Procurement assistant

Detailed job description and main responsibilities

1.    To set up pharmacy stock profiles to meet clinical requirements. Physically setting out store locations and reflecting requirements into the computerised stock management system (JAC).

2.    Liaise with suppliers to facilitate 'best value' purchase of items required that are not under contract.

3.    Raising requisitions for contracted or non-contracted items using appropriate system.

4.    Deliver and unpack stock, checking accuracy and ensuring that stock is rotated appropriately.

5.    To carry out “good housekeeping” duties to ensure tidiness and cleanliness of storerooms and encourage users to maintain the standard.

6.    To provide a liaison service between users and suppliers to fulfil the customer need.

7.    To communicate and resolve queries, discrepancies uplifts/collections or stock-outs.  

8.    To ensure the receipt of credit notes or replacements for items which have been returned.

9.    To maintain and update the computerised stock system, producing reports to review trends to offer advice to senior pharmacy staff with recommendations for cost effective initiatives, e.g. make proposals to reduce stock levels or introduce more cost-effective alternatives.

10.    To be the first point of contact for clinical staff regarding any queries/problems relating to process or procedure for the procurement of goods and services including new products and obsolete items.

11.    To run reports and analyse the data to undertake official reviews of products and stock levels, to review progress and to recommend, using persuasive influence, changes which will bring about further potential areas for development or savings and maximise cost effectiveness.

12.    To organize and maintain, a plan for undertaking annual stock reviews, adjusting the timetable as necessary to accommodate conflicting demands. Producing a basic stock take report for reporting to Finance.

13.    To provide information on storage or equipment requirements and assist with labelling of shelves to enable stocks to be stored conveniently, tidily and efficiently.

14.    To assist with the removal, return or disposal of excess or redundant stock, under the supervision of the Superintendent Pharmacist or General Manager.

15.    To help train new members of the pharmacy team in the stock management processes and procedures.

16.    To manage own workload with some flexibility to provide assistance to cover other team members duties in times of staff absence or work load peaks.

17.    To assist with achieving rationalisation of stock by optimising stock levels and dealing with slow or non-moving stock.

18.    To produce authorisation reports from the system and obtain and maintain authorisation from Superintendent Pharmacist/General Manager for agreed levels of stock.

19.    Follow policies and procedures relevant to your role, commenting on changes where required.