Pharmacy Homecare Invoicing Clerk

OUH; Oxford; Hybrid; GBP 22,000 - 26,000; Full time

Benefits offered by this job

Remote working one day a week

Job summary

Oxford University Hospitals NHS Foundation Trust is seeking a diligent Pharmacy Homecare team member to process invoices, raise purchase orders, and maintain accurate records for homecare services delivered to patients’ homes.

The role offers a mix of office-based and on-site work with one remote-working day per week. Basic MS Office skills and a proactive, detail-oriented approach are essential.

Qualifications

• Experience in fast-paced admin or procurement environments is desirable.
• Good literacy and numeracy skills with attention to detail.

Responsibilities

• Process invoices and ensure correct price for drugs is paid.
• Chase outstanding credits with suppliers.
• Match orders to delivery documents and prepare documentation for processing.
• Raise purchase orders to expedite deliveries from health care providers.
• Collaborate with colleagues to resolve problems in a timely manner.

Skills

Attention to detail

Team working

Communication skills

Organisational skills

Numeracy

Independent work

Education

GCSE Maths & English

Tools

MS Word

MS Excel

Job description

Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research.

The Trust comprises of four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury.

Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call thisDelivering Compassionate Excellenceand its focus is on our values of compassion, respect, learning, delivery, improvement and excellence.

Many of our recruitment programmes useValue Based Interviewingto identify those who have the skills we seek, who share our values and who are able to deliver compassionate excellence from the outset. We know that this makes a significant difference to your job satisfaction and above all the outcomes and experience of our patients and their families. For more information about our Values and Value Based Interviewing please visit www.ouh.nhs.uk/about/vision-and-values

Job overview

We are looking for an enthusiastic individual to join our expanding team based at the OUH Cowley site.

The department supports homecare activity across the Trust processing invoices relating to outsourced Homecare services that provide Pharmacy supplies direct to patient's homes.

The successful candidate will be integral to processing all aspects of work related to procurement of homecare services.

We will consider full time and part time hours. We also offer remote working one day a week.

Main duties of the job

Experience is not necessary but a keenness to learn new skills, an eye for detail and ability to adapt to new situations is a must. Main Duties of the role include:

• Processing invoices – ensuring that correct price for drugs is paid and that invoices are filed appropriately.
• Chasing of any outstanding credits with suppliers.
• Matching Orders to Delivery documents and preparing documentation for onward processing.
• Checking supplier statements to ensure that debt is managed at an acceptable level.
• Raising Purchase orders to expedite deliveries from Health care providers to patients homes in a timely manner.
• Working closely with colleagues to resolve problems.

Working for our organisation

This is a rapidly growing and developing area of Pharmacy and offers the successful candidate an opportunity to help us expand the service and support clinical services throughout the Trust.

Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research. Find out more here www.ouh.nhs.uk

The Trust comprises of four hospitals - theJohn Radcliffe Hospital,Churchill HospitalandNuffield Orthopaedic Centrein Headington and theHorton General Hospitalin Banbury.

Detailed job description and main responsibilities

1. To be familiar with the functionality of the pharmacy computer system in relation to passing invoices and looking up historical information.
2. To be an active part of the Pharmacy Homecare team providing financial and administrative services to the department.
3. To open mail and match invoices and credit notes to relevant purchase orders.
4. To raise purchase orders against invoices received for Homecare Goods.
   1. Interpreting detail on prescription in order to raise purchase orders accurately
   2. Ensuring all documentation is present and correct and matched correctly
   3. Raise on Pharmacy system and ensure signatories are in line with Trust Standard Financial Instructions (SFIs)
5. Receipt of goods onto system against delivery documents under a set procedure adhering to Trust SFIs.
   1. Ensuring all documentation is correct
   2. Ensure databases are maintained and updated
   3. Processing onto system
   4. Raising any discrepancies with appropriate individual
6. Saving and printing of prescriptions sent via email
7. To ensure that all invoices and credits are consistent with goods received or returned on the pharmacy computer system and resolve discrepancies when appropriate with regards to contract prices
8. Prepare queries with price, quantity, product, delivery for sending to Homecare service providers
9. Raise issues with Clinical Pharmacy team in relation to legibility of prescriptions or potential errors in prescribing.
10. To liaise with Homecare Technical team regarding any discrepancies with invoices
11. To prioritise payment to ensure penalties for late payment are not incurred
12. To clear the system of long outstanding invoices using appropriate coding.
13. Recording any information as required for audit purposes
14. To ensure that homecare documentation is filed correctly and is kept up-todate and accurately to allow swift and easy retrieval of records.
15. Address supplier and customer queries by telephone and electronically, with good communication and interpersonal skills
16. To run appropriate reports of invoices entered when necessary.
17. To support new starters within the Pharmacy Homecare Team with training.
18. To participate in Homecare and Procurement Team meetings to identify and resolve problems and suggest potential improvements as appropriate.
19. Ensure the safe and effective use, storage and disposal of information in line with the Data Protection Act, Caldicott Principles and General Data Protection Regulations.
20. Where required and on a rotational basis, provide support for homecare prescription processing within clinical areas.

