Job summary Job Title: Pharmacy Clerical Assistant Hours per week: 37.5 hours per week Perm/Fixed Term: Permanent Salary: £23,615 per annum Closing Date: 4th February 2025 Interview Date: 21st February 2025 This post may close early due to high numbers of applications, so you are advised to apply promptly. All correspondence for this vacancy will be sent by email; please check your account regularly including your Junk and SPAM areas. A great and friendly place to work, so bring your passion, commitment and expertise and enjoy the opportunities to make a difference every day. JoinTeamEliot Main duties of the job To check and certify invoices from all suppliers using WellSky, as per Trust's Standing Financial Instructions and Pharmacy policies and procedures. To investigate all invoice queries, obtain credits; gather, assess and analyse information regarding 'to-follows' on orders, cancel and if required, advise Lead Pharmacy Team on delayed orders when appropriate. To file and maintain auditable records of all orders, delivery notes and invoice payment authorisations for all goods arriving at Pharmacy. To check monthly statements and investigate discrepancies where appropriate using computer generated standard monthly reports. To process automatically generated daily orders using the Pharmacy computer system in accordance with documented standards and procedures. About us Here at George Eliot our vision to ' excel at patient care' taking centre stage. An ever evolving clinically led acute service provider we are on a journey to continually provide high quality, safe and responsive health services delivered by inspiring and compassionate staff who share our corporate values: E ffective open communication E x cellence and safety in everything we do C hallenge but support E xpect respect and dignity L ocal health that inspires confidence Benefits: On-site nursery, 27 days minimum annual leave plus bank holidays, cycle to work scheme, flexible working, extensive in-house course learning directory, buying and selling of annual leave, subsidised restaurant, tranquillity garden and generous subsidised on-site parking. Date posted 13 January 2025 Pay scheme Agenda for change Band Band 2 Salary £23,615 a year per annum Contract Permanent Working pattern Full-time Reference number 230-36767802-CSS-PCA-A Job locations George Eliot NHS Trust College Street Nuneaton CV10 7DJ Job description Job responsibilities To check and certify invoices using JAC, as per Trusts Standing Financial Instructions and Pharmacy policies and procedures. To investigate all invoice queries, obtain credits; gather, assess and analyse information regarding to-follows on orders, cancel and if required, advise Chief Pharmacist on delayed orders when appropriate. To file and maintain auditable records of all orders, delivery notes and invoice payment authorisations for all goods arriving at Pharmacy. To check monthly statements and investigate discrepancies where appropriate using computer generated standard monthly reports. To process automatically generated daily orders using the Pharmacy computer system (currently JAC) in accordance with documented standards and procedures. To release orders, print them and present them to Chief Pharmacist for authorisation and signature. To place orders with suppliers by telephone, fax, post or e-commerce in accordance with Trusts Standing Financial Instructions and pharmacy policies and procedures. To follow up overdue orders with suppliers, in accordance with Trusts Standing Financial Instructions and pharmacy policies and procedures. To prepare and process documentation required for order amendments and returns to suppliers, in accordance with policies and procedures. To update and maintain computer records of suppliers, prices and drug contracts so as to ensure timely and up-to-date information in the pharmacy system, in accordance with Trusts Standing Financial Instructions and pharmacy policies and procedures. To select and print standard reports regularly and as required, for instance to investigate discrepancies using appropriate programme (e.g. TRACE) and end of year Financial Reports as required by the Finance Department. In the absence of the department secretary P/A prepare, update and file staff details (A/L, Sickness and T.O.I.L.). Maintain and update records for non Pharmaceutical orders. Knowledge of Microsoft programs (Word, Excel) and Outlook. To file and maintain records of all documents relating to prescriptions. To receive prescriptions, collect prescription charges, answer telephones and answer queries from patients and hospital staff when undertaking reception duties in the absence of usual reception colleague. Balance the till and bank monies at Finance Department, when standing-in for colleagues in Pharmacy reception. To answer telephones, channel messages, sort and distribute departmental mail To book appointments for Chief Pharmacist. To undertake photocopying, thereby supporting pharmacists & technicians. As part of the department induction, to help train new staff. To liaise closely with other clerical colleagues to ensure all daily tasks are completed. To co-operate with other members of pharmacy staff as necessary, to facilitate the smooth running of department by ensuring timely execution