Pharmacy Purchasing and Invoicing Assistant

Frimley Health NHS Foundation Trust; Frimley; On-site; GBP 25,000 - 35,000; Full time

Job summary

A healthcare provider in Frimley seeks a Purchasing and Invoicing Assistant to support their pharmacy team. The role requires excellent organizational and communication skills. The candidate will handle order processing, invoice validation, and assist with administrative tasks. Prior experience in finance or purchasing is advantageous, but training will be provided. This position encourages a flexible work-life balance and professional development opportunities.

Benefits

Professional development opportunities

Flexible working patterns

Commitment to inclusivity and support for employees

Qualifications

• Educated to GCSE or equivalent including Maths and English.
• NVQ Level 3 or equivalent experience in finance/accounts, purchasing, or stock control.
• Understanding the importance of stock control.

Responsibilities

• Process and validate orders, invoices, and credits efficiently.
• Support pharmacy office with general administrative duties.
• Resolve discrepancies and contact creditors for invoice queries.

Skills

Excellent organisational skills

Excellent communication skills

Attention to detail

Problem-solving skills

IT competency in Word and Excel

Education

GCSE or equivalent including Maths and English

NVQ Level 3 or equivalent in finance/accounts

Tools

E-Procurement platform

Pharmacy IT purchasing systems

Job description

Overview

An exciting opportunity has arisen for a committed and motivated individual to join our busy Pharmacy team as a Purchasing and Invoicing Assistant.

We are looking for someone with excellent organisational and communication skills who can work accurately under pressure and to tight deadlines. You will play an important role in supporting our pharmacy assistants and procurement staff in the efficient processing of orders, invoices, and credits to ensure the smooth running of our service.

You will need to be computer literate, with strong attention to detail and a proactive approach to problem-solving. Previous experience in finance, purchasing, accounts, or stock control would be an advantage, although full training will be provided.

Main duties

• Placing orders with suppliers using the Trust’s E-Procurement platform
• Validating and processing invoices for payment
• Chasing credits and overdue goods with suppliers
• Processing off-contract claims in line with departmental policy
• Responding to and resolving ad-hoc queries from suppliers and internal teams
• Supporting the pharmacy office team with general administrative duties as required

Working for our organisation

Frimley Health NHS Foundation Trust is committed to being an inclusive and disability confident employer and has been awarded Gold for the Armed Forces Employment Recognition Scheme. We provide first class development opportunities for all staff and have a wide range of professional, management and leadership, and clinical skills training available.

Here at Frimley Health NHS Foundation Trust, we know how important it is to have a healthy work life balance; this benefits not only individuals but the patients we care for too.

We encourage applications from people who wish to work on a flexible basis, recognising that flexibility may mean a range of different working patterns and hours, we do our utmost to work with our staff to meet their needs and the needs of our service and its users.

Detailed Job Description And Main Responsibilities

• To participate in the smooth operation of the Trust’s Accounts Payable function in accordance with Trust procedures, good creditor payments practice and NHS payments policy
• To ensure that all invoices and credits are processed efficiently and accurately and are consistent with goods received or returned on the pharmacy computer system.
• To resolve discrepancies as appropriate in accordance with Standard Operating Procedures, referencing contract prices where applicable, using the CMU Contract File as reference.
• To produce, process and authorise invoices, off-contract claims and credits and forward completed paperwork to the Accounts Department in accordance with the suppliers’ terms and conditions of payment.
• To contact creditors for invoice queries and suppliers regarding overdue deliveries.
• To release orders from the computer system and transmit by appropriate method, under the direction of the Purchasing Manager, or his/her deputy, in accordance with pre-determined schedules.

For more information please see attached job description and person specification

Person specification

Qualifications

• Educated to GCSE or equivalent to include Maths and English.
• NVQ Level 3 or equivalent experience in related subject, such as finance/accounts, purchasing or stock control.

Experience

• Experience of working in a team environment.
• Understanding the importance of stock control.

Desirable criteria

• Hospital pharmacy experience
• Electronic processing of orders & reconciliation of invoices and credits
• Knowledge of Pharmaceuticals.
• Computerised stock control.
• Previous experience in procurement and/or accounts related role.

Skills & Knowledge

• Understanding of SFI's
• Knowledge of invoicing principles
• IT competency in Word and Excel with accuracy and speed
• Understanding of NHS Finance
• Knowledge of pharmacy IT purchasing systems
• Good written and verbal communication

Desirable criteria

• Excellent IT skills
• Knowledge of hospital pharmacy