Pharmacy Invoice Clerk Band 3

A vacancy has arisen for a full-time invoice clerk in the pharmacy department at Lewisham hospital. The role will be to ensure that invoices are passed within the pharmacy department in a timely and efficient manner following local policies and procedures which comply with the trusts standing financial instruction, as well as providing administrative support to the pharmacy department.

In order to be successful in this role, you will need to be organised, motivated, have excellent communication and people skills as well as the ability to adapt quickly to new situations.

The stores team is a small team, with the Invoice Clerk working closely alongside the Lewisham Invoice Clerks. You will be working in an office with 2-3 other clerks for Homecare and Ordering.

**JOBTITLE**: Pharmacy Invoice Clerk

**HOURS**: 37.5 hours

**GRADE**: Band 3

**LOCATION**: Queen Elizabeth Hospital, Woolwich

**REPORTS TO**: Principal Technician for Stores and Distribution

JOBPURPOSE
- To ensure that invoices are passed within the pharmacy department in a timely and efficient manner following local policies and procedures which comply with the Trusts Standing Financial Instructions

KEYRELATIONSHIPS

**Internal**: Principal Technician for Stores and Distribution, Finance Personnel, Pharmacy Stores Managers and Stores and distribution staff.

**External**: Customers/ Suppliers/Manufacturers, Shared Business Services (SBS) Commercial Medicines Unit

DUTIES AND RESPONSIBILITIES

Invoicing
1. To process and pass for payment pharmacy invoices for drugs, homecare, medical gases, dietetics and related sundries using the Ascribe computer system in a timely and accurate manner
2. To check all entries on invoices are correct with respect to goods received including checking quantities, prices against delivery notes and bring any errors to the relevant Manager’s and/or Chief Technician for Purchasing, Stores and Distribution attention
3. To check that the prices charged on invoices are correct with respect to national, regional and local contracts and query with CMU, suppliers necessary to resolve.
4. To check that the correct contract brand of goods were ordered and bring any errors to the relevant Manager’s and/or Chief Technician for Purchasing, Stores and Distribution attention
5. To contact companies with regard to any invoice/statement queries and chase credit notes - to follow this through until the problem has been resolved
6. To be responsible for ensuring the processing of all invoice paperwork is undertaken in a prompt manner to maximise discounts received and ensure appropriate use of NHS resources
7. To meet required deadlines for submission to Shared Business Services
8. To file paperwork in an organised manner retrievable for financial audit
9. To assist with writing and maintaining procedures relating to invoicing

Shared Business Services
1. Resolve queries from SBS and suppliers using both the SBS and Ascribe system
2. Responsible for ensuring that the import file for payment sent to SBS reconciles with the reports produced on the Ascribe system
3. Responsible for ensuring that new suppliers are set up on the SBS system and that the Chief Technician for Purchasing, Stores and Distribution is informed in order that Ascribe is kept up to date.

General
1. To answer telephone enquiries regarding invoices from Trust staff, external customers and companies providing a high standard of customer care.

1. To assist with the induction of training of new staff.

1. To practice good communication skills in a customer focussed manner

1. Complying with all Trust and departmental policies and procedures, working safely and efficiently

1. To be responsible for the accurate data entry on the computer system

1. To undergo training to ensure competence attending training courses/study days as necessary.
2. To attend departmental meetings, keeping oneself informed and communicating information.

1. Undertake mandatory annual training e.g. manual handling, fire safety and basic life support

1. To be available to work across site when the need arises, to support continuity for pharmacy invoice related activities.

1. To maintain a portfolio of Continuous Professional Development.

1. To accept any other responsibilities as may reasonably expected by the Chief Pharmacist.