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Detailed job description and main responsibilities

PRIMARY DUTIES & AREAS OF RESPONSIBILITY

OPERATIONAL

1. Schedule and manage the daily workload for the Dispensary, Distribution and Logistics services, allocating resources appropriately depending on demand.
2. To ensure that work is processed in a timely manner to ensure compliance with cut-off times and delivery schedules.
3. To manage and ensure all processes are carried out in accordance with standard operating procedures, safe systems of work and the legal framework for the supply of medicines.
4. To be responsible for the performance of the Supply team ensuring that patient flow is maintained.
5. To use Salus, EPMA and any other relevant sources to prioritise the dispensary TTA workload appropriately.
6. Ensure the timely completion of complex discharge patients have their TTA’s completed in time to meet discharge times or booked transport as identified by the Site Team.
7. To monitor operational performance throughout the day, flexing resources as appropriate to ensure that patient flow for the organisation is maintained.
8. Identify bottlenecks relating to poor performance and escalating issues to the Assistant Director of Pharmacy when necessary.
9. To be responsible for the effective management of stock, ensuring that accurate stock levels are maintained.
10. To be responsible for monitoring and minimising medicines obsolescence that have to be discarded because they have become out of date or wasted, including stock held in the robot.
11. To ensure that ward stock lists are regularly reviewed to meet the demands of the clinical areas.
12. To be responsible for ensuring the day-to-day compliance with regulatory requirements relating to wholesale dealing and good distribution.
13. To be responsible for the appropriate and continued supply of medicinal products to pharmacies and persons who may lawfully sell such products or who may lawfully supply them in circumstances corresponding to retail sale so that the needs of UK patients are met.
14. To ensure the effective management of any temperature excursions in line with Good Distribution Practice and the licensed conditions.
15. To support in the management of medicines recalls and alerts.
16. To undertake general dispensary duties, in accordance with Standard Operating Procedures and the legal framework for the supply of medicines;

• Reception; Receive prescriptions, take payments when necessary.
• Issue drugs to patients and carers, counselling patients and carers as appropriate, including giving sensitive information on drug therapies.
• Issue drugs to healthcare professionals, giving advice when necessary.
• Labelling; generate medication labels.
• Dispensing; Inpatient, Outpatient and Discharge prescriptions, Clinical Trials, Cytotoxics and Controlled Drugs.
• Checking; perform a final accuracy check on items dispensed by other members of staff (after completion of National Technician Checking Accreditation).
• Supervision of Pharmacy Technicians, ATOs, Pre-registration Pharmacy Technicians and Foundation Pharmacists.

17. To investigate dispensary stock balance discrepancies and amend on the computer system when necessary, ensuring all appropriate documentation is maintained, ensuring medicines are available when required.
18. To be ensure that schedule 3-5 stock checks are conducted, investigate discrepancies and provide reports, escalating concerns to the Director of Pharmacy.

LEADERSHIP

19. To undertake line management duties for supply staff including, appraisals and absence management.
20. To identify and lead on improvement projects utilising the People First methodology to continue to develop supply services.
21. To identify process changes and redesign workflow for all aspects of the Supply service to ensure medicine optimisation and reduce wastage.
22. To identify risks within the Supply area and develop strategies for corrective and preventative actions bring to the attention of the Senior Leadership Team.
23. To follow safe and efficient systems of work in accordance with relevant legislation eg. Medicines Act, Good Manufacturing Practice, Control of Substances Hazardous to Health and Standard Operating Procedures.
24. In conjunction with the Senior Pharmacy Technician – Education & Training assist in co-ordinating and mentoring the training and assessment of all new staff.
25. To undertake performance monitoring of the supply staff, conducting sickness review meetings and any other HR related matters.
26. In the absence of the Pharmacy Supply Manager, to investigate through to conclusion patient or staff led complaints involving or relating to the supply area, counsel patients involved, and answer enquiries made regarding any aspect of the pharmacy service.
27. Manage the recruitment of new staff, including chairing recruitment panels.
28. To act as role model for staff
29. Lead and develop both professionally registered and support staff.
30. Lead Peer reviews to maintain professional registration.
31. To participate in departmental audits ensuring follow-up action plans are completed and any learnings are shared.
32. To monitor and review errors/near misses undertaking a thematic analysis to identify trends and work with the Patient Safety Pharmacist to develop robust improvement plans.
33. To lead on the People First initiative within areas of responsibility ensuring that huddles are completed, improvements are identified, and quality improvement projects are implemented.
34. To act as a coach for others who are undertaking a quality improvement project.
35. To promote the People First initiative and ensure that all staff are involved in identifying and where appropriate leading on quality improvement projects.
36. To act as a role model locally and to represent the Trust at a Regional and National level with regard to the development of Pharmacy Technicians.
37. To undertake any other reasonable duties deemed necessary by the Chief Pharmacist.

