Buying Office Administrator

2 weeks ago

London, Greater London, United Kingdom Chelsea and Westminster Hospital NHS Foundation Trust Full time
Roles and responsibilities To support the buying office team to ensure that key performance indicators are met. To support the goods receipt team when required. BUYING OFFICE Supporting the processing of orders for medication supplies including assisting with sourcing urgent supplies. Dealing with any out of stock queries and liaising with the relevant staff as appropriate.

Receiving, checking and booking in deliveries of controlled drugs when they arrive to fulfil legislative requirements. Storing goods safely and correctly in the appropriate areas of the pharmacy. Dealing with queries from staff and other hospital staff relating to product delays, delivery times and orders. Follow up outstanding orders to ensure that stock is delivered promptly and avoid out of stock situations.

Place orders with alternative suppliers if necessary. Ensuring stock levels of all products are accurate and supporting the appropriate ordering of stock.

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

Check the ONOTR report.


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

Participate in robot loading and goods receipt duties if required. Undertaking any specific projects in accordance with objectives set by the Buying Office and goods Receipt Manager. Support the Procurement and Distribution Manager in dealing with drug recalls where required.


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

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

To participate in implementing and maintaining national, regional, consortium and Trust local purchasing contracts. Ensure the slow moving report is checked weekly to identify any slow moving items preventing stock wastage.

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.

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


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

To participate and support the goods receipt team when required.

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

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

Return stock or dispose of any medicines returned from wards or departments. Complete the relevant NVQ2 in Pharmacy Services unit(s) in accordance with GPhC requirements. GENERAL DUTIES Attend and participate in departmental meetings. Participate in service audits as required.


Support the buying office to ensure that all monthly tasks are completed in order 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.

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

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

COMMUNICATION 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.

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.

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.

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