JOB AND PERSON SPECIFICATION
(NON-MANAGERIAL)
TITLE OF POSITION:
ADMINISTRATION UNIT:
Pharmacy Assistant
Southern Adelaide Health Service
Classification: OPS-1
Health Unit: Flinders Medical Centre
Position No: FM 0190
Division: Pharmacy
Position Created:
Department / Section: Pharmacy
Job and Person Specification Approval
_________________________________________
CEO or Delegate
_____/_____/_____
Date
JOB SPECIFICATION
1. PREAMBLE
The Southern Adelaide Health Service (Southern Health) was established on 1 July 2004 and
brings together Flinders Medical Centre, Noarlunga Health Services and Drug and Alcohol
Services of SA. The Service also maintains a close affiliation with the Repatriation General
Hospital and other health services in the southern area.
With 330,000 people in the region, a budget of more than $350M and about 4,000 staff, Southern
Health is working towards coordination of services across the region and working cooperatively to
improve the health of the community and to reduce the demand on acute hospital services.
The Division of Pharmacy provides high quality cost effective pharmaceutical services to support
the patient care needs of Flinders Medical Centre to ensure that safe, rational and effective drug
therapy is a primary commitment. The Division of Pharmacy contributes to the educational
mission and the research activities of the Centre.
The Drug and Therapeutics Advisory Committee, in collaboration with the Medication Safety
Group and the Division of Pharmacy, seeks to improve the quality use of medicines across the
continuum of care between the hospital and the community. In particular, they are focused on
improving the patient's own medication management practices, knowledge and compliance.
The Dispensing Service contributes to the fulfilment of these objectives through the provision of
an individual inpatient dispensing service, including the review of patients' medication charts; the
provision of medications, counselling aids and support for patients on discharge; and a
comprehensive range of dispensing and counselling services for outpatients.
The role of the Clinical Pharmacy and Drug Information Service is to optimise therapeutic drug
use for patients while minimising adverse effects. This is achieved through a range of activities
including the provision of high level advice and recommendations on therapeutics, attendance on
ward rounds; review of patients' medication histories and monitoring of current medications, in
conjunction with laboratory results and other relevant clinical data; monitoring and reporting
adverse drug reactions; and counseling patients and carers about their medications. Provision of
relevant drug information to staff and education of patients is a critical function of this service.
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2. SUMMARY OF THE BROAD PURPOSE OF THE POSITION and its responsibilities/duties
The Pharmacy Assistant is responsible to the Senior Pharmacist for the provision of a
comprehensive range of reception and cashier activities as well as dispensing, drug distribution and
inventory control services for all inpatients and outpatients attending the Centre. These services are
provided in accordance with hospital and Divisional policies and procedures, Department of Human
Services' guidelines, and State and federal legislation. The Pharmacy Assistant participates as a
member of a team of professional and non-professional staff who work together to deliver optimal
pharmaceutical services.
3. REPORTING/WORKING RELATIONSHIPS
(to whom the person reports, staff for whom the person is
responsible, and other significant connections and working relationships within the organisation)
For principle component of this position, the reporting arrangements are:
Supervisor Reports to:
DIRECTOR, PHARMACY SERVICES
Supervisor's Position:
SENIOR SPECIALIST PHARMACIST,
DISPENSING SERVICE
Or for Imprest Service responsibilities:
SENIOR SPECIALIST PHARMACIST,
CLINICAL/DRUG INFORMATION
& IMPREST SERVICES
Subject Position:
PHARMACY ASSISTANT
Positions supervised:
Directly/Indirectly:
NIL
Other Positions Reporting to Supervisor:
DISPENSING SERVICE SPECIALIST PHARMACIST DISPENSING
PHARMACISTS
SENIOR PHARMACY ASSISTANT
PHARMACY TECHNICIAN
PHARMACY ASSISTANTS
and
CLINICAL, DRUG INFORMATION &
IMPREST SERVICES SENIOR PHARMACIST
SPECIALIST PHARMACIST
PHARMACIST (on rotation)
SENIOR PHARMACY ASSISTANT
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4. SPECIAL CONDITIONS (such as non-metropolitan location, travel requirements, frequent overtime, etc)
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Job and Person Specifications are reviewed regularly as part of the ongoing Performance
Development process.
May be required to work within other locations of the Southern Adelaide Health Service.
Some out of hours work may be required.
Support values consistent with the aims of the Region, including honesty, respect and integrity.
Will be required to undertake a health assessment prior to commencement.
Appointment will be subject to a satisfactory Offender History Check.
Rostered over 7 days eg: Monday to Sunday, including Public Holidays.