COMMUNICATIONS & WORKING RELATIONSHIPS

• Senior Leadership Team
• Education & Training Team
• Pharmacy Governance Team
• Trust Site team
• Nursing staff, healthcare professionals, patients, carers
• External customers
• Third party contractors

 All Job Holders are required to…  THIS PAGE MUST BE INCLUDED IN ALL JOB DESCRIPTIONS

• Work to the Trust values - Put patients first, Take ownership, Respect others, Be positive, Listen, learn and improve.

• Adhere to Trust policies and procedures, e.g. Health and Safety at Work, Equal Opportunities etc.  
• Maintain personal and professional development to meet the changing demands of the job, participate in appropriate training activities and encourage and support staff development and training.

• Attend statutory, essential and mandatory training.    

• Respect the confidentiality of all matters relating to their employment and other members of staff. All members of staff are required to comply with the requirements of the UK Data Protection Act 2018/UK General Data Protection Regulation (UK GDPR)” or “Data Protection legislation”

 Comply with the Corporate Governance structure in keeping with the principles and standards set out by the Trust.

• Comply with the codes of professional conduct set out by the professional body of which registration is required for the post.
• Ensure they are familiar with the Risk Management Framework, follow policies, procedures and safe systems of work, make known any hazards or risks that they identify and take all necessary actions to reduce risk. 
• Ensure the welfare and safety of children within their care. This includes staff who come into contact with children and families in the course of their work as well as those staff who have a specific role with children and families.
• Ensure they attend Child Protection training at the appropriate level within the specified time frame.
• Staff must comply with Safeguarding Policies and Procedures in order to promote safeguarding and prevent abuse to vulnerable people using Trust services.
• Maintain the prevention and control of infection and fully comply with all current Trust Infection Control policies and procedures.
• Take responsibility for any records that they create or use in the course of their duties, in line with the Public Records Act and be aware that any records created by an employee of the NHS are public records and may be subject to both legal and professional obligations.

All Managers are responsible for…

• Assessing risks and implementing the necessary actions to minimise these risks within their sphere of responsibility. They must also enable staff to attend the relevant statutory and essential training.
• Managing attendance in accordance with the Trusts Attendance Management Policy.

All Heads of Departments are responsible for…

• Ensuring all necessary risk assessments are carried out within their division, Service Line or department in liaison with relevant sources of specialist support and expertise within the Trust. They must also ensure that the risk management process is completed appropriately.

Service Line Managers Budget Responsibility:

• deliver the required level of services within the budgets set;
• represent Budget Holders at Performance Reviews and be able to explain variances to budget and planned corrective actions; and
• ensure that any financial problems or concerns are escalated to the appropriate level for discussion and action.

Note

This job description is neither definitive nor exhaustive and is not intended to be totally comprehensive. It may be reviewed in the light of changing circumstances following consultation with the post holder. This job description is to be read in conjunction with all current Plymouth Hospitals NHS Trust policies, procedures & guidelines.