifications

• Reliable and conscientious with a strong focus on accuracy.
• Ability to work as part of a team and support pharmacy operations.
• Experience with stock control and management systems is beneficial.

Responsibilities

• Order and invoice medicines to ensure quality service.
• Engage in general distribution including ward-based top-ups.
• Participate in stock checks and maintain pharmacy standards.

Skills

Attention to detail

Reliability

Communication skills

Teamwork

Education

Relevant healthcare experience or training

Job description

We are looking for a reliable and conscientious person, with an aptitude for thoroughness and accuracy, to fill the highly valued role of a Pharmacy Assistant – Ordering and invoicing.

The successful candidate will be a member of a friendly and supportive pharmacy team and will be based at the pharmacy department in Crawley Hospital.

The post holder will be an integral member of the Sussex Community NHS Foundation Trust (SCFT) Medicines Management Team.

The main duties are to undertake ordering and invoice clearance of medicines to ensure the provision of a high-quality pharmacy service to patients in SCFT.

They will have a flexible role, also undertaking: Work on the bedded units and in the pharmacy dispensary. General distribution activities including ward based top‑up of medicines. Support and administrative duties including helping to manage stock. Participate in routine stock checks.

The post holder will liaise with a range of colleagues in the Medicines Management Team and other members of healthcare staff, notably nursing staff.

This is a role that will develop, with the opportunity to undertake an apprenticeship, plus extend the job role to include greater involvement in the pharmacy stock control and management computer system and labelling of dispensed medicines in the pharmacy dispensary.

We are the main provider of NHS community services across East and West Sussex, with 6,000 staff serving 1.3 million people. We deliver essential care to adults and children, helping them manage their health, avoid hospital admissions, and reduce hospital stays.

Our Trust vision is to provide excellent care at the heart of the community. We offer opportunities across medical, clinical, support, and corporate services.

Why work for us?

• Positive 2024 NHS Staff Survey results, highlighting compassionate leadership and wellbeing
• Varied environments: community hospitals, patients’ homes, and bases across Sussex
• Flexible working options: part‑time, flexi‑time, annualised hours, and flexi‑retirement
• Excellent training, development, and research opportunities
• Cost‑effective workplace nurseries in Crawley, Hove, and Brighton
• Active EMBRACE, Disability & Wellbeing, LGBTQIA+, and Religion & Belief networks
• Level 3 Disability Confident Leader and Veteran Aware Trust
• Beautiful Sussex location near the South Downs and coast

Our values—Compassionate Care, Working Together, Achieving Ambitions, Delivering Excellence—guide everything we do.

We embrace diversity and encourage applications from all backgrounds, particularly from ethnically diverse, disabled, and LGBTQIA+ individuals. We aim to create an inclusive environment and support reasonable adjustments during recruitment.

This post may close early if sufficient applications are received.

Medicines Management

• Production of orders to suppliers and processing the orders.
• Check and process delivery notes and invoices, ensuring they reflect orders received.
• Problem solve on ordering and invoice issues, in liaison with the Computer and Procurement Pharmacy Technician.
• Receiving the delivery to the pharmacy dispensary, unpacking and recording delivery.
• Ensuring that goods received are of the type ordered and of an acceptable quality including date checking. Inform suppliers of all missing or damaged goods.
• Prepare and return all incorrect orders with the correct paperwork.
• Booking deliveries onto the computer system and following SCFT’s procedures to enable payment to be made.
• To put away pharmaceutical stock in the appropriate areas according to storage conditions, and to ensure stock rotation.
• Informing all other pharmacy staff of out of stock items and follow up deliveries, delivery and subsequent distribution.
• Dispose of all packaging from deliveries.
• Stock control/ maintenance and ordering where necessary, maximising use of stock and daily checks of stock levels.
• Return to stock or dispose of all medicines returned from wards/departments. Ensuring returned items are processed as per local procedure and returned to the correct shelf location.
• To ensure that all stock is kept secure and stored at correct temperature location.
• To use Pharmacy IT system to undertake routine checks of stock levels in the Pharmacy, checking expiry dates and ensuring that stock is rotated according to expiry date.
• Collate and file all documentation. Assist with the storage and destruction of historic paperwork (e.g. orders, delivery notes and invoices) as appropriate.
• Undertake controls assurance checks in SCFT services and departments, as per local procedure.
• Ensure staff working on stock ordering and invoice clearance maintain and develop the appropriate skills to work in this area.

Pharmacy Dispensary / Ward Duties

• Undertake stock top up of medicines on wards and departments.
• Answer incoming phone calls in a polite manner, referring on as appropriate and taking accurate messages if necessary.
• Select medicines according to ward requisitions / clinic orders according to local procedure.
• Select and label medicines according to the local procedure under supervision in preparation for checking. This will require:
• Selection to a high specification of accuracy.
• Complex manipulation of dispensing into multi‑dose compartment compliance aids.
• Maintain high quality of data input into the pharmacy dispensary computer system.
• To ensure appropriate levels of ancillary stock (bottles, containers, bags etc.) are maintained in the pharmacy dispensary. This will involve ordering sufficient quantities and topping them up.
• Maintain clean and tidy dispensing facilities and safe systems of work.
• Return stock to shelves as appropriate.
• Check and record pharmacy dispensary refrigerator temperatures daily, defrosting as and when necessary. Report any discrepancies as per local procedure.
• Carry out expiry date checks in the pharmacy dispensary and on allocated bedded units and services.
• In times of staff absence work flexibly to ensure the effective operation of the pharmacy dispensary service.
• Support staff working in the pharmacy dispensary to maintain and develop the appropriate skills to work in this area.
• May be required to participate in pharmacy dispensary rota, including working Saturday, Sunday and Bank Holidays rotas.

For Full details please see the job description.

This advert closes on Sunday 7 Dec 2025