Pharmacy Invoicing & Accounts Clerk Band 2 to 3 Progression
Job summary
We are seeking a detail-oriented Pharmacy Invoicing and Accounts Clerk to join our team. This role is pivotal in supporting the efficient management of pharmaceutical invoicing and Homecare medicine services across the Trust.
You will be responsible for processing invoices and credit notes, reconciling supplier statements, resolving pricing and delivery queries, and maintaining accurate databases using systems such as WellSky and Powergate EDI . The position also involves providing administrative support to the Procurement and Homecare teams, managing filing systems for audit compliance, and assisting with meeting documentation.
Strong organisational skills, accuracy, and the ability to prioritise workloads to meet deadlines are essential. This is an excellent opportunity for someone who thrives in a fast-paced environment and values teamwork, precision, and patient-focused service.
Main duties of the job
The Pharmacy Invoicing and Accounts Clerk is a key member of the Pharmacy Procurement team, supporting the accurate and timely processing of pharmaceutical invoices, credits and financial information. Key duties include: Processing and checking pharmacy invoices and credit notes using the WellSky/JAC pharmacy stock control system.
Reconciling supplier statements and investigating outstanding invoices, credits, pricing discrepancies and other financial queries. Liaising with pharmaceutical suppliers and Finance colleagues to resolve invoice and payment queries. Processing and monitoring Off Contract Claims to ensure income owed to the Trust is accurately claimed and received.
Maintaining accurate financial records, spreadsheets, supplier information and procurement documentation. Running routine reports and supporting electronic invoice reconciliation, including use of the Powergate EDI system. Providing administrative support to the Pharmacy Procurement and Homecare teams, including cross-site support where required.
Organising supplier service review meetings, taking minutes and communicating agreed actions to relevant colleagues. Supporting audit requirements by maintaining effective filing systems and retrieving financial and procurement documentation when required. Providing cover and support for other Procurement team activities during periods of staff absence.
Managing their own workload to ensure weekly, monthly, quarterly and annual financial deadlines are met.
About us
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff.
As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available. Our valuesWe not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values.
We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received.
All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job.
Job responsibilities
The Job Description and Person Specification are attached to this job, please review for the full details and responsibilities The Pharmacy Invoicing and Accounts Clerk will be an integral member of the Pharmacy Procurement team, providing financial, invoicing and administrative support to ensure the efficient operation of the service.
The post holder will be responsible for: Checking and processing pharmaceutical invoices and credit notes accurately using the WellSky/JAC pharmacy stock control system. Reconciling supplier statements and investigating outstanding invoices, credit notes, pricing discrepancies and other financial queries. Liaising with pharmaceutical suppliers, Pharmacy colleagues and the Trust Finance team to resolve invoice, payment and account queries.
Running routine reports and monitoring outstanding financial transactions to ensure pharmacy records remain accurate and up to date. Managing Off Contract Claims, ensuring claims are completed accurately and within required timescales, and monitoring reimbursement of income owed to the Trust. Maintaining spreadsheets and other records to support financial monitoring, reconciliation and reporting.
Supporting electronic invoice reconciliation through the Powergate EDI system. Maintaining supplier records and coordinating changes to supplier information, including referring changes to bank details for the appropriate financial checks. Maintaining effective paper and electronic filing systems and supporting the retrieval of procurement and financial documentation for internal and external audit requirements.
Arranging supplier service review meetings, taking accurate minutes and communicating actions to relevant colleagues and supplier representatives. Providing administrative support to the Pharmacy Procurement and Homecare teams across the Trust, including providing cover during periods of staff leave or absence. Supporting the training and day-to-day development of new or less experienced members of staff where appropriate.
Undertaking general administrative duties including responding to telephone and email enquiries, handling departmental post, booking prescriptions onto the Prescription Tracking System and maintaining stationery supplies. Planning and prioritising their own workload with minimal supervision to ensure weekly, monthly, quarterly and annual financial deadlines are achieved.
Undertaking other reasonable duties to support the effective running of the Pharmacy Procurement service. The role requires a high level of accuracy, organisation and attention to detail, together with the ability to communicate effectively with Pharmacy colleagues, Finance teams and external suppliers.
The successful candidate will be expected to manage competing priorities and investigate and resolve queries while working within established departmental procedures.
Person Specification
Qualifications · Essential
Evidence of good level of education, to include GCSE grade C/4 in Mathematics and English or equivalent Accounts or finance assistant Level 2 or equivalent level experience NVQ Level 3 or equivalent experience
Experience · Essential
Experience of working to deadlines Experience of data inputting Experience of working with computer programs including basic Microsoft office packages Dealing with external suppliers Experience of working to deadlines and managing own workload to meet the needs of a service Able to work independently
Desirable
Experience of accounting / book keeping systems Experience with working with Pharmacy stock control systems
Knowledge · Essential
Understanding of the need for confidentiality awareness at all times
Desirable
Knowledge of office procedures Knowledge of the NHS Awareness of medicine names
Personal Skills · Essential
Good written and verbal communication skills Good telephone manner Good listening skills Ability to prioritise ad-hoc work tasks Able to work with minimum supervision; self-reliant Willing to undertake in-house training on pharmacy computer and automated commerce systems Motivated and enthusiastic Ability to work methodically and accurately under pressure
Other · Essential
Able to cope with an occasional requirement for physical effort and lifting of objects (5kg or under) Able to spend most of the day inputting data accurately into computer Standard keyboard skills Able to concentrate for long periods of time when analysing data Accurate at inputting data Problem-solving skills Able to work alone and make decisions to commensurate within responsibilities of the role
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab) . From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab) .
