Dispensary Manager

NHS; Norwich; On-site; GBP 35,000 - 55,000

Job description

Acle Medical Partnership is currently seeking to recruit a Dispensary Manager to lead our dispensary team and ensure the smooth operation of our dispensary services. This is a leadership role that requires the post holder to be proactive in the development of the dispensary staff and engage with the rest of the practice team for the benefit of all.

If you are highly motivated and have excellent dispensing management experience, then this post might be what you are looking for.

We offer a supportive and proactive working environment to all our team to develop skills and competencies to ensure we are fit for the future. We offer a private healthcare scheme for staff as well as a competitive salary and holiday entitlement.

Main duties of the job

Main duties will be:

• Staff Management
• Finance Management
• Compliance, Review & Development
• Stock Control
• Supervision of ordering stock from wholesalers
• Audits of controlled drugs
• Oversight of care home medication requirements (Further information is in the Job Description)

About us

We are a forward thinking rural General Practice who dispense to around 6,500 patients.

Our team is led by 4 Partners who work with 2 salaried GPS, 1 Retainer GP, Advanced Paramedic, 2 Advanced Nurse Practitioners, Physicians Associate, Nursing Team and HCAs. We have an excellent non-clinical admin and reception team.

We have a branch surgery in the pretty village of Reedham. We are a teaching practice with year 2 students. Our clinical system is Emis. Acle Medical Partnership is a GMS practice with a good CQC rating. We are a friendly Practice and offer high levels of support.

We are looking for a candidate that fits well into our Practice and whose priorities are excellent patient care and teamwork. The focus of this role is to deliver a well led, safe, effective, patient centered and profitable dispensary. We promote a good work life balance and provide private healthcare insurance for all staff.

We have regular team meetings, clinical and non-clinical and have a very supportive partnership.

Job responsibilities

The Dispensary Manager plays a key part in the Practices Leadership Team. The focus of the role is to deliver a well led, safe, effective, patient centered and profitable dispensary operation across our primary site at Acle and our smaller sister site at Reedham.

Staff Management

Lead the team in all aspects of the dispensary provision, developing and maintaining a positive and proactive team spirit so that both staff and patient satisfaction and wellbeing is maintained.

Ensuring that dispensary staff perform at effective and safe levels by holding them accountable and using performance review techniques as necessary.

Organising dispensary staff rotas - ensuring adequate staff cover at all times. Ensure that all dispensary staff complete all required training. Encourage the team to develop themselves on relevant, business-aligned recognised courses.

Appraising dispensary staff and evaluating staff competencies.

Assisting the Practice Manager with the recruitment of dispensary staff.

Be able to provide supervisory and mentorship to the team members as needed.

Finance Management

Maximise all available income streams including incentive schemes (such as DSQS and PQS), purchasing control and ensuring optimal discounts.

Liaison with wholesaler representatives to ensure best prices and discounts.

Optimal stock control and minimal wastage.

Understand the GMS drug statement and the implications to the business.

Compliance, Review & Development

Ensuring that the department runs in line with all regulations, business strategy and guiding principles.

Ensuring all Care Quality Commission requirements, controlled drug regulations and safe management of medicine is maintained.

Support the business manager with the management of the sale of Wholesale medicines and the maintenance of the Wholesaling licence and any MHRA inspections.

Managing and dealing with complaints and significant events that occur in relation to the dispensary. This includes analysing significant events/complaints to ensure root causes and trends are identified in order additional training or other corrective measures.

Maintain & create dispensary SOPs as required.

Maintain and develop practice formularies.

Embrace and implement (with the support of the wider team) changes which improve patient care, safety and profitability.

Engage with all relevant practice meetings.

Organise and manage regular dispensary meetings.

Attend the Leadership Team Meetings and proactively support the team.

Liaising with external suppliers and pharmacies as needed.

Although the Dispensary Manager role is ultimately responsible for the running of the dispensary it is expected many of the following duties would be delegated by yourself and managed by the team under your supervision.

Ensuring the following jobs are completed in relation to purchasing and stock control:

Supervision of daily ordering of stock from appropriate wholesalers.

Supervision of daily receipt of stock overseeing any issues.

Passing invoices for payment.

Checking monthly statements.

Checking credit notes against returns and chasing outstanding credits.

Maintain adequate stock ensuring timely stock rotation and minimal wastage.

Ensure annual stock takes are carried out (with the assistance of the Finance Lead).

List, value and ensure any out-of-date stock is destroyed and reported on.

Ensuring the following jobs are completed in relation to prescriptions and prescription money:

Daily: check prescriptions for signature/endorsements and sort into paid/unpaid by Doctor

Daily: submitting all unsigned prescriptions to the Partners; sorting post-dated prescriptions

Daily: overseeing cashing up of prescription money, balancing and recording

Weekly: submitting prescription moneys to the Finance Manager for banking ensuring sufficient change is available and checking all paperwork is correct

Monthly: calculating number and value of prescription charges and checking against Health Authority statements

Monthly: sorting prescriptions and checking endorsements.

Ensuring the following jobs are completed in relation to the destruction of drugs:

Daily: dealing with returned medication from patients.

Monthly: dealing with uncollected medication.

Monthly: dealing with returned controlled drugs from patients for destruction.

Six monthly: dealing with out-of-date controlled drugs with appropriate officer from the Health Authority for destruction.

Ensuring the following jobs are completed in relation to dispensing:

Removing out of date repeats from patients' computerised repeat prescription lists.

Overseeing all aspects of the dispensing process.

Updating MDS patient record sheets and ensuring all MDS packs are updated if necessary.

Oversight of care home medication requirements.

Checking/ audit of controlled drugs.

This job description is neither exhaustive nor exclusive and will be reviewed periodically in conjunction with the post holder. The post holder is required to carry out any duties that may reasonably be requested by the Partners or the Practice Manager.

Person Specification

Personal skills and attributes

• Able to work in a busy environment and manage your time and priorities.
• Self-motivated
• Good regulatory knowledge.
• Ability to work flexibly or additional hours when required to ensure delivery of an excellent dispensary service.
• Sensitive and empathetic to others, including distressed patients.
• Full UK driving licence.
• Experience of working in General Practice.

Qualifications

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

Experience

• Significant experience of working and managing a dispensary (minimum 2 years).
• Experience of motivating, managing and developing 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 a clinical or pharmacy system.
• Excellent communication skills both 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.
• Ability to train and develop staff.
• Experience of working in a general practice setting.

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.