Pharmacy Business Administrator and Finance Assistant

3 months ago

Nottingham, United Kingdom Nottingham University Hospitals NHS Trusts Full time

Job summary

Are you a self-motivated, hardworking and enthusiastic individual looking for an exciting administration career in the NHS? If so, this role could be just what you are looking for.

The post will involve working at both the QMC and City Campus sites. You will be a conscientious and enthusiastic team player with good organisational skills. You will need to be able to demonstrate a clear understanding of confidentiality issues, be well motivated and reliable. You will be able to understand and accurately convey verbal and written information and be able to remain calm under pressure. You will present a professional attitude at all times. You will learn and develop skills using Microsoft Office and NHS systems.

Main duties of the job

To participate as an effective and flexible member of the Pharmacy Business Team and the wider Pharmacy department; providing a general administrative and clerical service. This includes:

Generation of invoice documentation for services and products supplied by a range of diverse Pharmacy areas. Maintaining all the records accurately within the invoicing system and collate all relevant background data for submission to customers.

Taking responsibility for purchase ordering of stock and non-stock items, ensuring that order paperwork is completed accurately and completely, before passing to an authorised signatory. This is including tracking and chasing outstanding orders.

Whilst you will be employed by NUH and an integral member of the Pharmacy department it is important to note that a lot of our work is outward facing and requires close liaison with colleagues within the wider health system in an ever-changing environment.

The post holder will be expected to act as an ambassador for the department and organisation, complying with the Trust's Values and Behaviours at all times.

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 so being able to drive or accepting of travel across multiple organisations is required.

About us

With over 19,000 staff, we are one of the biggest 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.

Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at NUH we will endeavour to turn your job into a career

We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are striving to be better represented at NUH.

Job description

Job responsibilities

Participate fully in the rota to provide transactional support for Pharmacy-wide Business Team services as required. This will include, but is not limited to:-

Updating computerised activity logs to facilitate the reclaim of costs from external agencies, liaising with senior Pharmacy staff and checking accuracy. Assist in production of the monthly reclaims, performing data clean-up to accurately calculate reclaims due. Booking out drugs on the Pharmacy computer system to cost centres or to patient codes, on a daily basis. Generation of invoice documentation for services and products supplied by a range of diverse Pharmacy areas. Maintain all the records accurately within the invoicing system and collate all relevant background data for submission to customers. Taking responsibility for purchase ordering of stock and non-stock items, ensuring that order paperwork is completed accurately and completely, before passing to an authorised signatory. This is including tracking and chasing outstanding orders. Processing 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. Maintain accurate computerised records of purchase invoices and their progress through the Trusts payments process, and provide reports and analysis from these where required. Assist with preparation of month end accruals, prepayments and VAT Returns Assist with reconciliation of systems and reports to ensure that all income has been captured, rectifying any instances of missed income. Maintenance of computer entries associated with product manufacture, including booking out of ingredients on the Pharmacy computer system and the investigation and correction of anomalies in the system. Assist with preparation of detailed accrued income and cost calculations on a monthly basis, to ensure income flows are smooth and costs match related income. This will include tracing drug sales and identifying the related costs, liaising with clinical staff to ensure goods are booked out in a timely manner. Acting as a link between Central Finance, Pharmacy, external customers and internal departments to investigate and resolve invoice and delivery related queries. Maintenance of 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. Provision of cover for Business & 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. Person Specification

Commitment to Trust Values and Behaviours

Essential

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

Desirable

oWork experience in an NHS organisation oNUH Work experience

Training & Qualifications

Essential

oMinimum 4 GCSE's or equivalent at grade A-C (level 4-9), including English and Maths. oNVQ Level 3 in accounting or business administration or equivalent, or by demonstration of experience, knowledge and skills at this level relevant to these qualifications

Desirable

ECDL qualification or equivalent

Experience

Essential

oExperience of working in a business or office environment oExperience of financial processes, including invoicing and ordering stock oGood level of knowledge and experience of using Excel spreadsheets to log, analyse data and produce reports oExperience of booking out drugs using Ascribe system or equivalent system

Desirable

oExperience of Pharmacy Business and commercial systems and processes. o Experience of processing data for VAT Reclaims. oExperience in using Integra and Ascribe systems. oExperience working in a finance related role.

Communication and relationship skills

Essential

oAbility to prioritise own workload oAbility to work under pressure oGood Customer Care skills oAble to communicate information using a variety of written and verbal communication skills

Desirable

oProven record of interacting with both internal and externals customer using different methods of communication.. oExperience in dealing with queries involving external customers.

Analytical and Judgement skills

Essential

oAble to use judgement in straightforward situations. oAwareness of limitations and when to seek advice to solve problems oNumerate and able to analyse and present data and take appropriate actions

Planning and organisational skills

Essential

oAbility to prioritise own workload. oGood organisational skills; able to prioritise and deliver accurate results to deadlines under pressure

Desirable

Proven record of managing own workload with minimal supervision.

Physical skills

Essential

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

Desirable

Experience in high volume data inputting.

Other requirements specific to the role ( be able to drive or work on different campuses)

Essential

Other requirements specific to the role ( be able to drive or work on different campuses)

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