Pharmacy Invoicing

University Hospitals Sussex NHS Foundation Trust (279) Pharmacy Invoicing & Ordering Assistant The closing date is 14 December 2025 Are you detail-driven, curious, and ready to make a real difference behind the scenes of patient care? Join our Pharmacy Procurement team and help the Trust recover costs and protect NHS funds by identifying and pursuing compensation claims when suppliers fail to meet contractual obligations. In this role, you'll: Use analytical and investigative skills to facilitate claims for off‑contract medicine purchases, ensuring suppliers are held accountable. Work with our finance, procurement and clinical teams to maintain accurate records and resolve pricing discrepancies. Play a key role in ensuring value for money and continuity of medicine supply, supporting the wider hospital mission of "excellent care every time." We're looking for someone with: Strong attention to detail and numeracy. Confidence in communicating with suppliers and finance colleagues. A proactive mindset – someone who enjoys problem‑solving and seeing tangible results from their work. In return, you'll join a supportive, cross‑site team passionate about improvement and collaboration. You'll gain exposure to NHS procurement processes, build financial and contractual knowledge, and have opportunities for training and career progression within a friendly, inclusive environment where "better never stops." Main duties of the job Your main focus will be to pursue contract compensation claims – identifying when pharmaceutical suppliers fail to meet agreed delivery or pricing terms and securing refunds for the Trust. You’ll work closely with the Pharmacy Procurement and Finance teams to: Analyse purchasing data to identify off‑contract purchases and opportunities for recovery. Liaise with suppliers to resolve discrepancies, request credits, and negotiate claim outcomes. Process and reconcile invoices accurately and within deadlines, supporting smooth payment flows. Assist with medicine ordering and supply chain coordination, helping prevent shortages and delays. We're looking for someone who is: Detail‑oriented and methodical, with strong numeracy and accuracy skills. Confident with data and IT systems, particularly Excel and finance or stock control software. Organised and reliable, able to prioritise tasks and meet deadlines in a busy environment. This role is ideal for someone who enjoys analytical and investigative work and wants to make a real financial impact within the NHS, ensuring public funds are used effectively and patient care is never compromised. About us At UHSussex (UHSx), diversity is our strength, and we want you to feel included to help us always put the Patient First. Your uniqueness & experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of Staff Networks to help break down barriers, and can offer a buddy to help new members settle in. We’re proud to be a Disability Confident Employer (Level 2) & a Veteran Aware Trust. We treat our patients & staff with the same compassion & empathy we expect for ourselves. We’re here for them when they need us, and we go above & beyond to meet their needs. This can be seen in our candidate information pack & wellbeing programme for staff which is extensive & designed to support you when you need it, including where possible, flexible working to support work‑life balance – because we know that to look after others we must first look after ourselves. As a university trust and a leader in healthcare research, we value learning, teaching & training so that we can be the best that we can be. From the moment you start with us & throughout your career we will help you to grow & develop. We hope that in choosing UHSx you are choosing a long & happy career where you will be able to see the difference you make & feel valued for all that you do. We look forward to receiving your application & the start of your journey with UHSx. Job responsibilities Please note: This role does not meet the minimum criteria for visa sponsorship under the current UK immigration rules, which set specific salary and skill thresholds. As such, we are unable to provide sponsorship for this post. Applicants will therefore need to already have the right to work in the UK to be considered. We include this information at the outset to provide clarity and avoid unnecessary inconvenience for applicants. Manage compensation claims for out‑of‑contract purchases using Exend+ to identify and pursue opportunities. Be an authorised signatory and have responsibility for the reconciliation, investigation, and processing of invoices for payment of pharmaceutical goods purchased on behalf of the Trust. Ensures work is completed within financial deadlines and accurately entered onto computerised accounting systems. Provide essential support in communications with both internal and external stakeholders. Resolve discrepancies and provide advice and assistance with queries when required. Assist the Pharmacy Purchasing Manager with the purchase of all drugs and the resolution of pharmacy purchasing problems and communication of remedial action with relevant pharmacy staff. Use of several software applications will be required, including CMM stock control & Tecsol systems and any other required by finance and suppliers. Person Specification Essential & Desirable GCSEs (or equivalent) including Maths & English at Grade C/4 or above Demonstrated experience of handling invoices, financial transactions, or order processing in a busy environment Confident using Microsoft Office (especially Excel) and able to learn pharmacy or finance systems (e.g. CMM, Tecsol, Exend+) Demonstrated attention to detail, numeracy and accuracy in financial or data entry tasks Ability to communicate clearly and professionally with suppliers, finance and pharmacy colleagues Ability to work independently, prioritise workload and meet deadlines NVQ Level 2 or 3 in Pharmacy Services (or equivalent qualification or willingness to complete) Previous experience working within an NHS pharmacy procurement or finance setting Experience using CMM, Exend+, Oracle or similar stock/finance systems Understanding of NHS procurement or contracting processes Evidence of having contributed to service improvement or audit activity Demonstrated commitment to personal development and learning Equality, Diversity and Inclusion Evidence of having undertaken own development to improve understanding of equalities issues Evidence of having championed diversity in previous roles (as appropriate to 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. Employer name University Hospitals Sussex NHS Foundation Trust (279) £24,937 to £26,598 a year per annum, pro rata #J-18808-Ljbffr