Pharmacy Clerk at Netcare

• The Pharmacy Clerk is responsible in maintaining operational efficiency and data integrity in the pharmacy or any other hospital environment. These individuals will support pharmacy operations by handling a range of administrative functions and may be required to assist with stock-management related responsibilities from time to time. Which includes DBO processes, GRV capturing, managing external supplier communications, initiating Sigma logs, and ensuring accurate billing records. The role requires strong attention to detail, efficient coordination with vendors, and collaboration with theatre, billing and finance teams. 
• The incumbent will be required to work in various areas of the hospital and to multitask effectively based upon periods of peak activity in the business. This individual will not be allocated to work only in one division of the business but will provide the required assistance to different hospital divisions (pharmacy, wards, theatre) in line with the Netcare strategy of Person-centred Health and care. The support provided will depend on hospital requirements and therefore the individual may need to adhere to work requests that may change continuously based on business demand and to adhere to variations in working hours to increase business productivity.

KEY WORK OUTPUT AND ACCOUNTABILITIES                                                                    

DISRUPTIVE INNOVATION

Administrative Functions

Pharmacy 

• Placing and capturing Non-DBO orders
• Assist with receiving and unpacking of stock.
• Capturing Invoices and following up on outstanding GRVs
• Liaise with suppliers to resolve order queries, price discrepancies, and escalations
• Barcoding
• Log requests on Sigma for new product codes and linking of Orderwise/Orderco stock codes to vendors
• Review charge sheets for duplication, correct service billing, and DBO correctness
• Assist during stock take periods, especially with data capturing and reconciliation
• Capturing of stock and consumable transfers between storage locations or cost centre
• Monitor and identify any expired and damaged stock in the wards.
• Review the error log report and ensure that all error logs are cleared.
• Liaise with Nursing staff in the wards to ensure that all billings are up to date before updating replenishment stock requested.
• Ensure that all relevant stakeholders receive all out-of-stock letters.
• Investigate open purchase orders as well as back orders
• Provide ad hoc support within the pharmacy as required by the manager
• Assist in stock management in accordance to Netcare stock management policy with special emphasis on designated stock areas.
• Investigate and report inventory discrepancies, theft and losses to the Unit Manager and Pharmacy Manager.
• Support pharmacy in all non-clinical duties
• Understand and apply pharmacy SOPs for stock and administrative processes
• Remain informed on SAP, Sigma, and OrderCo updates that impact pharmacy operations
• Keep up to date with evolving changes on SAP and OrderCo

Theatre 

• Placing and capturing DBO and Non DBO-orders.
• Packing of stock neatly onto shelves according to FIFO (First In First Out) and FEFO (First Expiry First Out) principles.
• Oversight on DBO orders and GRV reporting.
• Maintain open PO report.
• Review charge sheets for duplication and billing correctness.
• Liaise with Theatre for corrections and follow-ups.
• Consignment stock discrepancies and investigations.
• TNYP focus for consignment stock.
• Redirect duplication or service queries to Theatre for correction where applicable
• Stock management for consignment and ensuring monthly checks done with suppliers and reported.
• BOMS management and preparation for theatre cases.
• Receiving, packing, processing, and replenishing of stock, with focus on cold chain and high-risk items.
• Optimisation of Surgical Standardisation process.
• Liaise with theatre staff for stock issues, billing queries, and charge sheet validations.
• Participate in monthly reconciliation of consignment and surgical stock.
• Maintain theatre-related SAP and Sigma updates, linking new product codes to vendors.

Stock take

• Take part in all aspects of cyclical and rotation count processes in all storage locations including Hospital stores as per the schedule prepared by management, including but not limited to the following;
• Generating and updating of stock books
• Work on Un-binned items report
• Preparing stock take checks following the relevant stock take checklists

Risk and compliance administration

• Adhere to pharmacy standard operating procedures to ensure compliant, improved controls, and sound processes.
• Ensure full compliance to statutory regulations, policies, procedures, best practice, professional standards as well as the Netcare strategy.
• Assist in the communication of inventory policies internally.

Administration

• Assist with any ad hoc duties assigned by the Stock Coordinator or Stock Controller and assist Nursing employees and Unit Managers with stock queries.
• General office administration to ensure job efficiency including but not limited to filing, printing, faxing and other general administration queries.
• Handle all routine administration queries and work requests that may not be included in this role profile and resolves these efficiently and effectively within the required turnaround times.
• Maintain the cold chain for refrigerated stock.
• Assist with the general housekeeping in the Pharmacy and/or Hospital stores to maintain a professional environment.
• Participate in monthly meetings
• Retail debtors management                                                                    

TRANSFORMATION OF OUR SOCIETY

• Personal and professional development
• Active involvement in own professional development to maintain a satisfactory level of skill and knowledge.

Build and maintain stakeholder relationships

• Work effectively and co-operatively with others to establish and maintain good working relationships that are mutually beneficial.
• Actively participate as a member of a team to achieve goals and does not function independently.
• Establish and service relationships with all internal and external stakeholders, including management and colleagues to improve service delivery.
• Demonstrate personal commitment to internal and external stakeholders by fulfilling responsibilities, involving others, gaining support for ideas generated and removing obstacles to team accomplishments.
• Establish and consolidate good interpersonal relationships by listening to others and objectively considering their ideas and opinions even when they conflict with their own ideas.

SKILLS PROFILE

EDUCATION

Essential

• Grade 12 or equivalent NQF 4 certificate
• Basic stores and stock control certificate (BSSC).

WORK EXPERIENCE

Preferred

• Previous experience in medical environment.
• Knowledge and experience of a pharmaceutical stock control system.
• Previous experience working with SAP (advantageous)

KNOWLEDGE

Preferred

• An intermediate level of Computer Literacy and proficiency in MS Office applications.
• Superior interpersonal skills (developing and maintaining positive relationships; communicating clearly and effectively with people at all levels with verbal and nonverbal communication; working with others to identify, define and solve problems).
• Demonstrates excellent organisational skills: organised and structured with an exceptional attention to detail.
• Multi-tasking ability and the ability to handle stressful situations and difficult stakeholders (internal and external) appropriately.