Detailed job description and main responsibilities

1. Ensure all Standard Operating Procedures for the Purchasing and Invoicing of goods are adhered to. Support staff training and ensure training records are completed and up to date.

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 to 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. Ensure the pharmacy system is up to date with the correct supplier details and that EDI codes are updated as appropriate.

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. Escalate issues to the Deputy Technical Services Manager for Purchasing and/or the Stores Manager when necessary.

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. Responsible for liaising with relevant Pharmacy teams to ensure expired or completed standing orders are still required before renewing any standing order requests.

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 Programmes (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. Raise off contract claims against contract holders where appropriate. Ensure claim submissions are processed in line with the CMU terms and conditions.

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 as well as 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. This may include 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 reordering levels are acceptable and efficient and stock levels are correct. To liaise with the Pharmacy IM&T Manager / EPMA team when required.

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. Responsible for being a key-holder for the store and ensuring security of the site and staff, as well as opening and locking up the store.

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.