Pharmacy Operations Manager

2 weeks ago

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

About the Role

We are seeking a highly skilled and experienced 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 excellent patient care and maintain high standards of service.

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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