Pharmacy Purchasing and Invoicing Co-Ordinator

Liverpool Women's NHS Foundation Trust; Liverpool; On-site; GBP 22,000 - 30,000; Full time

Job summary

A healthcare organization in Liverpool is seeking a proactive Pharmacy Assistant to manage medicines procurement and supervise purchasing staff. The role includes responsibilities like managing stock shortages, overseeing compliance, and collaborating with healthcare professionals. Candidates should have an NVQ2 in Pharmacy services, experience in a pharmacy purchasing role is desirable, and excellent organizational skills are crucial for success.

Qualifications

• Must possess excellent organisational skills to undertake this role.
• Experience of working in a purchasing role within a Pharmacy department is desirable.
• Applicants must have an NVQ2 qualification in Pharmacy services or equivalent.

Responsibilities

• Manage the release of orders and ensure goods are of appropriate quality.
• Supervise the daily workload of the purchasing and invoicing department.
• Monitor current and forecasted supply disruptions.
• Liaise with other pharmacy purchasing staff for stock items.

Skills

Excellent organisational skills

Knowledge of pharmacy purchasing processes

Education

NVQ2 qualification in Pharmacy services

CIPS Level 3 or willingness to work towards NVQ3 CIPS

Job description

Overview

We have an exciting opportunity for a proactive Pharmacy Assistant with experience in medicines procurement to join the Pharmacy Department at LWH. In this key role you will work closely with the Deputy Technical Services Manager for Procurement, supporting the management of medicines stock shortages and the processing of off‑contract claims. You will also supervise Pharmacy Purchasing and Invoicing staff across the LWH site and provide support and deputise for the Deputy Technical Services Manager as required.

Key Responsibilities

• Manage the release of orders, taking account of contracts, lead times, buying agreements, specialist/consumer needs and any other relevant factors to ensure all goods are of appropriate quality and are obtained in a timely manner and at the most cost effective price.
• Participate in ensuring the Pharmacy stock control system and Electronic Data Interchange (EDI) are kept up to date with the latest information regarding Commercial Medicines Unit (CMU) pharmacy contracts.
• Monitor current and forecasted supply disruptions, escalating issues to the Deputy Technical Services Manager for Procurement and the Procurement Pharmacist as appropriate.
• Co‑operate with all pharmacy staff in providing and developing an efficient and comprehensive pharmaceutical service for patients of Liverpool Women’s Hospital (LWH) and the University Hospitals of Liverpool Group (UHLG).

Detailed Responsibilities

1. Ensure all Standard Operating Procedures for the Purchasing and Invoicing of goods are adhered to.
2. Supervise the daily workload of the purchasing and invoicing department, including allocation of tasks to purchasing and invoicing staff.
3. Attend relevant Pharmacy staff meetings on a regular basis and co‑operate with the Chief Pharmacist regarding the strategic development of the Pharmacy Purchasing service.
4. Liaise with other Pharmacy purchasing staff in relation to initiating orders for stock items and other special items, directing and prioritising when needed.
5. Operate the Electronic Data Interchange (EDI) to facilitate electronic purchasing of pharmaceuticals from pharmaceutical suppliers.
6. Participate in maintaining the correct details for CMU regional contracts in the pharmacy stock control system.
7. Monitor the purchasing team email inbox and respond to queries from staff at LWH and across UHLG regarding stock supply, lead times, supply issues and provide advice on the procurement of medicines for the Trust.
8. Liaise with relevant Trust staff regarding medical gas stocks for the Trust and be responsible for placing orders and follow up of delivery issues on behalf of the Trust.
9. Manage any standing order arrangements with suppliers and be responsible for ensuring call‑off orders are requested and processed in line with agreed schedule.
10. Facilitate the transfer of medicines between Trust sites when required, organise suitable transport arrangements and ensure the pharmacy stock control system is updated accordingly.
11. Support medicines related Cost Improvement Programmemes (CIP) by ensuring any cost savings made through medicine purchases are reported appropriately.
12. Collect data on off‑contract spend and report value of off‑contract claims on a monthly basis to the Deputy Technical Services Manager.
13. Report ad hoc off‑contract ordering to the Deputy Technical Services Manager to support the monthly completion of Exend+ data (for external benchmarking and regional purchasing data).
14. Support the Invoicing team when dealing with complex invoice discrepancies, advise and direct the team when necessary and provide supporting documentation to ensure disputes with suppliers are resolved favourably to the Trust when not at fault.
15. Generate and analyse reports using the pharmacy system to identify outstanding orders, contact suppliers to obtain up‑to‑date information regarding delivery dates.
16. Communicate with a wide range of healthcare professionals, external wholesalers and suppliers on a wide range of issues relating to medicines supply, including information around contracts or invoices as well as stock shortages and issues.
17. Assist with updating the Stock Manager portal with up‑to‑date information relating to stock shortages across the Trust.
18. Action recommendations from the Deputy Technical Services Manager and/or the Procurement Pharmacist to manage stock issues.
19. Communicate key medicine shortages effectively.
20. Participate in actions relating to medicine recalls of all classes when required.
21. Ensure relevant documentation relating to Unlicensed medicines is obtained from suppliers and retained in accordance with the Unlicensed medicines policy.
22. Participate in ensuring the pharmacy computer system is operated effectively, automatic re‑ordering levels are acceptable and efficient and stock levels are correct.
23. Locate supplies of medicines in other hospitals, pharmaceutical manufacturers or wholesalers if required in an emergency.
24. When required, provide a service outside normal working hours for emergencies.
25. Undertake appropriate training courses and encourage other staff to undertake further training.
26. Work flexibly between sites, including acting as the onsite supervisor at the Pharmacy off‑site store when required.
27. Participate and co‑operate with weekend, bank holiday, statutory holiday, early morning and evening services as per departmental arrangements.
28. Support the Technical Services Managers across the Group with recruitment by participating in interview panels when required.
29. Support equality and promote diversity.

Qualifications

• You must possess excellent organisational skills to undertake this role.
• Experience of working in a purchasing role within a Pharmacy department is desirable, as is an excellent working knowledge of pharmacy purchasing processes.
• This role is open to Pharmacy Assistants with CIPS Level 3 or a willingness to work towards NVQ3 CIPS as an apprenticeship (Annex 21). Applicants must have an NVQ2 qualification in Pharmacy services or equivalent to be considered.

Equal Opportunity Statement

Liverpool Women’s NHS Foundation Trust is an equal opportunities employer committed to safeguarding children, young people and vulnerable adults, and to promoting diversity and preventing discrimination.