Pharmacy Invoicing & Account Clerk

NHS Jobs; Cambridgeshire and Peterborough; On-site; GBP 25,000 - 38,000; Full time

Job summary

Bedfordshire Hospitals NHS Foundation Trust is seeking a proactive procurement support administrator for the Pharmacy Procurement Team. You will assist during staff leave, cover rostering gaps, and coordinate junior staff while ensuring timely, accurate data entry and documentation.

You will maintain supplier records, support invoice processing, and handle prescription tracking and audit-ready filing. Reporting to the Chief Pharmacist, you will work with minimal supervision to keep operations

Responsibilities

• Provide support to Pharmacy Procurement Team during staff leave and absence.
• Cover sickness absence line in absence of rostering manager.
• Organise and train new or junior staff; coordinate day-to-day activity.
• Input financial data into computerised databases and maintain spreadsheets.
• Maintain supplier records and WellSky/JAC stock control system.
• Liaise with Finance to request invoices and monitor payments.
• Book prescriptions using the Prescription Tracking System (PTS).
• Arrange service review meetings with suppliers and stakeholders.
• File procurement documents for internal and external audits.

Job description

To provide support to the Pharmacy Procurement Team in times of staff leave and absence. To cover the sickness and absence line in the absence of the Pharmacy rostering manager. Demonstrate activities to new or less experienced employees to support staff training. To co-ordinate day to day activity of new or junior staff. Day to day co-ordination of staff new or junior staff. Work within set routines with minimal direct supervision, and refers to manager when necessary. Plan own workload to ensure weekly, monthly, quarterly and annual financial timetables are met. To take meeting minutes for service reviews with external suppliers, and cascading these with relevant colleagues and supplier representatives. To arrange and organise regular service review meetings with relevant stakeholders. To carry out routine housekeeping activities associated with all procurement documentation, maintaining filing systems to ensure any procurement documentation can be retrieved efficiently and be made available for internal and external auditors. This includes manually filing paper documents and electronically scanning documents for filing. To support relevant stakeholders and colleagues with the retrieval of documentation and information for audit purposes as and when required. To be able to input financial data into computerised databases to create financial spreadsheets. To assist in the maintenance of supplier records, updating address and contact details as necessary on the WellSky/JAC stock control system. To send supplier change of bank details to finance for diligence checks and approval. To manage the processing of Off Contract Claims, ensuring all documents are completed accurately and within the agreed timeframe and sent to suppliers in order to claim income owed to the Trust. To maintain relevant spreadsheets related to Off Contract Claims to ensure that efficient data capture is maintained on a regular basis. To liaise with Finance to request invoices for external suppliers, and routinely check the status of payments with both Finance and external suppliers. To be able to input data, check and reconcile information, make calculations and answer queries from staff and customers To maintain sufficient stock of all stationery required within the department, placing orders through the relevant supplier. To book in prescriptions using the Prescription Tracking System (PTS). To assist in the maintenance of systems of electronic invoice reconciliation through the Powergate EDI system. To receive and deal with internal post and general enquiries, answer telephones.To undertake these duties in a professional manner. To liaise with external suppliers in regards to sending and receiving archived documents for the Pharmacy department, and maintain accurate records relating to this. Participate in the individual performance review and objective setting process of the Trust. To undertake other duties as reasonably requested by the Chief Pharmacist

Bedfordshire Hospitals NHS Foundation Trust