Admin and Clerical Officer Pharmacy Procurement - INTERNAL ONLY TO NHS AYRSHIRE AND ARRAN

NHS Scotland:

NHS Scotland is committed to encouraging equality and diversity among our workforce and eliminating unlawful discrimination. The aim is for our workforce to be truly representative and for each employee to feel respected and able to give their best. To this end, NHS Scotland welcomes applications from all sections of society.

Note that this post is only open to internal staff of NHS Ayrshire & Arran.

Who we are:

NHS Ayrshire and Arran are one of 14 territorial NHS Boards within NHS Scotland.

In support of our core purpose of Working together to achieve the healthiest life possible for everyone in Ayrshire and Arran, we are committed to a culture that is Caring, Safe, and Respectful. You will be required to work collaboratively in a safe, caring and respectful way.

To find out more about NHS Ayrshire and Arran please visit our website - NHS Ayrshire & Arran - Home (nhsaaa.net)

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Position:

An exciting opportunity has arisen for an Administrative and Clerical Officer Pharmacy Procurement Band 4 within our Pharmacy Department based at University Crosshouse Hospital. This post is offered on fixed-term basis for 12 months.

Hours:

14 hours per week, to be worked over 3 days, Monday, Thursday and Friday.

From 1 April 2026, the working week for NHS Agenda for Change staff in Scotland will be reduced. Full-time hours will reduce from 37 to 36 hours (pro rata for part-time staff) without loss of earnings.

What you will do:

Raise purchase orders, for medicines and other pharmacy items identified from the provisional order list and urgent ad hoc order requests, forwards orders to suppliers, ensuring that supplies will be received in time to meet the needs of patients and staff and that any additional requirements pertaining to specific medicines are met.

Reports incorrect deliveries to suppliers, ensuring that incorrect goods are returned and correct goods received.

Investigates orders outstanding and clarifies expected date of delivery taking appropriate action to ensure continuity of supply.

Investigates and resolves problems on invoice discrepancies and authorises payment/non payment where appropriate to ensure charges are accurate and that invoices are processed promptly to qualify for any “prompt payment” discounts, in accordance with standard operating procedures.

Update contract information promptly, when new or updated contracts are issued and ensure that medicines and other products supplied by pharmacy are purchased in compliance with these contracts.

Knowledge, training and/or experience required for this post:

Qualifications:

• Required to possess an SVQ Level 3 qualification (or equivalent) or achieve this qualification within three years from commencement.

Experience:

• Requires experience in stock control procedures preferably within a hospital pharmacy environment.
• Requires a high degree of knowledge of procurement IT systems.
• Requires excellent communication skills (oral and written)
• Requires excellent arithmetic skills.
• Requires excellent keyboard skills and knowledge of Windows software.
• Experience of updating contracts and Standing Financial Instructions.

Knowledge:

• Knowledge of relevant national standards, guidelines and regulations
• A working knowledge of procurement principles such as Standing Financial Instructions and a working knowledge of purchasing procedures and business ethics

If you would like to find out more about the role, please contact Shona Boag, Lead Pharmacy Technician at [email protected].

Right to Work / Certificates of Sponsorship

To work in the United Kingdom, there is a legal requirement for an individual to demonstrate that they have the relevant permission to work in the country. This permission is, without exception, granted by the UK Visa and Immigrations Service. Further information on what NHS Scotland Boards are required to do to check this as well as what your responsibilities include can be found within the attached Candidate Information Pack.

It is essential that you have checked that you either already have an appropriate right to work in the UK or that the post would be eligible to be sponsored before submitting your application form.

NHS Ayrshire & Arran may be able to offer visa sponsorship for certain roles, provided the post meets the minimum salary threshold and any other required criteria. When considering if a post meets the salary threshold for sponsorship, please note the salary advertised is based on a full-time contract and must be pro-rated for part-time positions. Sponsorship is not guaranteed and is assessed on a case-by-case basis following interview and at the commencement of pre-employment checks.

Please visit here for further information.

We are unable to provide sponsorship for Band 2 posts or bank contracts.

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