Pharmacy Invoicing and Accounts Clerk

Bedfordshire Hospitals NHS Foundation Trust; Bedford; On-site; GBP 21,000 - 27,000; Full time

Job summary

Bedfordshire Hospitals NHS Foundation Trust is seeking a Pharmacy Invoicing and Accounts Clerk to support pharmaceutical invoicing and Homecare services. You will process invoices, credit notes and supplier queries while using WellSky and Powergate EDI, maintaining procurement records and supporting audit requirements across two hospital sites.

The role focuses on accuracy, organisation, and teamwork within the Pharmacy Procurement team, with duties including preparing documentation and

Qualifications

• Attention to detail and high accuracy in processing financial documents.
• Strong organisational skills and ability to prioritise workloads to meet deadlines.

Responsibilities

• Process and check pharmacy invoices and credit notes using the WellSky/JAC system.
• Reconcile supplier statements and investigate pricing queries and outstanding invoices.
• Liaise with suppliers and Finance teams to resolve invoice and payment queries.
• Maintain accurate financial records and procurement documentation.
• Run routine reports and support electronic invoice reconciliation via Powergate EDI.

Tools

WellSky

Powergate EDI

Job description

We are seeking a detail-orientedPharmacy Invoicing and Accounts Clerk to join our team. This role is pivotal in supporting the efficient management of pharmaceutical invoicing and Homecare medicine services across the Trust. You will be responsible for processing invoices and credit notes, reconciling supplier statements, resolving pricing and delivery queries, and maintaining accurate databases using systems such asWellSkyandPowergate EDI. The position also involves providing administrative support to the Procurement and Homecare teams, managing filing systems for audit compliance, and assisting with meeting documentation. Strong organisational skills, accuracy, and the ability to prioritise workloads to meet deadlines are essential. This is an excellent opportunity for someone who thrives in a fast-paced environment and values teamwork, precision, and patient-focused service. The Pharmacy Invoicing and Accounts Clerk is a key member of the Pharmacy Procurement team, supporting the accurate and timely processing of pharmaceutical invoices, credits and financial information.

• Processing and checking pharmacy invoices and credit notes using the WellSky/JAC pharmacy stock control system.
• Reconciling supplier statements and investigating outstanding invoices, credits, pricing discrepancies and other financial queries.
• Liaising with pharmaceutical suppliers and Finance colleagues to resolve invoice and payment queries.
• Processing and monitoring Off Contract Claims to ensure income owed to the Trust is accurately claimed and received.
• Maintaining accurate financial records, spreadsheets, supplier information and procurement documentation.
• Running routine reports and supporting electronic invoice reconciliation, including use of the Powergate EDI system.
• Providing administrative support to the Pharmacy Procurement and Homecare teams, including cross-site support where required.
• Organising supplier service review meetings, taking minutes and communicating agreed actions to relevant colleagues.
• Supporting audit requirements by maintaining effective filing systems and retrieving financial and procurement documentation when required.
• Providing cover and support for other Procurement team activities during periods of staff absence.
• Managing their own workload to ensure weekly, monthly, quarterly and annual financial deadlines are met.

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.

The Pharmacy Invoicing and Accounts Clerk will be an integral member of the Pharmacy Procurement team, providing financial, invoicing and administrative support to ensure the efficient operation of the service.

• Checking and processing pharmaceutical invoices and credit notes accurately using the WellSky/JAC pharmacy stock control system.
• Reconciling supplier statements and investigating outstanding invoices, credit notes, pricing discrepancies and other financial queries.
• Liaising with pharmaceutical suppliers, Pharmacy colleagues and the Trust Finance team to resolve invoice, payment and account queries.
• Running routine reports and monitoring outstanding financial transactions to ensure pharmacy records remain accurate and up to date.
• Managing Off Contract Claims, ensuring claims are completed accurately and within required timescales, and monitoring reimbursement of income owed to the Trust.
• Maintaining spreadsheets and other records to support financial monitoring, reconciliation and reporting.
• Supporting electronic invoice reconciliation through the Powergate EDI system.
• Maintaining supplier records and coordinating changes to supplier information, including referring changes to bank details for the appropriate financial checks.
• Maintaining effective paper and electronic filing systems and supporting the retrieval of procurement and financial documentation for internal and external audit requirements.
• Arranging supplier service review meetings, taking accurate minutes and communicating actions to relevant colleagues and supplier representatives.
• Providing administrative support to the Pharmacy Procurement and Homecare teams across the Trust, including providing cover during periods of staff leave or absence.
• Supporting the training and day-to-day development of new or less experienced members of staff where appropriate.
• Undertaking general administrative duties including responding to telephone and email enquiries, handling departmental post, booking prescriptions onto the Prescription Tracking System and maintaining stationery supplies.
• Planning and prioritising their own workload with minimal supervision to ensure weekly, monthly, quarterly and annual financial deadlines are achieved.
• Undertaking other reasonable duties to support the effective running of the Pharmacy Procurement service.

The role requires a high level of accuracy, organisation and attention to detail, together with the ability to communicate effectively with Pharmacy colleagues, Finance teams and external suppliers. The successful candidate will be expected to manage competing priorities and investigate and resolve queries while working within established departmental procedures.