Detailed job description and main responsibilities

Key results from the job holder

• To be one of the Pharmacy Systems Managers for the Pharmacy Department covering all sites; ensuring that the pharmacy system is up to date and functioning correctly, with support from the Pharmacy Digital Team and the Pharmacy Team Leader.
• To work with the other Pharmacy Managers in completion of all routine ‘business as usual’ activities on a schedule as defined by the Pharmacy Team Leader. To include but not limited to the running of routine system calculations, running housekeeping reports and resolving issues found on said reports.
• To support the management of the pharmacy drugs catalogue in accordance with the defined change control process; making amendments, removals and additions where required. Including the validation of drug data supplied on request forms utilising appropriate reference sources, e.g., BNF, SPCs, NHS England Pharmacy Catalogue, Dictionary of Medicines and Devices (DM&D).
• To work with the other Pharmacy Managers to process and resolve queries and issues logged with the Pharmacy Digital Team.
• To be a point of contact for other stakeholder teams/departments/organisations in relation to trust IT systems.
• To deliver and support training on the use of the Pharmacy Stock Control system.
• To participate in current and future digital pharmacy development projects.
• To become a super user of kelsius temperature monitoring system.
• To contribute to the management of any other relevant pharmacy systems as requested by their manager.
• Undertake general pharmaceutical duties under the supervision of a Section Manager or deputy, assisting in the provision of a safe and effective Pharmacy service in line with current policies, procedures, and legal requirements.
• Work within patient services undertaking medicines optimisation/discharge duties on the wards, improving the quality of care to patients in a clinical area by means of an efficient medicines optimisation system. This will include undertaking medicines reconciliation, assessing patients own medicines ensuring they are suitable for use in hospital, one-stop dispensing to wards in preparation for patients discharge, maintaining and ordering non-stock medicines for patients and counselling patients on use of their medicines and provide information where required.
• Work in the dispensary, final accuracy checking prescriptions and provide support to the dispensary leads and lead technician in the co-ordination of the day to day running of the dispensary.
• All Pharmacy staff involved in all aspects of the Pharmacy supply chain have a personal responsibility to ensure that all activities undertaken within our hospital Pharmacy are compliant with Good Distribution Practice (GDP) and all relevant department procedures are followed effectively

Planning and Organisational Duties

Pharmacy Stock Control (PSC) system manager

Under the supervision of the lead technician for procurement and distribution you will work as a EMIS Pharmacy System Manager. Working with other Manager(s) within the department to complete all duties and responsibilities; this includes the following responsibilities:

• Managing the set up and maintenance of system users and access ensuring integrity, accuracy and security is maintained.
• Managing the system configuration for all aspects of the PSC such as -Label design, printing, and setting, Locations, consultant, and specialty system table, Operational Report layouts and printing and Ensuring templates are updated
• Creating order-set templates if required.
• Sorting drug file issues and requests to DSS for non-readily available drugs
• Ensuring Terminals are setup as required.
• Managing the pharmacy drugs catalogue in accordance with the defined change control process; making amendments, removals, and additions where necessary.
• Working closely with the EPR team ensuring adherence to robust change control systems to maintain links between the ePMA system and EMIS.
• To provide support around linking the ePMA system to the PSC system used throughout GHT Pharmacy.
• Provide support and guidance for pharmacy staff on the best use of the system.
• Running routine pharmacy system calculations and housekeeping processes/reports.
• Routine testing of the Emis Stand Alone machines to ensure reliable functionality in the event of a Business Continuity Incident.
• Ensure appropriate training is given to new staff.
• Implementation and testing of system updates and enhancements.
• Ensure system interfaces are operational e.g., Robot interface, PAS interface and ePMA interface and troubleshooting any problems with them.
• Resolving issues and queries logged with the Pharmacy Systems team.
• Ensuring reporting requests are facilitated.
• Liaising with Business intelligence (BI) around system mapping and updating.
• Writing/updating SOPs and Quick Reference Guides for digital systems.
• To develop and implement KPI related to the pharmacy syste

Communications and Key Working Relationships

• Using professional judgement and in a professional manner, to communicate to patients, carers and healthcare staff any appropriate information about medicines which make their use safer or more effective.
• To develop effective working relationships with other healthcare professionals within area of responsibility and to assist them to deliver the highest standards of care.
• Liaise & communicate with other members of the pharmacy team to ensure clinically effective services are provided.
• Refer to Associate Director of Pharmacy – Clinical Services when appropriate escalation needed.
• Provide ward cover for other colleagues as needed.
• Use trust IT systems to generate reports and statistics to inform and influence practice

Responsibility for Finance

• Handle cash, prescription charges & issue relevant receipts.
• Raise and approve orders on Oracle

Responsibility for Human Resources

• Be responsible for recruitment and retention of staff in professional area.
• To ensure Working Time Directive is adhered to for staff when generating rotas.
• To ensure open and inclusive working relationships are developed with all relevant staff.
• To provide a supportive and developmental environment where staff are motivated to realise full potential.
• Manage sickness absence within area of responsibility and ensure others within area of responsibility are supported to do the same.
• Ensure staff have an understanding of & implement relevant procedures.
• Commission new procedures and make amendments to existing procedures.
• Ensure all relevant staff undertake all compulsory training and PDR.
• Promote a positive culture in Pharmacy and in relation to Medicines Management wherever opportunity arises.
• Identify new and extended roles for staff in area of responsibility
• Ensure GPC registration is checked as part of annual review.

Responsibility for Health & Safety

• Compliance with the Health & Safety at Work Act 1974 – the post holder is required to fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.
• Ensure patients and staff are advised of risks with medicines and to minimise those risks through effective medicines management support and counselling.
• Ensure known risks are brought to attention of Associate Director of Pharmacy – Clinical Services
• Ensure Datix is used to record and review medicines related incidents. In conjunction with Executive Managers to ensure appropriate systems are put in place to prevent recurrence where possible

Responsibility for Teaching

• Develop and deliver training packages ensuring they are relevant to all staff involved in the prescribing, supply, administration and handling of medicines.
• Provide teaching sessions to other healthcare professionals in line with knowledge and experience.
• Provide Junior Doctor training at induction and planned sessions.