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Pharmacy Assistant

NHS AfC: Band 3

Main area
NHS AfC: Band 3
Full time - 37.5 hours per week
Job ref
Pharmacy Department - Kingfisher Court
£21,730 - £23,177 per annum, pro rata
Salary period
06/02/2023 23:59

Values Based Screener

At Hertfordshire Partnership Foundation Trust we are looking for people to join us who share our values and those of the NHS. Before your application can be considered please take part on our online values questionnaire, which you can find below. When you have finished you will be sent a 'completion code' by email, which will be valid for 6 months and required to submit your application form.


Job overview

An exciting opportunity has arisen to join a well-established and experienced Pharmacy team at HPFT. We are a small, closely knit team based in Radlett (near Watford) working in a newly designed award-winning building (with free parking).

This post would appeal to an existing Pharmacy Assistant currently working in a hospital or community pharmacy who is looking to work in a small friendly department that is flexible and supportive.

Main duties of the job

  • To receive, dispense, hand out prescriptions and provide other support services to the Pharmacy department, including the receipt of orders and the supply of medicines to wards and departments.
  • To support the pharmacy purchasing and distribution service.
  • To carry out basic pharmacy duties and assist in the provision of a high quality, patient orientated service.
  • To support and where possible contribute to pharmacy audit and effectiveness activities across the trust.
  • To provide an efficient administration service within the Pharmacy department.

Working for our organisation

Hertfordshire Partnership University NHS Foundation Trust (HPFT) is an outstanding organisation with ambitions to match. We are one of just five mental health trusts to achieve an overall rating of ‘Outstanding’ from the Care Quality Commission, and our aim is to be the leading provider of mental health and specialist learning disability services in the country.

Our family of over 3500 members of staff provide health and social care for over 400,000 people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, and Norfolk, delivering these services within the community and several inpatient settings. We also deliver a range of nationally commissioned specialist services including Tier 4 services for children and young people, perinatal services, plus medium and low secure learning disabilities services.

The care we provide makes a fantastic difference to the lives of our service users, their families and carers - everything is underpinned by choice, independence and equality, with our Trust values embedded throughout:

Our Trust values are:

Welcoming. Kind. Positive. Respectful. Professional.

These values are at the core of who we are, everything we do, and how we do it!

Would you like to be part of the HPFT family? Would you like work with us to ensure our service users live the fullest lives possible they can? Would you like to be supported in your career to be the best that you can be?

Then please read on…

Detailed job description and main responsibilities

  1. Dispensary
  • To dispense medication in an accurate and timely manner using the Ascribe/EMIS computer system.
  • To ensure all transactions are entered accurately onto the computer system at the time of supply in order to minimise stock discrepancies and out of stock situations.
  • To participate in the maintenance of the Controlled Drug register
  • To carry out top-up on wards and departments
  • To ensure there are adequate supplies of consumables in the department
  • Assist in training less experienced staff
  1. Purchasing and Distribution Support

Invoice matching

  • To ensure goods received notes match invoices received and investigate any discrepancies with suppliers.
  • All invoices are reconciled on the pharmacy computer system (Ascribe) in a timely manner and where appropriate the invoices are sent electronically to finance.
  • To input into and follow all agreed local procedures with regards to invoicing to ensure process is efficient and accurate.
  • Where appropriate, any manual invoices are signed by an authorised signatory before passing to financial management for payment.
  • Deviation from contract purchasing is highlighted to the Chief Pharmacy Technician.
  • All invoices are passed for payment within agreed time limits according to Standing Financial Instructions to ensure the maximum discounts are obtained.
  • To comply with all departmental Standard Operating Procedures (SOPs) and identify and report to the Chief Pharmacy Technician any reasons for non-compliance.
  • To ensure all documentation is filed to ensure there is a traceable audit trail.
  • Regular reports on outstanding invoices are produced using the pharmacy computer system and any problems investigated and resolved.
  • To ensure work is prioritised according to the demands of the service.

Receiving Goods In

  • To accept and sign receipt for deliveries of pharmaceutical products from suppliers, checking that delivery is for the pharmacy department.
  • To unpack goods received and check:
  • Items and quantities received match delivery notes
  • Items are in good condition
  • Items have an adequate shelf life
  • To accurately document the batch number and expiry date.
  • To use the pharmacy computer system to receive goods, noting the batch number on the system.
  • To accurately put received goods into their correct location within the pharmacy, ensuring stock rotation.
  1. Administrative Support
  • To prioritise workload according to deadlines and ensuring work area is maintained in a clean and tidy state at all times.
  • To carry out general administrative duties including photocopying, emailing, manual and electronic filing, and the disposal of confidential information.
  • To adhere with Trust policies especially with regards to issues of confidentiality.
  • To co-ordinate the annual provision of BNFs and cBNFs across the trust to the appropriate departments and staff.
  • To participate in simple audits relating to Pharmacy services.
  • To update the contents of the pharmacy folders found on each ward
  1. General
  • To undertake training in line with defined objectives.
  • To keep up to date with and follow relevant departmental procedures.
  • To keep up to date with mandatory training.
  • Participate in the training of new staff.
  • To attend and participate when needed in departmental meetings.
  • To work harmoniously with the direct team and wider team to achieve the objectives of the service.
  • To work constructively with all team members and to actively support each other to cover the workload of the service.
  • To take part in late, weekend and bank holiday rotas, as required.
  • To participate with the annual stock take.

Person specification

Qualifications, Education and Training

Essential criteria
  • NVQ Level 2 Certificate in Pharmacy Services (or equivalent)
  • GCSE English at Grade C or 4 and above (or equivalent)
  • GCSE Maths at Grade C or 4 and above (or equivalent)
Desirable criteria
  • GCSE in Science at Grade C or 4 and above (or equivalent)

Previous Experience

Essential criteria
  • Dealing with customers
  • Using computer systems for stock control
  • Experience in working under pressure
Desirable criteria
  • Hospital pharmacy experience

Skills, Knowledge and Ability

Essential criteria
  • Dispensing experience
  • Pharmacy stock control
  • Ability to take, evaluate and act on messages or pass on to appropriate staff
  • Good communication skills - oral and written
  • Ability to demonstrate attention to detail
  • Good time management skills
  • Ability to work in busy environment and meet deadlines
  • Ability to organise and prioritise workload
  • Ability to follow departmental and Trust procedures
Desirable criteria
  • Knowledge of Ascribe/EMIS Pharmacy systems
  • Standard computer skills - conversant with Microsoft Office package

Employer certification / accreditation badges

Trust IDMenopause Friendly EmployerMindful employer.  Being positive about mental health.Age positiveDisability confident employerCare quality commission - OutstandingStonewall equality policy. Equality and justice for lesbians, gay men, bisexual and trans people.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Documents to download

Apply online now

Further details / informal visits contact

Rakhee Thapar
Job title
Dispensary Manager
Email address
Telephone number
01923 633734