Buying Office Administrator

5 months ago

London, United Kingdom Chelsea and Westminster Hospital NHS Foundation Trust Full time

To support the pharmacy buying office operationally to ensure the efficient processing of medicine orders, supplies and consumables using the pharmacy JAC computer system. To support the buying office in maintaining stock levels and resolving day to day queries. To maintain relationships with suppliers and deal with discrepancies when necessary. To support the goods receipt team when required.

The post holder will be based at the Chelsea site.

Processing orders. Sourcing urgent medication supplies. Daily stock counts processed. Investigating out of stocks and supply issues and communicating to all relevant staff. Liaising with supplies daily. Booking in controlled drugs and other medication orders. Participating in stock supply to the wards. Participating in robot loading.

Chelsea and Westminster Hospital NHS Foundation Trust provide services from two main hospitals, Chelsea and Westminster Hospital and West Middlesex University Hospital, and a number of clinics across London and the South-East.

We have nearly 7,000 members of staff that are PROUD to Care for nearly one million people.

Both hospitals provide full clinical services, including full maternity, emergency and children’s, in addition to a range of community-based services across London, such as award-winning sexual health and HIV clinics.

We’re one of the best performing Trusts in the country. We’re also one of the top trusts to work for - our staff says they’re engaged, motivated, and would recommend us as a place to work and receive treatment.

Our Trust has been rated by the Care Quality Commission as ‘Good’ in all five of the main domains of safe, effective, caring, responsive and well-led, giving an us overall rating of ‘Good’. We’ve also been awarded an ‘Outstanding’ rating for ‘use of resources’ by an NHS Improvement inspection.

Our facilities are some of the best in the country. We have been investing significant Capital year on year in our estate.

We have recently completed a £30m expansion of our adult and neonatal critical care facilities at Chelsea and Westminster and are planning an ambitious £60m development of an Ambulatory Diagnostics Centre at West Middlesex.

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.

Ensure that the daily stock count, the KTAKEM, occurs and any discrepancies are investigated and dealt with.

Ensure that all out of hours medicine purchases or supplies are processed and dealt with without delay.

Investigate manufacturers’ delays, updating the list of delays and ensuring all relevant staff are informed.

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 pharma

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