Detailed job description and main responsibilities

1. Ensure all Standard Operating Procedures for the Purchasing and Invoicing of goods are up to date and all staff are trained as per relevant SOPs. To ensure all SOPs reflect good practice. Ensure staff training records and all other documentation is completed and up to date.
2. Work with the Pharmacy stores managers to ensure stock levels reflect the requirements of LUHFT Hospitals and external customers in order to limit financial risk to the Trust (eg excessive stock, short expiry dated stock) whilst ensuring adequate availability.
3. Monitor sickness absence and complete documentation as required. Carry out wellbeing discussions on return to work after sickness absence as per trust policy, escalating any causes for concern to the Technical Services Manager.
4. Monitor, record and approve holiday requests for purchasing and invoicing staff with respect to staffing levels, workload and planning.  Complete monthly approval for lieu time/pay for purchasing and invoicing staff.
5. Manage the daily workload of the department including allocation of staff duties, completing rotas and line management of all purchasing and invoicing staff.
6. Attend relevant Pharmacy staff meetings on a regular basis and to co-operate with the Chief Pharmacist regarding the strategic development of the Pharmacy Purchasing service.
7. Carry out annual appraisals for all purchasing and invoicing staff.
8. Liaise with and provide information to the Deputy Purchasing Manager and other Senior Purchasing ATOs in relation to initiating orders for stock items and other special items, directing and prioritising when needed.
9. Supervise the Deputy Purchasing Manager, and in their absence operate the Electronic Data Interchange (EDI)/Powergate (electronic purchasing of pharmaceuticals from pharmaceutical suppliers).
10. Respond to queries from all staff at Liverpool University Hospitals Foundation Trust regarding stock supply, lead times, supply issues and provide specialist technical advice on the procurement of medicines for the trust.
11. Lead and organise the purchasing and invoicing staff in maintaining contract details for CMU regional contracts and send contract information to Lloyds pharmacy contacts for both sites.
12. Support the technical services Manager for purchasing by attending CMU North-West Operational Group meetings when required. Ensure trust specific issues relating to contracts and contract lines are raised to the Regional Procurement Pharmacist.  Attend external meetings relating to purchasing as and when required.
13. Ensure mandatory checks of Unlicensed medicines are carried out on receipt of deliveries in line with MHRA recommendations. Monitor the UL medicines process on all sites to ensure SOPs are followed and that documentation is completed and stored appropriately.
14. Support Cost Improvement Programmes by ensuring cost savings identified are reported appropriately.
15. Monitor off contract spend and support the purchasing and invoicing team to identify off contract claims. Oversee the claim submissions to ensure that these are processed in line with the terms and conditions.
16. Utilise reporting within Exend and complete appropriate mapping to ensure external benchmarking data is accurate and up to date.
17. Monitor efficiency of invoice processing and provide support with invoice discrepancies.
18. Liaise with finance colleagues to resolve issues.
19. Highlight drug cost pressures to the Procurement Pharmacist and work together to supportthe rational and cost-effective purchase of medicines.
20. Be responsible for updating the Stock Manager portal with up-to-date information relating to stock shortages across the trust and work with the Procurement Pharmacist to manage issues.
21. Communicate key medicine shortages effectively.
22. Develop and maintain a procurement performance dashboard.
23. Support the Technical Services Manager for Purchasing by producing monthly reports for inclusion in the departmental KPIs.
24. Ensure ordering, invoice and computer documentation is completed and up to date.
25. Communicate with a wide range of healthcare professionals, pharmacy staff, external wholesalers and suppliers on a wide range of issues relating to medicines. This may include advice, guidance, statistical information and or financial information around contracts/invoices as well as stock shortages and issues.
26. Support the Pharmacy team with responding to medicine recalls of all classes. Participate in dealing with National Patient Safety alerts and ensure assigned actions are carried out or delegated appropriately.
27. Participate in ensuring the pharmacy computer system is operated effectively, automatic reordering levels are acceptable and efficient, prices are up to date and stock levels are correct. To liaise with the Pharmacy IM&T Manager / EPMA team when required.
28. Locate supplies of medicines in other hospitals, pharmaceutical manufacturers or wholesalers if required in an emergency.
29. Participate in external audits on the service.
30. When required, provide a service outside normal working hours for emergencies.
31. Undertake appropriate training courses and encourage other staff to undertake further training.
32. Participate in completing departmental rotas including Weekend, bank holiday and Christmas Rotas.
33. Work flexibly between sites to support the stores managers, including acting as the onsite supervisor at the Pharmacy off-site store. Provide cover for annual leave of the Stores Manager and sickness when required, possibly at short notice. Responsible for being a key-holder for the store and ensuring security of the site and staff, as well as opening and locking up the store.
34. Participate and co-operate with weekend, bank holiday, statutory holiday, early morning and evening services as per departmental arrangements.
35. Support the Technical Services Managers across the trust with recruitment when required.
36. Support equality and promote diversity.