Band 4 Higher Clerical Officer

Staffline has been appointed as HSCNI's number 1 recruitment provider for Admin and Clerical roles throughout the province.

Band 4 Higher Clerical Officer required on a temporary basis based in Antrim

Role: Band 4 Higher Clerical Officer

Rate of Pay: £13.57

Location: Antrim

Hours: 37.5 hours

Duration: 6 Months

KEY DUTIES / RESPONSIBILITIES

• Daily verifying of invoices Electronic Data Interchangeable (EDI) and non-Electronic Data Interchangeable on pharmacy computer system and making the final decision if invoices should be passed for payment and sent to finance department. This involves frequently assessing and checking complex problems in detail using a range of detailed different methods such as other accounts, using medecator, phoning other departments checking with other pharmacy staff and communicating with suppliers regarding providing and receiving of highly complex information. Responsibility for all of the above ensures that the pricing on the pharmacy computer system is accurately maintained. Staff are expected to be able to use several computer and software systems at any one time and need to have knowledge of pharmaceutical terminology.
• Display and use judgemental skills in regard to returning and issuing stock and be knowledgeable in the following area: impact on stock values, identify differences in generic and branded products, contract enquiry programme, downloading invoices, credit notes and recharges, identify when company has supplied incorrect brand, strength, pack size or quantity, identify when systems have failed when monetary value is incorrect, price agreement folders and regional contract folders and external spreadsheet from BSO PaLs.
• Verifying a range of information for manual invoices/credits not on the pharmacy system for the finance department. This involves careful investigation and interpretation of various detailed paperwork on a regular basis.
• Resolve complex invoice queries by checking live and archive accounts, assess and decide on amending appropriate data.
• Responsible for creating and regularly inputting data onto a spreadsheet for communication to contracts office for resolution. Responsible for the update and maintenance of the spreadsheet upon receipt of information sent back and using this information to resolve invoice queries and then verifying invoice.
• Collation and phoning of mandatory invoice/credit batch summary record numbers and phoning information to the finance department.
• Responsible for obtaining outstanding credit notes and checking accurately before deciding on the correct method of processing and inputting.
• Responsible for accurate input of data, including medical terminology and pharmaceutical terminology onto Medicines Information databases on a regular basis and the maintenance of these databases. Recording information for analysis. Filing of various formats of paperwork.
• Writing, validating and biannually reviewing clerical SOPs (Standard Operating Procedures). Contribute to the policies and identify and improve new service needs in the department.
• Post holder expected to have knowledge of financial and business time scales, legislation, policies and SOPs.
• Deciding on appropriate necessary action with dealing with various complex supplier issues and queries. Communicating and negotiating with relevant companies, instructing technicians on appropriate action and completing relevant paperwork.
• Training and monitoring of other staff within the department on complex clerical duties as allocated by senior staff, following policies and procedures. Ability to negotiate and motivate staff as required. Responsible for deciding when trainee is competent in role and required to make regular assessments, progress and amend training programme as necessary.
• Checking accuracy and recommending amendments if necessary and then verifying, Notification of Goods Returned' to Suppliers on computer.
• Extracting and analysing information from both the pharmacy system and a range of relevant sources regarding suppliers/items on a daily basis and preparing collated information for meetings on at least a fortnightly basis.
• Design and deliver talks and presentations to staff within the department when required in order to motivate staff and improve working practices.
• Stationery - order, monitor and maintain a stationery system for the department. Ordering, checking off the relevant delivery, resolving discrepancy queries and sorting storage.
• Responsible for the ordering and distribution of the Adult and Children British National Formularies for the Northern Trust, with the exception of medical staff. Updating the database regularly ensuring accurate input of data. Liaising with the Deputy Heads of Pharmacy and Medicines Management and senior technical staff to agree the content of the database. Printing labels, packing and arranging delivery and transportation. Submitting figures to the BSO PaLS for the next edition, all to agreed timescales.
• Departmental word-processing and a range of general office duties, including arranging and booking of meetings.
• Processing delivery notes on computer for medical gases.
• Monthly rotation and removal of paperwork and where necessary preparation for archive storage or disposal according to specified storage requirements.
• Sorting mail for the department. Opening, dating and distributing clerical mail appropriately.
• Faxing, posting and telephoning orders to suppliers and filing copies of same.
• Undertake such other duties as assigned from time to time by senior officers.
• Participate in holiday working arrangements in accordance with local requirements

Essential Criteria:

• HND/HNC or equivalent plus 1 year experience in a financial setting*

OR

• 5 GCSE's (Grades A-C) to include English Language and Mathematics plus 2 years recent clerical experience in a financial setting*

OR

• GCSEs English Language and Mathematics plus 5 years recent clerical experience in a financial setting*

Plus RSA stage 2 word processing

*Clerical experience in a financial setting is considered to comprise of, for example:-

• Working with invoices/credits
• Maintaining databases
• Evidence of working to time frames, data analysis

To be shortlisted for this role all applicants MUST meet the essential criteria. If you are interested please upload your CV to the link provided, and Christine Thompson will be in contact to confirm if you have been shortlisted.

Successful candidates may need to apply for an Access NI Certificate with Staffline regardless if you already have a valid certificate.