Pharmacy Invoicing & Account Clerk

Job description

Detailed job description and main responsibilities

To provide support to the Pharmacy Procurement Team in times of staff leave and absence.

To cover the sickness and absence line in the absence of the Pharmacy rostering manager.

Demonstrate activities to new or less experienced employees to support staff training. To co-ordinate day to day activity of new or junior staff. Day to day co-ordination of staff new or junior staff.

Work within set routines with minimal direct supervision, and refers to manager when necessary.

Plan own workload to ensure weekly, monthly, quarterly and annual financial timetables are met.

To take meeting minutes for service reviews with external suppliers, and cascading these with relevant colleagues and supplier representatives.

To arrange and organise regular service review meetings with relevant stakeholders.

To carry out routine housekeeping activities associated with all procurement documentation, maintaining filing systems to ensure any procurement documentation can be retrieved efficiently and be made available for internal and external auditors. This includes manually filing paper documents and electronically scanning documents for filing.

To support relevant stakeholders and colleagues with the retrieval of documentation and information for audit purposes as and when required.

To be able to input financial data into computerised databases to create financial spreadsheets.

To assist in the maintenance of supplier records, updating address and contact details as necessary on the WellSky/JAC stock control system. To send supplier change of bank details to finance for diligence checks and approval.

To manage the processing of Off Contract Claims, ensuring all documents are completed accurately and within the agreed timeframe and sent to suppliers in order to claim income owed to the Trust. To maintain relevant spreadsheets related to Off Contract Claims to ensure that efficient data capture is maintained on a regular basis.

To liaise with Finance to request invoices for external suppliers, and routinely check the status of payments with both Finance and external suppliers.

To be able to input data, check and reconcile information, make calculations and answer queries from staff and customers

To maintain sufficient stock of all stationery required within the department, placing orders through the relevant supplier.

To book in prescriptions using the Prescription Tracking System (PTS).

To assist in the maintenance of systems of electronic invoice reconciliation through the Powergate EDI system.

To receive and deal with internal post and general enquiries, answer telephones.To undertake these duties in a professional manner.

To liaise with external suppliers in regards to sending and receiving archived documents for the Pharmacy department, and maintain accurate records relating to this.

Participate in the individual performance review and objective setting process of the Trust.

To undertake other duties as reasonably requested by the Chief Pharmacist

Person specification

Qualifications

Essential criteria

• Evidence of good level of education, to include GCSE grade C/4 in Mathematics and English or equivalent
• NVQ Level 3 or equivalent experience
• Accounts or finance assistant Level 2 or equivalent level experience

Experience

Essential criteria

• Experience of working with computer programmes including basic Microsoft Office packages
• Experience of working to deadlines and managing own workload to meet the needs of a service
• Experience of data inputting

Desirable criteria

• Experience of accounting / book keeping systems
• Experience with working with Pharmacy stock control systems

Knowledge

Essential criteria

• Understanding of the need for confidentiality awareness at all times

Desirable criteria

• Awareness of medicine names
• Understanding of regional contracts and off contract claims process

Personal Skills

Essential criteria

• Good written and verbal communication skills
• Good telephone manner
• Motivated and enthusiastic
• Ability to work methodically and accurately under pressure

Other

Essential criteria

• Willing to undertake in-house training on pharmacy computer and automated commerce systems
• Standard keyboard skills
• Able to work alone and make decisions to commensurate within responsibilities of the role
• Able to concentrate for long periods of time when analysing data
• Able to spend most of the day inputting data accurately into computer

It is an exciting time to join Bedfordshire Hospitals NHS Foundation Trust. We run two busy hospital sites in Bedford and Luton. Our 7,500 staff provide high quality care for a growing population of around 700,000 across Bedfordshire and the surrounding areas.

You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. Travel between hospital sites may be required. We have state-of-the art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.

All new staff will be subject to a probationary period covering their first six months in post.

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