Dispensary Assistant job description & person specification
Job Title
Dispensary Assistant
Line Manager
Dispensary Manager
Accountable to
Business Manager
Hours per week
37
Job Summary
To support the dispensary manager in all areas of dispensing, ensuring a high-level of service is delivered at all times, whilst supporting the multi-disciplinary team in line with the strategic objectives of the practice.
Generic Responsibilities
All staff at Langport Surgery have a duty to conform to the following:
Equality, Diversity & Inclusion
A good attitude and positive action towards ED&I create an environment where all individuals are able to achieve their full potential. Creating such an environment is important for three reasons: it improves operational effectiveness, it is morally the right thing to do, and it is required by law.
Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Patients have a responsibility to treat other patients and our staff with dignity and respect.
Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued, and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff have a responsibility to ensure that you treat our patients and their colleagues with dignity and respect.
Safety, Health, Environment and Fire (SHEF)
This practice is committed to supporting and promoting opportunities to for staff to maintain their health, well-being and safety. You have a duty to take reasonable care of health and safety at work for you, your team and others, and to cooperate with employers to ensure compliance with health and safety requirements. All personnel are to comply with the Health and Safety at Work Act 1974, Environmental Protection Act 1990, Environment Act 1995, Fire Precautions (workplace) Regulations 1999 and other statutory legislation.
Confidentiality
This practice is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters, pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and always maintain confidentiality. It is essential that if, the legal requirements are to be met and the trust of our patients is to be retained that all staff protect patient information and provide a confidential service.
Quality & Continuous Improvement (CI)
To preserve and improve the quality of our output, all personnel are required to think not only of what they do, but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work. The responsibility for this rests with everyone working within the practice to look for opportunities to improve quality and share good practice.
This practice continually strives to improve work processes which deliver health care with improved results across all areas of our service provision. We promote a culture of continuous improvement, where everyone counts, and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.
Learning and Development
The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude and competences to perform their role. All staff will be required to partake and complete mandatory training as directed by the training coordinator, as well as participating in the practice training programme. Staff will also be permitted (subject to approval) to undertake external training courses which will enhance their knowledge and skills, progress their career and ultimately, enable them to improve processes and service delivery.
Collaborative Working
All staff are to recognise the significance of collaborative working. Teamwork is essential in multidisciplinary environments. Effective communication is essential, and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner.
Service Delivery
Staff at Langport Surgery must adhere to the information contained with practice policies and regional directives, ensuring protocols are adhered to at all times. Staff will be given detailed information during the induction process regarding policy and procedure.
Security
The security of the practice is the responsibility of all personnel. Staff must ensure they remain vigilant at all times and report any suspicious activity immediately to their line manager. Under no circumstances are staff to share the codes for the door locks to anyone and are to ensure that restricted areas remain effectively secured.
Professional Conduct
At Langport Surgery, staff are required to dress appropriately for their role. Administrative staff will be provided with a uniform whilst clinical staff must dress in accordance with their role.
Primary Responsibilities
The following are the core responsibilities of the dispensary assistant. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:
Acting as the focal point for patients, answering the dispensary phone and hatch
Collecting prescription charges in accordance with dispensary protocol
Maintaining stock levels within the dispensary, liaising with the dispensary manager to facilitate reordering
Receiving and storing supplies in accordance with current policy, ensuring the cold chain is maintained where applicable
Safe disposal of returned and / or out of date medicines
Supporting the processing of repeat prescriptions, ensuring a 48-hour turnaround is achieved
Process prescription requests via email, phone, fax, face-to-face and online
Assisting the Dispensary Manager in the preparation of monthly returns
Maintaining a clean and safe working environment at all times
Maintain accurate records at all times, read coding entries appropriately
Secondary Responsibilities
In addition to the primary responsibilities, the dispensary assistant may be requested to:
Partake in audit as directed by the audit lead
Remain current with the latest guidance ensuring the dispensary conforms to NICE, CQC etc. guidance
Maintaining effective security of the dispensary at all times
Person Specification - Dispensary Assistant
Qualifications
Essential
Desirable
Good standard of general education
GCSE (or equivalent) English & Maths at Grade C or above
Experience
Essential
Desirable
Experience of working in a dispensary
Experience of working in primary care
Broad knowledge of General Practice
Experience working with the general public/patients
Skills
Essential
Desirable
Excellent communication skills (written and oral)
Good IT skills
Clear, polite telephone manner
Competent in the use of Office and Outlook
EMIS user skills
Capable of managing cash payments
Ability to work as a team member
Good interpersonal skills
Problem solving & analytical skills
Ability to follow policy and procedure
Ability to effectively manage stock, including ordering, rotation, disposal etc.
Personal Qualities
Essential
Desirable
Polite and confident
Flexible and cooperative
Motivated
High levels of integrity and loyalty
Sensitive and empathetic in distressing situations
Ability to work under pressure
Other requirements
Essential
Desirable
Flexibility to work outside of core office hours
Disclosure Barring Service (DBS) check
This document may be amended following consultation with the post holder, to facilitate the development of the role, the practice and the individual. All personnel should be prepared to accept additional, or surrender existing duties, to enable the efficient running of the practice.