Pharmacy Clerical Assistant
George Eliot Hospital NHS Trust opened in 1948 and provides a range of elective, non-elective, surgical, medical, women’s, children’s, diagnostic and therapeutic services to a population of more than 350,000 people.
The hub of the Trust is located on the outskirts of Nuneaton and its services cover a large footprint, including north Warwickshire, south west Leicestershire, and north Coventry. We also provide primary and community services across Coventry, Warwickshire and Leicestershire.
Our vision is "to EXCEL at patient care". If you think you've got what it takes, help us realise this and join #TeamEliot.
Don’t meet every single requirement? Studies have shown that women and people of colour aren’t as likely to apply unless they meet every qualification of non specialist roles.
We’re dedicated to building a diverse, inclusive workplace, so if you’re excited about this role and meet our values, but your experience doesn’t align perfectly with everything in the Job Description or Person Specification– apply anyway or email the Recruiting Manager to discuss the role further
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Job overview
Job Title: Pharmacy Clerical AssistantHours per week: 37.5 hours per week
Perm/Fixed Term: Permanent
Salary: £23,615 per annum
Closing Date: 4th February 2025
Interview Date: 21st February 2025
**This post may close early due to high numbers of applications, so you are advised to apply promptly. **
All correspondence for this vacancy will be sent by email; please check your account regularly including your Junk and SPAM areas.
A great and friendly place to work, so bring your passion, commitment and expertise and enjoy the opportunities to make a difference every day.
#JoinTeamEliot
Main duties of the job- To check and certify invoices from all suppliers using WellSky, as per Trust’s Standing Financial Instructions and Pharmacy policies and procedures.
- To investigate all invoice queries, obtain credits; gather, assess and analyse information regarding ‘to-follows’ on orders, cancel and if required, advise Lead Pharmacy Team on delayed orders when appropriate.
- To file and maintain auditable records of all orders, delivery notes and invoice payment authorisations for all goods arriving at Pharmacy.
- To check monthly statements and investigate discrepancies where appropriate using computer generated standard monthly reports.
- To process automatically generated daily orders using the Pharmacy computer system in accordance with documented standards and procedures.
Working for our organisation
Here at George Eliot our vision to ‘excel at patient care’ taking centre stage. An ever evolving clinically led acute service provider we are on a journey to continually provide high quality, safe and responsive health services delivered by inspiring and compassionate staff who share our corporate values:
Effective open communication
Excellence and safety in everything we do
Challenge but support
Expect respect and dignity
Local health that inspires confidence
Benefits: On-site nursery, 27 days minimum annual leave plus bank holidays, cycle to work scheme, flexible working, extensive in-house course learning directory, buying and selling of annual leave, subsidised restaurant, tranquillity garden and generous subsidised on-site parking.
Detailed job description and main responsibilities- To check and certify invoices using JAC, as per Trust’s Standing Financial Instructions and Pharmacy policies and procedures.
- To investigate all invoice queries, obtain credits; gather, assess and analyse information regarding ‘to-follows’ on orders, cancel and if required, advise Chief Pharmacist on delayed orders when appropriate.
- To file and maintain auditable records of all orders, delivery notes and invoice payment authorisations for all goods arriving at Pharmacy.
- To check monthly statements and investigate discrepancies where appropriate using computer generated standard monthly reports.
- To process automatically generated daily orders using the Pharmacy computer system (currently JAC) in accordance with documented standards and procedures.
- To release orders, print them and present them to Chief Pharmacist for authorisation and signature.
- To place orders with suppliers by telephone, fax, post or e-commerce in accordance with Trust’s Standing Financial Instructions and pharmacy policies and procedures.
- To follow up overdue orders with suppliers, in accordance with Trust’s Standing Financial Instructions and pharmacy policies and procedures.
- To prepare and process documentation required for order amendments and returns to suppliers, in accordance with policies and procedures.