Frequency of weekend work ca. 1 in 4 - to be worked in the Dispensing Service and Production
Service as rostered.
Working hours may range from 0800 - 1800 hours, although some out of hours work may be
required.
Compliance with the Centre's policies relating to the Division of Pharmacy, DHS and SHPA
guidelines for the safe handling of cytotoxic products, and Equal Opportunity and the prevention
of Sexual Harassment.
Strictly observe confidentiality of information received and supplied.
Will be required to undertake a health assessment prior to commencement.
Appointment will be subject to a satisfactory Offender History Check.
Participate in FMC’s Individual Performance Review and Development program
Responsible and accountable for taking reasonable care to protect own health, safety and welfare
and avoiding adversely affecting the health and safety of any other person at work through any
act or omission by:
- Complying with occupational health, safety and welfare policies and other written
arrangements for occupational health, safety and welfare at work;
- Participating in occupational health safety and welfare at work;
- Complying with any reasonable instruction and follow safe work practices in relation to
occupational health, safety and welfare at work;
- Using and taking care of any plant or equipment provided for occupational health, safety and
welfare purposes;
- Participating in training programs and on the job training programs for occupational health,
safety and welfare
- Reporting all incidents, accidents and observed hazards to a supervisor or manager as soon
as possible, and assist in the investigation process;
- Supporting the role of the health and safety representative by keeping them informed of any
issues ;
- Ensuring that they are not, by the consumption of alcohol or a drug, in such a state as to
endanger their own health or safety at work or the health and safety of any other person.
Comply with the Principles of the Code of Fair Information Practice, adopted by the Department
of Human Services, which regulate the collection, use, disclosure, storage and transfer of all
personal patient/client information within the Department and throughout its funded service
providers.
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5. STATEMENT OF KEY OUTCOMES AND ASSOCIATED ACTIVITIES
(group in to major areas
of responsibility / activity and list in descending order of importance).
The Pharmacy Assistant contributes to the provision of comprehensive, patient focused
dispensing services by:
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Fulfilling a comprehensive range of clerical and technical functions involved in the dispensing and
supply of medications prescribed for inpatients and outpatients. These functions will be
performed with decreasing direction from the pharmacists who are responsible for checking that
all work is correct:
 receiving and sorting all prescriptions and orders for processing
 interpreting individual patient prescriptions and ward orders
 accurately entering prescription and patient related data into the pharmacy database to
generate dispensing outputs and other patient and cost centre drug related data
 accurately preparing dispensing labels using cautionary/advisory statements where
appropriate and complying with Divisional procedures and legislation
 dispensing the prescribed medications
 completing any relevant dispensing records
 forwarding the dispensed medicines, original packs and appropriately endorsed
prescription (and record) so that the supervising pharmacist can verify correctness of all
dispensed products.
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Receiving and sorting ward orders for medications governed by the Controlled Substances Act
and complete all documentation in accordance with appropriate local policies and procedures and
state requirements . Then assemble the medications together with the completed documentation
so that the supervising pharmacist can check the accuracy of each transaction. Package the
medications and prepare the appropriate delivery documents for the courier to enable the nursing
staff to verify receipt of the goods.
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Complying with all appropriate policies, procedures and legal requirements for the documentation
and filing of the various dispensing records pertaining to the range of drugs - formulary and nonformulary, clinical trial, non-marketed drugs approved for individual patient use and substances
governed by the Controlled Substances Act, so that all records may be retrieved and reviewed at
a later time.
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Receiving prescriptions from patients and staff, determining the patient's status, levying the
appropriate service fee charges in accordance with Department of Human Services'
determinations and local procedures, then forwarding the prescription for dispensing of identified
items.
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Ensuring that the correct auditing procedures are followed for the collection of monies from
patients, balancing the day's takings and delivering all monies and accounts to the Finance
Department.
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Maintaining adequate stocks of all pharmaceuticals, packaging materials and consumable
equipment, so that quantities on hand are appropriate to current workloads. Liaise through the
Senior Pharmacy Assistant with the Pharmacy Supply staff regarding shortages and ensure that
the Senior Pharmacist is advised of any supply problems, to enable the pharmacist to consider
alternatives.
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Understanding the principles of operation and assist maintain in good order the photocopier, and
computers and maintain adequate supplies of consumables so that equipment breakdowns or
stock shortages do not disrupt daily activities. Advise the Senior Pharmacist of any equipment
faults so that servicing and repair may be actioned.
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Ensuring that waste materials are appropriately separated according to the Centre's procedures
and forwarded for collection and destruction in a manner that does the waste does not present a
hazard to the operator, the public or the environment.
