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.

Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivate a culture of engagement. We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations:
Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ+ and women, through improved recruitment and leadership development

Widening access (anchor institution) and employability

Improving the experience of staff with disability

Improving the EDI literacy and confidence of trust staff through training and development

Making equalities mainstream

JOB PURPOSE

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

KEY RELATIONSHIPS

**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

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

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

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.

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

To contact companies with regard to any invoice/statement queries and chase credit notes - to follow this through until the problem has been resolved

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

To meet required deadlines for submission to Shared Business Services

To file paperwork in an organised manner retrievable for financial audit

To assist with writing and maintaining procedures relating to invoicing

Shared Business Services

Resolve queries from SBS and suppliers using both the SBS and Ascribe system

Responsible for ensuring that the import file for payment sent to SBS reconciles with the reports produced on the Ascribe system

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

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

To assist with the induction of training of new staff.

To practice good communication skills in a customer focussed manner

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

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

To undergo training to ensure competence attending training courses/study days as necessary.

To attend departmental meetings, keeping oneself informed and communicating information.

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

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

To maintain a portfolio of Continuous Professional Development.

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