Pharmacy Business and Finance Assistant

4 weeks ago

Nottingham, Nottingham, United Kingdom Nottingham University Hospitals NHS Trusts Full time

Job Summary

We are seeking a highly motivated and organised individual to join our Pharmacy Business Team as a Business and Finance Assistant. The successful candidate will provide administrative and financial support to the team, ensuring the smooth operation of our business processes.

Main Duties

  • Provide administrative support to the Pharmacy Business Team, including updating computerised activity logs, generating invoice documentation, and maintaining accurate records.
  • Assist in the production of monthly reclaims, performing data clean-up and accurately calculating reclaims due.
  • Book out drugs on the Pharmacy computer system to cost centres or patient codes, on a daily basis.
  • Take responsibility for purchase ordering of stock and non-stock items, ensuring accurate order paperwork and tracking outstanding orders.
  • Process purchase invoice paperwork, ensuring correct processes and coding, and investigate and resolve queries autonomously.
  • Assist with preparation of month end accruals, prepayments, and VAT Returns.
  • Reconcile 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 and investigating anomalies.
  • Assist with preparation of detailed accrued income and cost calculations on a monthly basis.
  • Act as a link between Central Finance, Pharmacy, external customers, and internal departments to investigate and resolve invoice and delivery related queries.
  • Maintain relevant computerised 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 & Finance Officers as required, and assist other members of the Business Team in performing specific parts of their workload.

About Us

Nottingham University Hospitals NHS Trust is one of the largest employers in the city, with a central role in supporting the health and wellbeing of our local population. We play a leading role in research, education, and innovation, and are committed to delivering world-class healthcare to our patients.

Person Specification

Commitment to Trust Values and Behaviours

  • Must be able to demonstrate behaviours consistent with the Trust's "We are here for you" behavioural standards.

Training & Qualifications

  • 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

  • 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, analyse data, and produce reports.
  • Experience of booking out drugs using Ascribe system or equivalent system.

Communication and relationship skills

  • Ability to prioritise own workload.
  • Ability to work under pressure.
  • Good Customer Care skills.
  • Able to communicate information using a variety of written and verbal communication skills.

Analytical and Judgement skills

  • Able to use judgement in straightforward situations.
  • Awareness of limitations and when to seek advice to solve problems.
  • Numerate and able to analyse and present data and take appropriate actions.

Planning and organisational skills

  • Ability to prioritise own workload.
  • Good organisational skills; able to prioritise and deliver accurate results to deadlines under pressure.

Physical skills

  • Able to achieve both speed and high levels of accuracy when undertaking financial data tasks, whilst experiencing interruptions.
  • Able to use a keyboard for a large part of the day.

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