Pharmacy Medical Procurement Officer
3 weeks ago
**Key Duties**: Procurement: Place orders with external suppliers for medicines and associated products for the Pharmacy Departments using the Pharmacy Computer System. Ensure that appropriate orders are placed following set re-order quantities on the computer system to ensure medicines are available when required whilst minimizing costs, stock-holding and waste due to expiry. Ensure that reorder levels and reorder quantities are appropriate to the changing needs of the Trust. Raise orders in accordance with the Trusts Standing Financial Instructions and Commercial Medicines Unit (CMU) and HealthTrust Europe (HTE) contracts when these exist.
Ensure orders are signed by a pharmacist when required legally. and then transmitted to suppliers by fax, mail or electronically as per policy. When contracts do not exist, place orders according to the best value that can be obtained taking account of timescales to arrive, price, delivery and quality (determined by using approved suppliers) and escalating any issues immediately. Identify when product ordering is eligible for off contract claim and escalate for action.
Maintain confidentiality of pricing agreements. Anticipate supply problems, contact suppliers directly to identify issues and obtain estimated resolution timescales and escalating the information immediately to the procurement managers. Liaise with medicine suppliers with regard to alternative pack sizes and brands available. Source alternative supplies for stock outs or stock issues and feedback results immediately to procurement managers to action.
Support medicine supply issues including MSNs, SDAs and drug alerts etc. Liaise with the appropriate Pharmacy staff to assess the urgency of requirements. Contact suppliers, or other hospitals if necessary, to find a source of supply in emergencies and arrange for an urgent delivery. Provide information to pharmacy staff with regard to the progress of orders.
Ensure the outstanding order report is reviewed and actioned regularly as instructed and any problems that cannot be resolved escalated. Share ordering problem information such as out of stocks, manufacturers delays, pack size changes etc. with appropriate Pharmacy staff to ensure that patients' needs are met. Investigate delivery discrepancies, quality issues and deficiencies when these occur at the point of goods received.
Organize and ensure replacements or credits are received by the Trust. Assist in ensuring all goods received are accurately recorded and correspond to a signed order. Organize the return of goods obtaining the necessary authorization and, where appropriate, packaging the items for dispatch. Work with the Pharmacy staff invoicing to resolve problems arising from invoice checks as a result of goods receiving discrepancies, liaising with medicine suppliers and/or procurement managers as necessary.
Help maintain the drug product files on the Pharmacy Computer System under direction of the Pharmacy Procurement and Finance Manager to support the ordering process. Support the implementation of contract changes. Actively contribute to the development of the procurement service. Effectively communicate with pharmaceutical wholesalers, manufacturers, homecare companies, and external agencies e.g.
CMU, regarding safe, efficient, and cost-effective procurement and supply of medicine. Escalate any issues which may include supply or invoicing problems that cannot be resolved immediately. Have a duty of care to ensure all work is completed on time as omissions, delays and errors may impact directly on patient care. Use keyboard continuously for substantial proportion of the day.
**Finance**: Ensure all actions taken are within the framework set by the Trusts Standing Financial Instructions, Financial Policies and Procedures, and Pharmacy's Policies and Procedures. Organize invoices as they are received and keep track of those with queries, ensuring payment is made within the financial timescale required to comply with the Government prompt payment policy. Check supplier's invoices and credit notes, prior to payment, to ensure they reconcile with the Trusts official orders and record of goods received. Check all prices against the expected price using the Pharmacy Computer System.
Authorize invoices for payment when the prices being charged are within the authorized tolerance. Batch invoices and send them for payment by using the Accounts Payable Interface between the Pharmacy and Finance Creditor Payments Computer Systems ensuring that all fields are completed and that all inputting errors are identified and corrected. Manually send invoices for payment that must be excluded from the interface to Finance. Configure the Pharmacy Accounts Payable Interface to exclude suppliers with defined characteristics and update the Pharmacy System Database creditor reference codes when required to ensure payments are made to the correct supplier.
Maintain hard-copy or electronic records of payments mad
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