Pharmacy Purchasing and Distribution Assistant

NHS; Greater London; On-site; GBP 30,000 - 33,000; Full time

Job summary

A leading hospital trust in the UK is seeking a Pharmacy Purchasing and Distribution Assistant. The successful candidate will support the pharmacy purchasing office, manage supplier relationships, assist invoicing processes, and maintain accurate stock levels. Required qualifications include NVQ Level 2 in Pharmacy Services and relevant experience in procurement and distribution. This role offers an engaging opportunity to contribute to a nationally recognized healthcare service in a diverse community.

Qualifications

• Experience with pharmacy electronic ordering.
• Experience in training staff responsible for pharmacy tasks.
• Ability to handle invoicing processes in pharmacy.

Responsibilities

• Support procurement and distribution office efficiently.
• Maintain supplier relationships and resolve discrepancies.
• Participate in training and meet departmental KPIs.

Skills

Pharmacy Procurement experience

Pharmacy Distribution experience

Understanding the Trust PROUD values

Education

NVQ Level 2 in Pharmacy Services

GCSE Maths and English

GCSE Science

Team leading or supervisory certificate

Job description

Chelsea and Westminster Hospital NHS Foundation Trust

Pharmacy Purchasing and Distribution Assistant

The closing date is 28 December 2025

Job Responsibilities

• Support the pharmacy purchasing office using WellSky to process medicine, medical gas, supplies and consumables orders and maintain accurate stock levels.
• Assist the invoicing manager by matching and reconciling supplier invoices, ensuring finance receives them on‑time within terms.
• Maintain supplier relationships, resolve stock or order discrepancies, and support the goods receipt team with timely medication deliveries.
• Provide a top‑up service to wards and clinics, pick and supply stock medicines, process returns and handle ad‑hoc requests.
• Participate in training, quality initiatives and service audits; support the buying office, invoicing office and distribution team to meet KPIs.
• Carry out purchasing and goods receipt duties, including order processing, urgent sourcing, out‑of‑stock queries, daily stock counts (KTAKEM), handling delays, controlled drug deliveries and ensuring compliance with GMP, orange guide and COSHH.
• Oversee invoicing tasks: processing, reconciling and negotiating with suppliers to avoid payment delays.
• Manage distribution: input WellSky orders, perform top‑ups via ARX robot, pick/pack medicines, check expiry dates, resolve discrepancies, maintain cleaning and safety of distribution area, support Major Accident boxes and pharmacy IT initiatives.
• Communicate effectively and professionally, respond to stakeholders, maintain confidentiality and adhere to legal, ethical and professional standards.
• Complete NVQ Level 2 Pharmacy Services units and other training/qualifications as required.

About us

Our Trust is one of England's top‑performing and safest trusts. We operate two main acute hospital sites—Chelsea and Westminster Hospital and West Middlesex University Hospital—along with award‑winning clinics across North West London.

Our nearly 7,500 staff care for a diverse population of 1.5m, providing full clinical services including maternity, A&E and children’s services, plus specialist HIV and sexual health care. The CQC rates us Good in safety, effectiveness, care and responsiveness, and Outstanding in leadership and resource use.

We continually invest in our facilities, including a £30m expansion of critical care at Chelsea and an £80m Ambulatory Diagnostic Centre at West Mid.

We are delivering sustainable healthcare through our Green Plan. In line with Greener NHS ambitions, we aim for net zero carbon emissions by 2045. Achieving this requires collective effort. We encourage staff to reduce their impact on carbon, waste and pollution wherever possible. Every action counts to create a healthier, more sustainable future.

We are committed to equal opportunities and believe diversity drives innovation and excellence. We welcome applications from the global majority, veterans and underrepresented communities, valuing the perspectives they bring.

If you haven't heard from us within 3 weeks of the closing date, your application was likely unsuccessful. Employment is subject to a six‑month probation.

Some roles may require weekend shifts at multiple sites.

Teamwork and Values

• Work to meet departmental expectations relating to teamwork and support the Trust’s values.
• Work harmoniously with the direct team and wider team to achieve the objectives of the service.
• Demonstrate an ability to work well with all co‑workers, peers and managers.
• Communicate effectively and professionally to ensure the service delivered by the department is of the highest quality; includes attendance at and participation in department meetings.

Person Specification

Education and Qualifications

• NVQ Level 2 in Pharmacy Services
• GCSE Maths and English or equivalent
• GCSE Science or equivalent
• Team leading or supervisory certificate

Experience

• Pharmacy Procurement experience including the use of electronic ordering
• Pharmacy Distribution experience including top ups
• Experience training staff
• Pharmacy Invoicing experience

Personal Qualities

• Enthusiasm for position
• Understanding the Trust PROUD values

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.

Chelsea and Westminster Hospital NHS Foundation Trust

£30,546 to £32,207 a year incl. HCAS