Assistant, Pharmacy

Job Description:

• Understand and carry out duties in line with the Vision, Mission, Core Values, Goals, and Objectives of the Pharmacy Services and the hospital. 
• Supervise and guide admin assistants in performing administrative and porter tasks. 
• Coordinate and monitor the overall administrative workflow and daily operations of the Pharmacy Services. 
• Assist the Chief Pharmacist in compiling performance data, preparing management reports, and ensuring adherence to departmental timelines and standards. 
• Perform data entry into the pharmacy computer system and ensure data accuracy. 
• Check accuracy of daily charges against printouts and notify the responsible pharmacist of any discrepancies. 
• Ensure proper reconciliation of part-supply data and monitor records effectively. 
• Maintain updated staff leave, medical leave, emergency leave, and training records. 
• Assist pharmacists in scheduling training sessions, handling calls, taking dictation, and performing clerical and minor administrative tasks. 
• Circulate internal memos and dispatch documents to designated departments when required. 
• Assist in the arrangement and storage of pharmacy-related documents such as dispensing lists and prescriptions. 
• Ensure the cleanliness, tidiness, and security of the pharmacy department at all times. 
• Ensure adequate inventory levels of general supplies, including prescription pads, drug charts, disposables, and dispensing items. 
• Maintain usage records of stationery, prepare requisitions, and collect supplies as needed. 
• Assist in stock take exercises organized by the hospital. 
• Deliver prepared discharge medications to respective wards in a timely manner and collect or send drugs to departments as required. 
• Ensure adherence to all relevant ISO standards (ISO 9001), Hospital Accreditation Standards, Acts, laws, rules, and regulations governing pharmacy services, and maintain proper records. 
• Comply with the Occupational Safety and Health Act (OSHA) 1994 requirements and maintain proper documentation. 
• Maintain security and confidentiality of pharmacy records and information. 
• Uphold patient safety, confidentiality, and service quality in accordance with hospital standards. 
• Participate in committees or activities as assigned by management. 
• Contribute to the preparation of reports, monitoring processes, and improvement activities related to pharmacy operations. 
• Assist in the transportation of medications, intravenous fluids, and related supplies between pharmacy and hospital units as part of porter duties. 
• Support the safe and efficient movement of pharmacy-related items and documents within the hospital premises as directed by the Pharmacist. 
• Understand the service organization structure and participate in meetings related to pharmacy operations. 
• Ensure pharmacy services are provided promptly to internal and external customers in an efficient, ethical, and professional manner. 
• Participate actively in any new services or programs introduced by the department or hospital. 
• Perform all main duties and responsibilities in a timely and accurate manner. 
• Maintain proper and effective filing systems for pharmacy correspondences, forms, documents, records, and data in accordance with the 5S practice. 
• File and bind outpatient prescriptions; ensure psychotropic and Dangerous Drugs Act (DDA) prescriptions are separated and filed accordingly. 
• Prepare, compile, and maintain pharmacy statistical reports as required. 

Requirements: