Pharmacy Procurement Coordinator

4 weeks ago

London, Greater London, United Kingdom Kings College Hospital Full time
Job Overview

We are seeking a highly motivated and organized individual to join our pharmacy procurement team at King's College Hospital. The successful candidate will be responsible for supporting the lead procurement and distribution technicians with the ordering of pharmaceuticals, ensuring timely and efficient processing of invoices, and maintaining accurate records.

Main Responsibilities

Procurement:

  1. Review and process system-generated orders with wholesalers/suppliers using multiple electronic ordering systems, ensuring compliance with standing financial instructions.
  2. Liaise with pharmaceutical companies and lead technicians to resolve supply issues, price queries, and damaged or short-dated goods, and arrange wholesaler and supplier credits.
  3. Process pharmacy stock requests, complete necessary documentation, and arrange transport arrangements.
  4. Communicate effectively with lead technicians regarding stock shortages, to-follows information, pricing queries, and stock discrepancies.
  5. Review reports regarding contract amendments and update the pharmacy computer system and other electronic ordering systems accordingly.
  6. Maintain EDI systems with up-to-date mappings for contract and non-contract lines, including prices.
  7. Regularly review out-of-stock items, including to-follows, to ensure the most cost-effective option is purchased in line with contracting.
  8. Ensure all off-contract purchases are recorded and, wherever possible, reclaimed, and maintain relevant documentation.
  9. Support the completion of Commercial Medicines Unit Contract Variance Reports, liaising with lead technicians for unresolved discrepancies.
  10. Maintain the drug and supplier file, including amendments to existing drugs.
  11. Collate records for Radiopharmaceuticals, generate orders, and ensure charges are allocated to the correct units.

Invoicing:

  1. Process invoices for drugs, medical gases, and related sundries using the pharmacy computer system in a timely and accurate manner.
  2. Check all entries on invoices for correctness, including quantities, prices, and delivery notes, and bring any errors to the lead technician's attention.
  3. Check that prices charged on invoices are correct with respect to national, regional, and local contracts and query with wholesalers and suppliers as necessary to resolve.
  4. Check that the correct contract brand of goods were ordered and bring any errors to the lead technician's attention.
  5. Resolve any invoice/statement queries and chase credit notes with wholesalers and suppliers.
  6. File paperwork in an efficient and organized manner, retrievable for financial audit.
  7. Assist with writing and maintaining procedures relating to invoicing.
  8. Collate records for Radio Pharmaceutical Drugs, raise orders, control invoices, and ensure charges are apportioned to the correct units.
  9. Review outstanding orders and invoices and investigate where appropriate.
  10. Liaise with the finance department in answering and rectifying queries.

General:

  1. Assist in the provision of financial reporting cover in the absence of lead technicians.
  2. Assist in the training of appropriate staff members in all procurement duties.
  3. Act as a role model for new starters and junior staff.
  4. Attend promptly to all stakeholders, both internal and external, and provide a high standard of customer service.
  5. Comply with all trust and departmental policies and procedures, working safely and efficiently, including any other relevant duties in other areas, as may be required by the Director of Pharmacy.
  6. Be responsible for data accuracy on the computer system.
  7. Undergo training to ensure competence, including attending training courses/study days as necessary, including keeping up to date with mandatory and statutory training.
  8. Attend departmental meetings, keeping oneself informed and communicating information as necessary.

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