Buying Office Administrator

Job description

Detailed job description and main responsibilities

BUYING OFFICE

1. Supporting the processing of orders for medication supplies including assisting with sourcing urgent supplies.

2. Dealing with any out-of-stock queries and liaising with the relevant staff as appropriate.

3. Ensure that the daily stock count, the KTAKEM, occurs and any discrepancies are investigated and dealt with.

4. Support the buying office Purchasing Coordinator in dealing with any buying office related handover emails to ensure that any urgent issues are dealt with in a timely manner.

5. Ensure that all out of hours medicine purchases or supplies are processed and dealt with without delay.

6. Investigate manufacturers' delays, updating the list of delays and ensuring all relevant staff are informed.

7. Receiving, checking and booking in deliveries of controlled drugs when they arrive to fulfil legislative requirements.

8. Storing goods safely and correctly in the appropriate areas of the pharmacy.

9. Dealing with queries from staff and other hospital staff relating to product delays, delivery times and orders.

10. Follow up outstanding orders to ensure that stock is delivered promptly and avoid out of stock situations. Place orders with alternative suppliers if necessary.

11. Ensuring stock levels of all products are accurate and supporting the appropriate ordering of stock.

12. Ensure that contracts are adhered to and return any over ordered or unwanted goods in order to avoid finance penalties.

13. Check the ONOTR report. This report is to be checked every month for outstanding orders that have not been delivered or received onto JAC.

14. Participate in robot loading and goods receipt duties if required.

15. Undertaking any specific projects in accordance with objectives set by the Buying Office and goods Receipt Manager.

16. Support the Procurement and Distribution Manager in dealing with drug recalls where required.

17. Ensure that the electronic ordering system (Medecator) is utilised to maximum efficiency to maintain reduced ordering costs in line with regional procurement guidance.

18. Assist in the maintenance of computer files in regard to purchasing and invoicing.

19. Ensure that urgent deliveries of medicines (e.g. from other hospitals, alternative suppliers via taxi / courier service) are arranged within the required timescales and when appropriate.

20. To participate in implementing and maintaining national, regional, consortium and Trust local purchasing contracts.

21. Ensure the slow-moving report is checked weekly to identify any slow moving items preventing stock wastage.

22. Support the implementation of new policies and procedures within the purchasing and goods receipt area and contribute to the development of new systems of working.

23. Assist with the training and inducting of rotational technicians, pre-registration trainee technicians and pre-registration pharmacists in all aspects of the purchasing function.

24. Maintain good and open channels of communication with all suppliers to ensure that all aspects of purchasing are dealt with effectively.

25. To participate and support the goods receipt team.

26. Establish and maintain clerical filing systems for the buying office to ensure efficiently in all procedures and processes and the completion of work in a timely manner.

27. Participate in the pharmacy ward top up service to wards, clinics, and departments as part of the pharmacy top up service.

28. Return stock or dispose of any medicines returned from wards or departments.

GENERAL DUTIES

29. Attend and participate in departmental meetings.

30. Participate in service audits as required.

31. Support the buying office to ensure that all monthly tasks are completed for budgets and finance reports to remain correct. This will include ensuring all TPN, medical gases, and consumable orders are booked onto JAC correctly in time for end of month booking out.

32. Follow relevant procedures for each rotation, including adherence to GMP, orange guide and COSHH regulations etc. to deliver the service in a safe and effective manner.

33. Undertake any other duties as reasonably required by the Chief Pharmacist.

COMMUNICATION

34. Ensure all communication, which may be complex, contentious or sensitive, is undertaken in a responsive and inclusive manner, focusing on improvement and ways to move forward.

35. Ensure all communication is presented appropriately to the different recipients, according to levels of understanding, type of communication being imparted and possible barriers such as language culture, understanding or physical or mental health conditions.

36. These duties are not exhaustive and will be reviewed with the post holder, allowing for amendments with the broad scope and band level of the role.

Person specification

Education and Qualifications

Essential criteria

• GCSE or equivalent in Maths and English
• NVQ Level 2 in Pharmacy Services

Desirable criteria

• Specialist purchasing qualifications e.g. the Chartered Institute of Purchasing and Supply Foundation course
• GCSE Science or equivalent

Experience

Essential criteria

• Proven record of procurement work experience
• Experience of dealing with service audit
• Experience of investigating stock level discrepancies
• Experience of using electronic ordering system

Desirable criteria

• Proven record of procurement work experience within a hospital setting
• Implementation of procedures

Skills and Knowledge

Essential criteria

• Ability to organise and prioritise daily tasks
• IT literate

Personal Qualities

Essential criteria

• Enthusiasm for position
• Works well under pressure

Trust Values

Essential criteria

• Understanding and knowledge of PROUD values

Important

• There may be some occasions when we have to close a vacancy earlier than the advertised closing date, this will be due to a high volume of applications. You are therefore advised to submit your application as early as possible to avoid disappointment.
• Please check your emails regularly (and your junk folder) as this is how we will communicate with you throughout the recruitment process.
• In submitting an application, you authorise the Trust to confirm any previous NHS service details via the Inter Authority Transfer (IAT) process, should you be appointed to the post.
• During the recruitment process your identity documentation (ie passport, driving licence, visa etc) will be scanned using a device which recognises UV, infrared and machine-readable zone security features of the documents provided.
• Employment at the Trust is offered subject to successful completion of a six month probationary period.
• Some roles may require weekend shift working across multiple sites
• We operate a joint recruitment hub across the North West London Acute Provider Collaborative Group. As part of this, your application and personal data may be shared with partner trusts within the group for recruitment and workforce purposes, in line with General Data Protection Regulation (GDPR)

Right to work

If you need sponsorship to work in the UK, please visit the Home Office website for information on sponsorship and visa status before you fill in your application form. Due to recent changes in the UK immigration rules which affect Skilled Worker Visas, Global Business Mobility, Higher Skill Level and Increased Salary Thresholds, please ensure that you are able to meet the requirements to live and work in the UK before applying. Further information about eligibility is available on