Mater Misericordiae University Hospital
Dublin
Job Description & Person Specification
PHARMACY HEAD OF OPERATIONS/
(CHIEF 1 PHARMACIST)
Job Title / Grade:
Pharmacy Head of Operations (Chief 1 Pharmacist)
Department / Division:
Pharmacy
Location:
MMUH
Reporting Relationship:
Head of Pharmacy Services
Responsible to:
Head of Pharmacy Services
Effective Date: 13th December 2012
Review Date: 12th December 2014
JOB DESCRIPTION
Job Purpose:
The provision of a pharmaceutical service to patients consistent with the mission and
Ethos of the Pharmacy Department and the hospital.
Mission Statement: “The Pharmacy Department strives to safely and efficiently
source, acquire, purchase, store, formulate, compound and distribute all drugs and
medicines used in the Mater Misericordiae Hospital, to the highest standards, as well
as to advise on the safe, effective and rational use of these drugs and medicines, so
as to improve the quality of life of patients who come under our care”
KEY RESPONSIBILITIES
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Maintain throughout the Hospital an awareness of the primacy of the patient
in relation to all Hospital activities.
Demonstrate behaviour consistent with the Values of the Hospital.
Participate in the pharmaceutical service as part of a punctual, dedicated and
professional team
Create, promote and maintain open communications and healthy working
relationships
Recruit, train and lead a team of skilled staff
Maintain the principles of equity, accountability and quality in daily work
Participate in departmental mentor/mentee and tutor/tutee programmes
The successful candidate will be subject to direction and supervision of the
Head of Pharmacy Services, participate in the provision of a comprehensive
pharmaceutical service including:
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To deputise for the Head of Pharmacy Services during their absence
To be the operational lead of the Pharmacy Department with regard to
purchasing, procurement, tendering, distribution and any queries
regarding, payment
To be the operational lead of the Pharmacy Department regarding
service delivery by each of the sections lead by a Pharmacy Service
Manager.
To be the operational lead of the Pharmacy Department with regard to
particular projects that will be assigned from time to time by the Head
of Pharmacy Services and with particular reference to the oversight of
the Pharmacy Department controlled sections of the hospital intranet
and to ensure the timely and appropriate maintenance of all such
sections to include formulary management, distribution of memoranda
and any other key communications.
To be operational lead of the Pharmacy Department with regard to the
compilation, distribution , implementation and maintenance of
Departmental Policies, Protocols and Standard Operational
Procedures to include their appropriate dissemination and control on
the hospital document management system
To be operational lead of the Pharmacy Department with regard to the
compilation, distribution implementation and maintenance of those
Deputy Head of Pharmacy Services/Pharmacy Operational Manager
(Chief 1 Pharmacist)
13th December 2012
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Policies, Protocols and Standard Operational Procedures developed
by the Pharmacy Department for implementation as hospital wide
processes to include their appropriate dissemination and control on
the hospital document management system
To be responsible for the management of staff with regard to
recruitment, appraisal, support, deployment and discipline
To oversee the implementation of the hospital Prescribers’ Guide and
Drugs Formulary with regard to their timely maintenance on behalf of
the Pharmacy Department and the Drugs & Therapeutics Committee
To supervise the safe, cost effective and efficient procurement,
storage and distribution of medicines and related items as may be
required, including the contracting of items and the award of contracts
as determined by quality, safety and value for money indicators.
To be the Pharmacy Department primary contact with the Finance
Department with regard to issues regarding contracting, invoicing,
payments, annual stock take, demand lead schemes, reimbursement
etc
To take responsibility for the application of pharmacy legislation,
regulations and guidelines as they relate to all aspects of pharmacy
department service provision, security , drug storage, procurement etc
To ensure that all relevant legislation, guidelines and standards with
regard to Health & Safety, Standards of practice , Continuing
Professional Development are adhered to
To supervise the quality of choices made with regard to the selection
of medicines to be used at the MMUH with regard to packaging, sound
alike look alike criteria and value for money.
To supervise the services provided by each departmental service
manager, including the development, introduction and implementation
of appropriate Key Performance Indicators.
