Pharmacy Business Administrator and Finance Assistant

6 days ago

Nottingham, Nottingham, United Kingdom Nottingham University Hospitals NHS Trusts Full time
About the Role

We are seeking a highly organized and detail-oriented individual to join our Pharmacy Business Team as an Administrative and Financial Support Specialist. This role will provide administrative and clerical support to the Pharmacy Business Team, ensuring the smooth operation of our business processes.

Key Responsibilities
  • Provide administrative support to the Pharmacy Business Team, including generating invoice documentation, maintaining records, and collating data for submission to customers.
  • Take responsibility for purchase ordering of stock and non-stock items, ensuring accurate and complete order paperwork is completed before passing to an authorized signatory.
  • Process purchase invoice paperwork, ensuring processes are followed correctly and coding is accurate. Investigate and resolve purchase invoice and payment queries autonomously through discussion with staff, suppliers, Finance and Procurement Departments.
  • Assist with preparation of month-end accruals, prepayments, and VAT Returns.
  • Assist with reconciliation of systems and reports to ensure all income has been captured, rectifying any instances of missed income.
  • Maintain computer entries associated with product manufacture, including booking out ingredients on the Pharmacy computer system and investigating and correcting anomalies in the system.
  • Act as a link between Central Finance, Pharmacy, external customers, and internal departments to investigate and resolve invoice and delivery-related queries.
  • Maintain relevant computerized customer records and other documentation relating to invoicing, including price lists.
  • Assist with maintenance and verification of asset registers in conjunction with various Pharmacy areas, reporting additions, disposals, and discrepancies to Finance.
  • Provide cover for Business and Finance Officers as required. Assist other members of the Business Team in performing specific parts of their workload, as dictated by need and determined by the Business and Finance Officer and the Business Team Lead.
Requirements
  • Must be able to demonstrate behaviors consistent with the Trust's 'We are here for you' behavioral standards.
  • Minimum 4 GCSEs or equivalent at grade A-C (level 4-9), including English and Maths.
  • NVQ Level 3 in accounting or business administration or equivalent, or by demonstration of experience, knowledge, and skills at this level relevant to these qualifications.
  • Experience of working in a business or office environment.
  • Experience of financial processes, including invoicing and ordering stock.
  • Good level of knowledge and experience of using Excel spreadsheets to log, analyze data, and produce reports.
  • Experience of booking out drugs using Ascribe system or equivalent system.
Desirable Requirements
  • Experience of Pharmacy Business and commercial systems and processes.
  • Experience of processing data for VAT Reclaims.
  • Experience in using Integra and Ascribe systems.
  • Experience working in a finance-related role.
Working Arrangements

The post holder will be based at the QMC Hospital Campus but may occasionally be required to work at the City Campus and across the system. Being able to drive or accepting of travel across multiple organizations is required.

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