Pharmacy Operations Manager

2 months ago

Holme upon Spalding Moor, United Kingdom Opl Enterprises Ltd Full time
Job Description

About the Role

We are seeking an experienced and skilled Pharmacy Operations Manager to join our team at Opl Enterprises Ltd. As a key member of our management team, you will be responsible for overseeing the day-to-day operations of our pharmacy, ensuring that we provide high-quality services to our customers and meet our business objectives.

Key Responsibilities

  • Staff Management & HR
    • Assist the Superintendent Pharmacist with day-to-day HR management of the pharmacy team, ensuring adequate staffing is in place, generating rotas, approving annual leave, etc.
    • Complete annual appraisals and 6 monthly action plan reviews for pharmacy assistants and dispensary supervisor.
    • Recruit new staff, organise and oversee the induction and successful integration of the new member of staff.
    • Train staff, including Bluestream completion, ad-hoc training as required, and keeping staff up-to-date with changing guidelines and initiatives.
    • Ensure absence from work due to illness, hospital appointments, compassionate leave, or dependent leave is recorded on the appropriate form and passed to the Operations Manager.
    • Hold periodic staff meetings to discuss upcoming changes and provide training and support.
    • Ensure staff are aware of Information Governance requirements and have completed necessary training.
    • Ensure that all locum pharmacists and dispensers have the necessary qualifications, training, indemnity cover, and right to work in the UK.
    • Ensure accurate records of annual leave are kept and staff are taking their annual leave throughout the year.
    • Escalate staff issues to Operations Manager and/or staff sub-committee as appropriate.
  • Dispensing
    • Provide assistance to the dispensary team, including completing dispensing duties as required (if qualified).
    • Complete regular advertising drives to increase collection point sign-ups, including via social media, leafleting, posters in the community, etc.
    • Support the dispensing workflows, ensuring stock returns are completed within the necessary timescales.
  • Services
    • Assist the Superintendent Pharmacist with managing the provision of NHS services and public health contracts, ensuring that guidelines are followed and correct claims are made.
    • Assess the value of new service contracts, discussing with the OPL Strategy Group for final approval of sign-up and completing a business proposal as required.
    • Organise the annual Flu and Covid service, including arranging staff training, ordering vaccines, and ensuring the correct contracts and patient group directions (PGDs) are in place.
    • Ensure that vaccine administration is reported promptly via pharmoutcomes, ensuring private vaccinations are invoiced correctly and passed to the Finance Administrator.
  • Over the Counter (OTC) Trade
    • Maintain adequate stock levels of Pmeds, retail, and OTC items within the pharmacy, ordering as required (paying attention to costing) and checking all invoices against stock received.
    • Oversee the regular review of OTC pricing to maximise profit and ensure good value for money for customers.
    • Analyse spending trends and product placement to maximise sales and minimise wastage.
  • IT & Telephones
    • Troubleshoot IT problems, involving Emis Health and other providers where required.
    • Update the pharmacy's Facebook account to provide patients with useful information and updates.
    • Ensure that the PMR system and any other appropriate systems in use in the pharmacy are maintained and protected effectively.
    • Manage access to the national spine (smartcards) and to pharmacy websites and suppliers in line with GDPR guidance.
    • Regularly check the pharmacy NHS email account.
    • Continuing development of the website and keep information up to date.
  • Governance & Complaints
    • Oversee Health Promotion within the pharmacy as part of the Healthy Living Scheme and in line with national campaigns.
    • Act as the first point of contact for any complaints, addressing them in a professional and courteous manner.
    • Escalate complaints as required and ensure details are fully documented in line with pharmacy policy.
    • Complete the annual NHS England complaints return.
    • Complaint logging & management of any ongoing issues/complaints.
    • Ensure the complaints policy is kept up to date and leaflets are available for patients.
  • Finance
    • Oversee the cashing up daily, including printing till reports, doing end of day banking on card machine, and rectifying any till discrepancies.
    • Ensure sufficient credit is available for the text messaging service.
  • Buildings & Equipment
    • Notify the Practice Operations Manager in the event of any building or equipment defects.
    • Arrange the necessary repair or replacement in the event of any equipment defects.
    • Ensure that all equipment is maintained as legally required and is in good working order.
    • Ensure that the pharmacy is tidy, organised, and provides a suitable working environment for staff, particularly in respect of safe dispensing and health and safety requirements.
    • Oversee the regular and effective cleaning of the premises.
  • Health & Safety
    • Assist the Superintendent Pharmacist with day-to-day management of all health and safety issues, including the management of risk assessment and fire risk assessment.
    • Compliance with COSHH regulations.
    • Logging of significant health & safety incidents and reporting to the OPL Strategy Group for review.
    • Infection Control/Cleaning audits and ongoing work.
    • Liaising with the Practice Operations Manager for any required maternity/medical risk assessments.
    • 2-yearly pre-acceptance waste audits & any actions for SRCL and PHS (separate audits).
  • Communication & Meetings
    • Attend and engage with the OPL Strategy Group.
    • Meet reps and account managers to ensure the pharmacy's profitability is maximised.
    • Share knowledge of upcoming changes with the OPL Strategy Group as necessary.
  • Miscellaneous
    • This job description is not exhaustive and may be adjusted periodically after review and consultation.
    • You will also be expected to carry out any reasonable duties, which may be requested from time-to-time.
    • Work safely at all times in accordance with legislation requirements and pharmacy policy and procedures.

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