To supervise the performance of all duties and responsibilities in line
with all Pharmacy Department procedures and protocols as well as
hospital wide procedures.
To identify and implement policies and operational processes to the
standards of best practice including the development of
pharmaceutical services.
To ensure that the needs of patients and professional staff are being
adequately met by the pharmaceutical service.
To ensure that the relevant documentation or electronic files are
generated, reviewed and stored in the appropriate manner with regard
to purchasing, delivery, tendering, contract pricing, waste disposal,
quality control, risk management, clinical services (including
Medicines Information). This includes documentary processes
regarding medication variances, controlled drugs, cytotoxic drugs,
unlicensed drugs, blood products etc.
To participate in designated committee meetings and act as alternate
on committees for the Head of Pharmacy Services during their
absence
To participate in teaching, continuing education and research activities
consistent with the goals of the Pharmacy Department and the
hospital.
To lead the Pharmacy Department in the absence of the Head of
Pharmacy Services, applying maximum delegation compatible with
safety.
Deputy Head of Pharmacy Services/Pharmacy Operational Manager
(Chief 1 Pharmacist)
13th December 2012
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To supervise and manage all Pharmacy Department staff in the
absence of the Head of Pharmacy Services, including skill mix review
and staff development.
To liaise and co-operate with other hospital departments and staff.
To supervise that work schedules and programmes are created to
provide for the most effective and efficient deployment of staff and
other resources. This will involve close liaison with Service Managers,
Senior Technicians and managers of other departments and services
within the hospital.
To lead changes in work, procedures, techniques or technologies
having regard to developments in the field of pharmaceutical care and
clinical practice.
To identify defects in supplies and/or equipment and liaise with
suppliers regarding replacement and repair.
To receive and record details and implement corrective actions as a
result of mishaps including batch recalls.
To liaise closely and co-ordinate service delivery with the Service
Managers, Senior Pharmaceutical Technicians and other Pharmacy
Department staff to ensure a high level of teamwork in the Department
To ensure that departmental and organisational policies are enforced
To motivate team members, through the use of agreed goals and
objectives.
To ensure the cost effective use of medicines and resources by liaison
with the Head of Pharmacy Services, the Chief Executive Officer and
the Hospital Clinical Director by submitting relevant documentation
regarding requests for new or evolving medicines and technologies
where any changes in practice area likely to lead to significant
changes in expenditure.
To ensure best practice and compliance with agreed clinical
guidelines by all Pharmacy Department staff and to ensure hospital
staff are made aware of such guidelines where appropriate
To ensure that the medication use process is measured, analysed and
optimised by undertaking regular clinical audit.
To ensure that all departmental and hospital wide Health and Safety
protocols and procedures are adhered to and all areas of noncompliance are promptly addressed.
Performance of such other duties appropriate to the post, including on
call and the participation in extended opening rosters including
weekend opening as may from time to time be assigned by the Head
of Pharmacy Services.
General Responsibilities and Accountabilities
1. Confidentiality
You will be aware of the confidential nature of Hospital work and in particular, the
right of patients to confidentiality.
2. Policies & Procedures
You are required to familiarise yourself with and adhere to all policy and
procedural documents relevant to your position.
3. Hygiene Standards
The highest standard of hygiene must be maintained in the Hospital at all times
and all staff members are responsible for ensuring compliance with the Hospitals
requirements and standards with regard to hygiene. It is the responsibility of all
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Deputy Head of Pharmacy Services/Pharmacy Operational Manager
(Chief 1 Pharmacist)
13th December 2012
staff to have a fundamental understanding of their individual responsibility in
maintaining departmental & site hygiene standards.
4. Health and Safety
Ensure that effective safety procedures are in place to comply not only with the
Safety, Health and Welfare at Work Act 2005 but also within the spirit of the
Hospital’s mission, vision and values, and they are known and followed by staff.
You are required to familiarise yourself with the requirements of employees under
the Safety, Health and Welfare at Work Act 2005 and to promote a work
environment that is compliant with the Safety, Health and Welfare at Work Act
2005. Each staff member is individually responsible for ensuring that the Hospital
remains a safe place to work.
