Dispensary Manager

NHS; England; On-site; GBP 80,000 - 100,000; Part time

Job description

We are looking for an experienced enthusiastic Dispensary Manager to join our vibrant team. We are looking for a motivational manager to lead and develop the active dispensary, working alongside the Partners, dispensary and practice management team.

The main role is to ensure the smooth running of the department with a keen eye on financial management and optimisation.

Staff wellbeing is important and so excellent skills in leadership, operational and organisational management are essential.

The role is part-time (exact hours to be agreed) and based on site.

Main duties of the job

As a Dispensary Manager you will be responsible for:

1. Managing a team of dispensers / prescription clerks, including rotas, 1-2-1's, appraisals, arranging cover, training and staff wellbeing.
2. Stock order and financial management.
3. Safe management of medicines including controlled drugs.
4. Ensuring CQC regulations are met and adhered to.
5. Creating, updating and working within standard operating procedures.
6. Effective communication within the team and the Practice.
7. Quality and performance monitoring ensuring KPIs are met and preparing proactive action plans to ensure standards are high.
8. Reporting and audit work.

About us

Camelford Medical Centre is a 6,700 list practice located in the north west of Cornwall. It has easy access to stunning beaches and countryside as well as major roads, rail services, and shopping centres.

We have branch surgeries in the rural villages of Delabole and St Breward and can offer dispensing services to a large number of our patients who live more than one mile from their nearest pharmacy.

We have a GP Partner, a Managing partner, two full time GPs, a nursing team comprised of an Enhanced Nurse Practitioner, a Lead Nurse, three nurses and two HCAs. All are supported by an Operations Manager and skilled admin and reception team.

Job responsibilities

Role Purpose

To provide leadership and direction to our Dispensary Team, ensuring that we deliver a safe, financially secure and efficient and patient-focused dispensing service.

Leadership

1. Ensure the smooth running of the dispensary function.
2. As a member of the management team, offer leadership and support to the dispensary team.
3. Develop and implement a dispensary work plan that contributes to achievement of the practices overall strategic objectives.
4. Promote equality and diversity in all aspects of the role and ensure that the rights and needs of patients, carers and colleagues are recognised.
5. Stay up to date with best practice and develop proposals for ongoing development and improvement of the dispensary service.
6. Ensure the financial resilience of the dispensary through:
1. Retention of dispensing patients.
2. Maximising financial claims and income from incentive and medicines optimisation schemes.
3. Liaising with wholesalers to ensure appropriate discounts and deals are obtained.
4. Monitor staff costs and maximise productivity.
5. Design and implement processes to ensure effective cash management within the dispensary.
7. Organising prescriptions, reviewing endorsements, completing necessary forms, and submitting prescriptions monthly to the Prescription Pricing Authority (PPA).
8. Verify dispensary invoices against delivery notes.
9. Compare credit notes with returns and follow up on outstanding credits.
10. Working with the Pharmacy team to develop and implement robust policies and procedures to ensure errors are minimised and patient safety is maintained as a priority.
11. Support the development of Dispensary Standard Operating Procedures, ensuring they are current.
12. Ensure that dispensary teams operate at all times within Standard Operating Procedures.
13. Comply with all relevant deadlines for reports and financial claims e.g. End of Month PPA claims.
14. Maintain accurate stock levels in line with the formulary for the practice, ensuring accurate stock rotation.
15. Carry out all monitoring checks to ensure compliance with CQC regulations, including controlled drugs register.
16. Dispense items to patients effectively within the SOPS and Policies and Procedures of the practice.
17. Dispense accurately and safely to eligible patients.
18. Participate in extended hours as required.
19. Ensure EMIS is fully utilised to support the smooth running of the dispensary.
20. Preparing reports (e.g., annual DSQS).

Team Management

1. Provide direct line management to Dispensary Team.
2. Undertake staff supervision and appraisals.
3. Work with the Partners and the Operations Manager to ensure effective recruitment, induction and training of new staff within the dispensary team.
4. Support the professional development of the dispensary team.
5. Ensure all mandatory training is completed within the time frames.
6. Promote teamwork and co-operation within the dispensary team and across the wider practice team.
7. Oversee the management of dispensary team rotas, ensuring that the practice makes best use of available resources across all sites.
8. Manage plan and approve absence leave, including sickness absence, holidays arranging cover when needed.
9. Ensure that all team members consistently check and respond appropriately to electronic communications such as tasks and emails.

Communication

1. Maintain a professional demeanour and uphold high service standards.
2. Ensure that a friendly, efficient, professional and consistent service is provided to patients at all sites.
3. Establish effective communication methods to ensure those within the team and across the whole practice are kept informed of key issues relating to dispensary.
4. Produce timely and effective communications for patients regarding dispensary services, including any changes to existing services.
5. Develop effective working relationships within the practice including with the GP lead for dispensary and management team colleagues.

Quality & Safety

1. Monitor performance across a range of indicators including dispensing timescales and take corrective action where required.
2. Working in conjunction with colleagues in Quality department, promptly resolve patient complaints and apply learning to improve future service delivery.
3. Comply with all legislative and regulatory requirements.
4. Ensure safety alerts are appropriately cascaded and actions implemented.
5. Maintain knowledge of best practice and make appropriate recommendations for implementation.
6. Record and monitor SEAs, ensuring that learning is cascaded and effectively embedded.
7. Recognise and report safeguarding concerns using the established practice processes.
8. Ensure all Health & Safety and Infection Control standards are met within the practices dispensary, including general housekeeping.
9. Work with the Pharmacist in the completion of relevant audits and quality improvement activities including the Dispensing Services Quality Scheme (DSQS).

Person Specification

Experience

• Experience of working in a dispensary.
• Experience of managing a dispensary or pharmacy.
• Experience of managing staff.
• Experience of designing and implementing policies and procedures.
• Experience of audits and quality improvement activity.
• Experience of identifying and implementing best practice.
• Experience of managing the financial aspects of a dispensary.
• Experience of resolving complaints.
• Confident IT user including Microsoft Office and Clinical Systems (EMIS Web).
• Excellent communication skills (written and verbal).
• Detailed knowledge of all aspects of day to day dispensary operations including stock management, ordering, rota planning, customer services, health and safety and infection control, month end procedures etc.
• Problem solving and analytical skills.
• Understanding of team dynamics and ability to promote a harmonious working environment.
• Experience of working in a general practice setting.

Qualifications

• GCSE (or equivalent) English and Mathematics at Grade C or above.
• Qualified Dispenser (Pharmacy Technician, NVQ Level 3 or 2).
• Evidence of relevant continuing professional development.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.