Pharmacy Invoicing & Account Clerk

Bedfordshire Hospitals NHS Foundation Trust; Cambridgeshire and Peterborough, Luton; On-site; GBP 21,000 - 27,000; Full time

Job summary

Bedfordshire Hospitals NHS Foundation Trust is seeking a Pharmacy Invoicing & Account Clerk to support the Pharmacy Procurement Team. You will handle receipt and invoicing of pharmaceutical stock using WellSky/JAC, process off-contract claims, and provide administrative support across sites.

The role requires attention to detail, capable data entry, and effective communication with suppliers and internal teams. Closing date: 24 November 2026. Based on site at Bedford/Luton sites.

Qualifications

• Demonstrates strong written and verbal communication.
• Ability to work methodically and accurately under pressure.
• Experience with data input and accounting/finance tasks.

Responsibilities

• Provide support to the Pharmacy Procurement Team during staff leave.
• Cover sickness and absence line for the rostering manager.
• Input financial data and create financial spreadsheets.
• Liaise with Finance to request invoices and check payments.
• Maintain procurement filing systems for auditors.
• Manage Off Contract Claims and update related spreadsheets.

Skills

Good written and verbal communication

Motivated and enthusiastic

Education

GCSE Maths and English (or equivalent)

NVQ Level 3 or equivalent

Accounts/finance assistant Level 2 or equivalent

Tools

WellSky/JAC stock control system

Powergate EDI system

Job description

Bedfordshire Hospitals NHS Foundation Trust

Pharmacy Invoicing & Account Clerk

The closing date is 24 November 2026

1. To carry out a range of duties associated with the receipt and invoicing of pharmaceutical stock using the Pharmacy stock control system (WellSky/JAC) and other associated software.

2. To provide administrative support to the Procurement and Homecare team (cross- site) when required.

3. To manage the processing of Off Contract Claims, ensuring all documents are completed accurately and within the agreed period. To coordinate the reimbursements back into the Trust accounts.

4. Provide and receive routine information using persuasive skills when needed with suppliers. Provide and receive complex or sensitive information about pricing to relevant persons.

Main duties of the job

• To check invoices and credit notes for accuracy and process them through the Pharmacy computer system as per departmental policy.
• To check supplier statements for account reconciliation, request copy documents and investigate outstanding documents or queries when appropriate.
• Analyse and interpret financial payments and receipts. Investigate financial queries and analyse detailed data to identify errors and discrepancies in price and stock. Communicate any issues to the purchasing officers or Pharmacy Procurement Technicians when necessary.
• To run routine reports using various software packages, to ensure the Pharmacy stock control system is up to date in regards to outstanding invoices and credit notes. When required, to contact the relevant suppliers for outstanding copy documents to support resolutions.
• 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 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.

About us

Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.

Our values

We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.

Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job

Job responsibilities

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

Qualifications

• Evidence of good level of education, to include GCSE grade C/4 in Mathematics and English or equivalent
• NVQ Level 3 or equivalent experience
• Accounts or finance assistant Level 2 or equivalent level experience

Experience

• Experience of working with computer programmes including basic Microsoft Office packages
• Experience of working to deadlines and managing own workload to meet the needs of a service
• Experience of data inputting
• Experience of accounting / book keeping systems
• Experience with working with Pharmacy stock control systems

Knowledge

• Understanding of the need for confidentiality awareness at all times
• Awareness of medicine names
• Understanding of regional contracts and off contract claims process

Personal Skills

• Good written and verbal communication skills
• Good telephone manner
• Motivated and enthusiastic
• Ability to work methodically and accurately under pressure

Other

• Willing to undertake in-house training on pharmacy computer and automated commerce systems
• Able to work alone and make decisions to commensurate within responsibilities of the role
• Able to concentrate for long periods of time when analysing data
• Able to spend most of the day inputting data accurately into computer

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.

Bedfordshire Hospitals NHS Foundation Trust