5. Information Technology
Ensure the most effective and efficient use of developments in information
technology for administrative support in a manner, which integrates well with
systems throughout the organisation.
6. Business Continuity Management
Business Continuity Management (BCM) is a holistic management process that
identifies potential impacts that threaten an organisation and provides a
framework for building resilience and the capability for an effective response that
safeguards the interests of its key stakeholders and reputation” (BS 25999) All
Staff employed in the Mater Misericordiae University Hospital are obliged to:
make themselves familiar with the Organisational Business
Continuity Plan
attend BCM education sessions provided for them
make themselves familiar with their individual roles as set out
in their departmental business continuity plan if applicable and
or the Organisational business continuity plan
Note:
These duties and responsibilities are reflection of the present service requirements and may be
subject to review and amendment to meet the changing needs of the Hospital. The incumbent
__________ (insert job title here) will be required to maintain, enhance and develop their
professional knowledge, skills and aptitudes necessary to respond to a changing climate. The
job description must be regarded as an outline of the major areas of accountability at the
present time, which will be reviewed and assessed on an on-going basis.
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Deputy Head of Pharmacy Services/Pharmacy Operational Manager
(Chief 1 Pharmacist)
13th December 2012
PERSON SPECIFICATION
FACTORS
ESSENTIAL
DESIRABLE
QUALIFICATIONS
Appropriate Primary Degree in Pharmacy.
Registration on the Register of
Pharmaceutical Chemist’s with the
Pharmaceutical Society of Ireland or
entitled to be so registered
Five years post registration general
teaching hospital experience including
extensive pharmacy management
experience of dispensary, clinical and/or
other process and people management
services. Excellent working knowledge of:
 Pharmacy training and education
issues
 Supervising and training staff
 Clinical pharmacy, therapeutics
and service developments in
medicines, prescribing and
pharmaceuticals
 Computerisation, electronic
systems and automation.
 Financial control, including
contracting, procurement,
payment
 Change management and change
processes
 Risk management and medication
safety
 Extensive experience of hospital
interdisciplinary committees,
including chairing and actioning
outcomes
 Extensive experience of service
management
Further Qualification such as a
Diploma or M.Sc. in Pharmacy,
Business, Risk Management etc.
Knowledge and understanding of the role
and responsibilities of all grades working
in the Hospital Pharmacy.
Knowledge of all aspects of Pharmacy
legislation and how legislation applies to
professional practice in the hospital
environment.
Knowledge of health & safety legislation
and other relevant laws, regulations and
codes of practice in order to maintain a
safe work place for staff.
Extensive supervisory and training
experience with both professional &
technical grades.
Knowledge and understanding of
pharmacy service delivery with specific
reference to operational issues including
procurement, tendering, people
management, computerisation, electronic
systems and automation
Awareness of the role of
Pharmacy on hospital
committees. Knowledge of the
role of pharmacists in all aspects
of patient care including primary
and secondary care. Knowledge
of budgetary management,
resource and change
management.
EXPERIENCE
PROFESSIONAL
KNOWLEDGE
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Experience of interdisciplinary
team management in the hospital
environment.
Deputy Head of Pharmacy Services/Pharmacy Operational Manager
(Chief 1 Pharmacist)
13th December 2012
CORE
COMPETENCIES
Is self motivated and committed towards
quality service provision.
Can motivate others. Has an inherent
person-centered philosophy which is
respectful and assertive towards clients,
staff and other contacts.
Enjoys working as part of a team
Is honest and trustworthy
Is accurate
Is computer literate
Excellent oral and written communication
skills.
Ability to plan, manage and implement
pharmacy projects.
Can prioritise workload.
CIRCUMSTANCES
Free from any defect of disease which
would render him/her unsuitable to hold
office and in a state of health such as
would indicate a reasonable prospect of
ability to render regular and efficient
service.
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Deputy Head of Pharmacy Services/Pharmacy Operational Manager
(Chief 1 Pharmacist)
13th December 2012