Pharmacy Invoicing & Accounts Clerk Band 2 to 3 Progression

Job description

Detailed job description and main responsibilities

The Job Description and Person Specification are attached to this job, please review for the full details and responsibilities

The Pharmacy Invoicing and Accounts Clerk will be an integral member of the Pharmacy Procurement team, providing financial, invoicing and administrative support to ensure the efficient operation of the service.

The post holder will be responsible for:

• Checking and processing pharmaceutical invoices and credit notes accurately using the WellSky/JAC pharmacy stock control system.
• Reconciling supplier statements and investigating outstanding invoices, credit notes, pricing discrepancies and other financial queries.
• Liaising with pharmaceutical suppliers, Pharmacy colleagues and the Trust Finance team to resolve invoice, payment and account queries.
• Running routine reports and monitoring outstanding financial transactions to ensure pharmacy records remain accurate and up to date.
• Managing Off Contract Claims, ensuring claims are completed accurately and within required timescales, and monitoring reimbursement of income owed to the Trust.
• Maintaining spreadsheets and other records to support financial monitoring, reconciliation and reporting.
• Supporting electronic invoice reconciliation through the Powergate EDI system.
• Maintaining supplier records and coordinating changes to supplier information, including referring changes to bank details for the appropriate financial checks.
• Maintaining effective paper and electronic filing systems and supporting the retrieval of procurement and financial documentation for internal and external audit requirements.
• Arranging supplier service review meetings, taking accurate minutes and communicating actions to relevant colleagues and supplier representatives.
• Providing administrative support to the Pharmacy Procurement and Homecare teams across the Trust, including providing cover during periods of staff leave or absence.
• Supporting the training and day-to-day development of new or less experienced members of staff where appropriate.
• Undertaking general administrative duties including responding to telephone and email enquiries, handling departmental post, booking prescriptions onto the Prescription Tracking System and maintaining stationery supplies.
• Planning and prioritising their own workload with minimal supervision to ensure weekly, monthly, quarterly and annual financial deadlines are achieved.
• Undertaking other reasonable duties to support the effective running of the Pharmacy Procurement service.

The role requires a high level of accuracy, organisation and attention to detail, together with the ability to communicate effectively with Pharmacy colleagues, Finance teams and external suppliers. The successful candidate will be expected to manage competing priorities and investigate and resolve queries while working within established departmental procedures.

Person specification

Qualifications

Essential criteria

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

Experience

Essential criteria

• Experience of working to deadlines
• Experience of data inputting
• Experience of working with computer programs including basic Microsoft office packages
• Dealing with external suppliers
• Experience of working to deadlines and managing own workload to meet the needs of a service
• Able to work independently

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

• Knowledge of office procedures
• Knowledge of the NHS
• Awareness of medicine names

Personal Skills

Essential criteria

• Good written and verbal communication skills
• Good telephone manner
• Good listening skills
• Ability to prioritise ad-hoc work tasks
• Able to work with minimum supervision; self-reliant
• Willing to undertake in-house training on pharmacy computer and automated commerce systems
• Motivated and enthusiastic
• Ability to work methodically and accurately under pressure

Other

Essential criteria

• Able to cope with an occasional requirement for physical effort and lifting of objects (5kg or under)
• Able to spend most of the day inputting data accurately into computer
• Standard keyboard skills
• Able to concentrate for long periods of time when analysing data
• Accurate at inputting data
• Problem-solving skills
• Able to work alone and make decisions to commensurate within responsibilities of the role

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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