• Involves being present in a clinical setting
• Raising orders to match with prescriptions raised
• Annotate prescriptions with Purchase order reference
• Send prescription to Homecare provider
• Ensure documentation is sent for processing accordingly

Person specification

Essential & Desirable

• Team Working Skills
• Flexible Approach to work and willing to learn and take on new tasks
• Good Communication and interpersonal skills
• Basic skills in using MS Office products e.g. Word & Excel
• Good literacy and numeracy skills
• Organised and methodical approach to work
• Reliable and conscientious
• Good organisational skills
• Self motivated
• Ability to work independently
• GCSE or equivalent in Maths and English
• Previous Pharmacy experience

Sexual Safety Charter : In 2023 NHS England launched its first sexual safety charter, and our Trust proudly signed it. We pledge zero tolerance for inappropriate sexual behaviour and commit tothe ten core principles

Oxford University Hospitals promotes a safe, respectful hiring environment.

Vacancy Closures: Please note, this vacancy may close early if a high volume of applications are received.

Visa and Immigration: Oxford University Hospitals NHS Foundation Trust is able to offer Certificates of Sponsorship for all eligible roles for a Skilled Worker Visa without exception, provided the role meets the minimum salary and skill level criteria set by the Home Office (UKVI). All eligible candidates will be considered with equal consideration at all stages of the application and recruitment process. Skilled worker: Health and Care Visa | NHS Employers / Work in the UK - GOV.UK

COVID-19: The COVID-19 vaccination remains the best way to protect yourself, your family, your colleagues and of course our patients from the virus when working in our healthcare settings. Whilst COVID-19 vaccination is not a condition of employment, we do encourage our staff to get vaccinated. If you are unvaccinated there is helpful advice and information at Oxfordshire County Council Website where you can also find out more about how to access vaccination.

Probation Period: This post is subject to a 6 month probationary period. If you currently hold a contract of employment with the Oxford University Hospitals, this will not apply. This statement does not apply to Medical staff or Executive Appointments.

Referencing: When providing employment reference details please provide correct work related email addresses so references can be sought promptly when we are looking to progress your application. Your first referee will need to be your line manager, supervisor or clinical lead from your current or most recent post or place of study. Please note that if you have previously worked for the Trust we will require a reference from your last Manager, this information is essential if your offer of employment is to be confirmed.

To note: Applicants must write their own applications. If AI tools are used, the application may be rejected as this document is crucial for assessment. This does not prevent you from seeking support via AI with applications for the purposes of any disability and/or long-term health conditions.

When using AI to help write your application, it is important to personalise it, especially your supporting statement. While AI can simplify the process, it will not fully understand the job's requirements and/or be able to showcase your skills, knowledge, and experience. Write your statement to show why you are interested in the role and how you would be a valued member of the team/OUH employee.

No unsolicited recruitment agency telephone calls or emails.

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.

Band 5 NurseandBand 2 Healthcare Support Workerrecruitment iscentralised, meaning when you apply you will be considered fora number of rolesacross the Trust. If you have any questions please email: [e-mail] .

Vacancies with our PFI partners

Domestic / catering / porteringservices at theJohn Radcliffe Hospitalare provided byMitie.

Domestic / catering / portering / maintenance engineerservices at theChurchill HospitalandNuffield Orthopaedic Centreare provided byG4S.

Maintenance engineer services at the John Radcliffe Hospital are provided by Equans.

All meetings and interviews will be scheduled on Microsoft Teams from a verified OUH email account.

If you have any doubts about any correspondence around recruitment, please contact us.

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