- To update and maintain computer records of suppliers, prices and drug contracts so as to ensure timely and up-to-date information in the pharmacy system, in accordance with Trust’s Standing Financial Instructions and pharmacy policies and procedures.
- To select and print standard reports regularly and as required, for instance to investigate discrepancies using appropriate programme (e.g. TRACE) and end of year Financial Reports as required by the Finance Department.
- In the absence of the department secretary P/A prepare, update and file staff details (A/L, Sickness and T.O.I.L.). Maintain and update records for non Pharmaceutical orders.
- Knowledge of Microsoft programs (Word, Excel) and Outlook.
- To file and maintain records of all documents relating to prescriptions.
- To receive prescriptions, collect prescription charges, answer telephones and answer queries from patients and hospital staff when undertaking reception duties in the absence of usual reception colleague.
- Balance the till and bank monies at Finance Department, when standing-in for colleagues in Pharmacy reception.
- To answer telephones, channel messages, sort and distribute departmental mail
- To book appointments for Chief Pharmacist.
- To undertake photocopying, thereby supporting pharmacists & technicians.
- As part of the department induction, to help train new staff.
- To liaise closely with other clerical colleagues to ensure all daily tasks are completed.
- To co-operate with other members of pharmacy staff as necessary, to facilitate the smooth running of department by ensuring timely execution of duties.
- To maintain a clean, tidy working environment and equipment such as printers & photocopiers.
For a full comprehensive list of main responsibilities and duties, please kindly refer to job description and personal specification attached.
Person specification
Experience and Knowledge
Essential criteria- On the job experience with keyboard usage in a pharmacy or medical enviorment
- Experience of working as part of a team
- Experience of checking prices and invoices
Qualification and Professional Training
Essential criteria- NVQ 2 or equivalent experience of dealing patients and customers and dealing with orders and invoices
- RSA 1 or equivalent
Skills and Abilities
Essential criteria- Relevant computer skills and able to work at VDU for long periods
- Able to carry out routine tasks under Standard Operating Procedures (SOPs)
- Able to take instructions from more senior members of staff
- Recognises own limitations
- Able to work on own initiative
Personal Qualities
Essential criteria- Able to communicate effectively verbally & in writing
- Enthusiastic and keen to learn
- Work as part of a team
Please note:
George Eliot Hospital NHS Trust utilises a third party recruitment system (TRAC). When applying via NHS Jobs, your submitted application will be imported into TRAC where all subsequent information regarding your application will be generated.You will not be able to track the progress of your application or receive messages via the NHS Jobs website. Furthermore, as an employer, we will not be able to respond to any emails/messages sent to us via the NHS Jobs website.
By applying for this post you are consenting to George Eliot Hospital NHS Trust transferring the information contained in this application to its preferred applicant management system, TRAC.
The Job application data you provide will be used to assess your application for employment at GEH, to verify your information and conduct reference checks, and to communicate with you. If you accept employment with GEH, the information collected will become part of your employment record and will be used for employment purposes.
All information provided will be used for recruitment purposes only and processed in a lawful, fair and transparent manner.
Other:
The Trust is committed to safeguarding and promoting the welfare of individuals and expects all staff and volunteers to share this commitment. As part of our safe recruitment practice, if appropriate for the role, it is a mandatory requirement for all newly appointed staff to complete a Disclosure and Barring Service application.
In response to NICE guidance and to support the reduction of health harm from tobacco, the Trust has a smoke-free site policy which applies to anyone on Trust sites. Staff who smoke will be supported to quit or not smoke whilst on Trust sites.
George Eliot Hospital NHS Trust is committed to creating and sustaining a positive and inclusive working environment for all our employees as they are at the heart of our patients journey. Our aim is to ensure that employees are equally valued, respected, empowered and included within an organisation that is representative of all members of the community.We define diversity as valuing everyone as an individual – taking pride in that we value employees, job applicants, students, volunteers, patients and visitors as people. This is reflected within our excel behaviours with a vision to create a workplace that represents a culture of kindness, joy and inclusion.