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Participating in the provision of the imprest pharmaceutical requirements of all wards and other
patient care areas ensuring these are fulfilled in a timely and cost-effective manner
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Ensuring that there is good liaison with Pharmacy Supply Staff regarding stock problems and that
shortages are communicated promptly to the Senior Pharmacist and relevant nursing staff.
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Checking that stock levels are commensurate with requirements and maintained in a neat and
orderly manner and, at least monthly, removing expired or damaged . Liaise with the Senior
Pharmacist regarding excess stock or slow moving stock, returning in date stock to the Pharmacy
Store for credit.
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Contribute to a safe and healthy work environment, free from discrimination and harassment by
working in accordance with legislative requirements, the Code of Conduct and departmental
human resource policies, including the OHS&W requirements.
Acknowledged by Occupant: ______________________________ Date:_____/_____/_____
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PERSON SPECIFICATION
1.
ESSENTIAL MINIMUM REQUIREMENTS (those characteristics considered absolutely necessary)
Educational/Vocational Qualifications
Personal Abilities/Aptitudes/Skills
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Good written and oral communication skills
Ability to work in a team and to accept supervision
Attention to detail and accuracy and to concentrate for prolonged periods
Good technical/manipulative skills, including keyboard skills
Good public relations skills
Experience
Knowledge
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Computer applications
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2. DESIRABLE CHARACTERISTICS (to distinguish between applicants who meet all essential requirements)
Personal Abilities/Aptitudes/Skills
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Completion of a recognised pharmacy assistant/technician training program
(eg: Charles Sturt University hospital technicians' program, PSA dispensary assistants' program).
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Satisfactory completion of High School year 11.
Experience
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Previous experience in a hospital or community pharmacy dispensing and drug distribution
service.
Knowledge
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Pharmaceutical terminology
Pharmacy dispensing and drug distribution procedures
Stock control and inventory procedures;
Acts and Regulations relating to dispensing, drug storage, distribution, imprest systems
Application of computer data bases in pharmacy
Pharmaceutical Benefits Scheme.
Educational/Vocational Qualifications (considered useful in carrying out the responsibilities of the position)
Other details
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INFORMATION FOR APPLICANTS
INTRODUCTION
Thank you for considering applying for a position with the Southern Adelaide Health Service
(Southern Health). Recruitment and Selection processes at Southern Health reflect best practice and
a commitment to a selection based on merit. This means treating all applications in a fair and
equitable manner that aims to choose the best person for the position.
The following information is provided to assist you when applying for a position with Southern Health.
HOW TO MAKE THE BEST IMPRESSION
A well presented, easy to read application will allow the panel to assess the information they need
from your application. To give yourself the best opportunity to reach interview, the application should
clearly and concisely demonstrate to the selection panel that you are suitably equipped to perform
the role, and that you possess all of the stated minimum essential skills, abilities, knowledge,
experience and educational qualifications (where required).
We suggest the following format:
 A covering letter of up to 2 pages introducing yourself to the selection panel and describing
your skills, abilities, knowledge, qualifications and experience in relation to the position. The
covering letter should clearly state the job vacancy number, position title, your name and your
contact details;
 A curriculum vitae that includes your personal details, relevant employment history,
education, training courses, qualifications and professional memberships. Your CV should
also include your nominated referees, their position and their contact details.
THE JOB AND PERSON SPECIFICATION
Selection for interview will be based on an assessment of your application against the requirements
of the position as outlined in the Job Specification, and against the criterion detailed in the
accompanying Person Specification. It is recommended that you carefully read the Job and Person
Specification to understand what the position entails before proceeding to apply for the position, and
ensure that your written application reflects your suitability for the position.
Note for Nursing/Midwifery applicants: Applicants applying for positions at the Clinical Nurse (level 2)
classification are required to demonstrate by way of example/evidence that each of the criteria contained in the
statement of key outcomes and activities of the Job Specification are met in their application.
Please ensure that your written application includes sufficient information for the panel to make an
informed determination.
REFEREES
It is recommended that you advise your referees of the position you are applying for as the panel
may seek their opinion of your capability to perform the requirements of the position. At least one
referee should be your immediate supervisor/manager in your current position, able to provide
current feedback about you to the selection panel.
SUBMISSION OF APPLICATIONS
It is generally preferable that applications are not bound or in folders, and that the requested number
of applications be provided when posting. Please ensure that applications are addressed as
indicated in the job advertisement, and that you allow sufficient time for your application to reach us
by the closing date/time specified. Late applications may not be considered.
We take this opportunity to wish you success with your application!
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