Dispensary Manager

We are seeking an experienced and dynamic Dispensary Manager to oversee daily operations within our busy GP Practice. The successful candidate will be responsible for managing staff, ensuring compliance with regulatory standards, and delivering exceptional customer service. This role requires strong leadership, organisational skills, and the ability to optimise sales and operational efficiency.

Main duties of the job

• To manage the day to day running of the Dispensary and its Team, focusing on accuracy and quality, building and maintaining relationships with suppliers and customers, completing regular audits, ensuring compliance with all relevant bodies.

Job responsibilities

• Ensure accurate dispensing of prescriptions in line with the Human Medicines Regulations 2012 and local protocols.
• Manage stock control, including ordering, receipt, storage, and disposal of medications.
• Monitor stock levels to prevent shortages or wastage and ensure cost-effective purchasing.
• Maintain controlled drugs registers and ensure compliance with controlled drugs legislation.
• Oversee prescription endorsements and reimbursement claims.
• Handle the receipt and balancing of prescription money accurately.
• Ensure proper recording of cash and card payments from patients.
• Prepare and submit end-of-month returns for NHS reimbursement and accounting purposes.
• Liaise with pharmaceutical company representatives regarding new products, updates, and clinical support.
• Schedule and manage appointments for drug representatives in the practice.
• Check and reconcile wholesaler statements to ensure accuracy of deliveries and invoices.
• Maintain good working relationships with suppliers and resolve discrepancies promptly.
• Take responsibility for Dispensary Services Quality Scheme (DSQS) requirements.
• Sign up to DSQS and maintain active participation in the scheme.
• Conduct required DSQS audits, including DRUMS (Dispensary Returns & User Monitoring System).
• Submit DSQS work within deadlines to ensure compliance and practice reimbursement.
• Ensure dispensary activities comply with MHRA, NHS regulations, and local governance standards.
• Conduct regular audits of dispensary procedures, medicines usage, and compliance with clinical governance.
• Investigate and report dispensing errors or near misses, implementing corrective actions.
• Supervise and support dispensary staff, including dispensers, dispensary assistants, and trainees.
• Conduct staff appraisals, training, and continuing professional development (CPD).
• Develop and implement dispensary policies and standard operating procedures (SOPs).
• Liaise with GPs, nurses, and administrative staff regarding prescription queries and medicines management.
• Act as the point of contact for external stakeholders, including pharmacies, suppliers, and regulatory bodies.
• Support patient education on medications and answer patient queries appropriately.
• Maintain accurate records of dispensary activities, audits, and staff training.
• Produce reports on stock usage, dispensary performance, and financial metrics as required.
• Support the practice in achieving QOF, CQC, DSQS and other regulatory targets.

Qualifications

• GCSE grade A to C in English and Maths.
• NVQ Level 2 Pharmacy Services or equivalent.
• Previous team management or team leader experience.
• NVQ Level 3 Pharmacy Services or equivalent.
• 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.