of duties. To maintain a clean, tidy working environment and equipment such as printers & photocopiers. For a full comprehensive list of main responsibilities and duties, please kindly refer to job description and personal specification attached. Job description Job responsibilities To check and certify invoices using JAC, as per Trusts Standing Financial Instructions and Pharmacy policies and procedures. To investigate all invoice queries, obtain credits; gather, assess and analyse information regarding to-follows on orders, cancel and if required, advise Chief Pharmacist on delayed orders when appropriate. To file and maintain auditable records of all orders, delivery notes and invoice payment authorisations for all goods arriving at Pharmacy. To check monthly statements and investigate discrepancies where appropriate using computer generated standard monthly reports. To process automatically generated daily orders using the Pharmacy computer system (currently JAC) in accordance with documented standards and procedures. To release orders, print them and present them to Chief Pharmacist for authorisation and signature. To place orders with suppliers by telephone, fax, post or e-commerce in accordance with Trusts Standing Financial Instructions and pharmacy policies and procedures. To follow up overdue orders with suppliers, in accordance with Trusts Standing Financial Instructions and pharmacy policies and procedures. To prepare and process documentation required for order amendments and returns to suppliers, in accordance with policies and procedures. To update and maintain computer records of suppliers, prices and drug contracts so as to ensure timely and up-to-date information in the pharmacy system, in accordance with Trusts Standing Financial Instructions and pharmacy policies and procedures. To select and print standard reports regularly and as required, for instance to investigate discrepancies using appropriate programme (e.g. TRACE) and end of year Financial Reports as required by the Finance Department. In the absence of the department secretary P/A prepare, update and file staff details (A/L, Sickness and T.O.I.L.). Maintain and update records for non Pharmaceutical orders. Knowledge of Microsoft programs (Word, Excel) and Outlook. To file and maintain records of all documents relating to prescriptions. To receive prescriptions, collect prescription charges, answer telephones and answer queries from patients and hospital staff when undertaking reception duties in the absence of usual reception colleague. Balance the till and bank monies at Finance Department, when standing-in for colleagues in Pharmacy reception. To answer telephones, channel messages, sort and distribute departmental mail To book appointments for Chief Pharmacist. To undertake photocopying, thereby supporting pharmacists & technicians. As part of the department induction, to help train new staff. To liaise closely with other clerical colleagues to ensure all daily tasks are completed. To co-operate with other members of pharmacy staff as necessary, to facilitate the smooth running of department by ensuring timely execution of duties. To maintain a clean, tidy working environment and equipment such as printers & photocopiers. For a full comprehensive list of main responsibilities and duties, please kindly refer to job description and personal specification attached. Person Specification Experience and Knowledge Essential On the job experience with keyboard usage in a pharmacy or medical enviorment Desirable Experience of working as part of a team Experience of checking prices and invoices Qualification and Professional Training Essential NVQ 2 or equivalent experience of dealing patients and customers and dealing with orders and invoices Desirable RSA 1 or equivalent Skills and Abilities Essential Relevant computer skills and able to work at VDU for long periods Able to carry out routine tasks under Standard Operating Procedures (SOPs) Able to take instructions from more senior members of staff Recognises own limitations Able to work on own initiative Personal Qualities Essential Able to communicate effectively verbally & in writing Desirable Enthusiastic and keen to learn Work as part of a team Person Specification Experience and Knowledge Essential On the job experience with keyboard usage in a pharmacy or medical enviorment Desirable Experience of working as part of a team Experience of checking prices and invoices Qualification and Professional Training Essential NVQ 2 or equivalent experience of dealing patients and customers and dealing with orders and invoices Desirable RSA 1 or equivalent Skills and Abilities Essential Relevant computer skills and able to work at VDU for long periods Able to carry out routine tasks under Standard Operating Procedures (SOPs) Able to take instructions from more senior members of staff Recognises own limitations Able to work on own initiative Personal Qualities Essential Able to communicate effectively verbally & in writing Desirable Enthusiastic and keen to learn Work as part of a team 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name George Eliot Hospital NHS Trust Address George Eliot NHS Trust College Street Nuneaton CV10 7DJ Employer's website http://www.geh.nhs.uk/ (Opens in a new tab)