Deputy Dispensary Manager Senior Pharmacist (12.061 (2022))

Job Title:                                           Deputy Dispensary Manager Senior Pharmacist
Reference No:                                  03.012 (2023)
Department / Directorate:               Pharmacy Department, COO Directorate
Reports to:                                       Pharmacy Dispensary Manager

Tallaght University Hospital (TUH) is one of Ireland’s largest acute teaching hospitals, adult, psychiatric and age-related healthcare on one site. The Hospital has 450 adult beds with over 3,500 people on staff and more than 60 different nationalities represented. The Hospital is a provider of local, regional and national specialties. It is a designated trauma unit incorporating the National Pelvic and Acetabular Unit, a regional Urology Centre and the second largest provider of renal dialysis services in the country.   
One of the two main academic teaching hospitals of Trinity College Dublin -  TUH specialise in the training and professional development of staff in areas such as Medicine, Nursing, Health and Social Care Professionals. TUH is part of the Dublin Midlands Hospital Group which serves a population of over 1.2 million across seven counties. 
The Hospital is an exciting and dynamic place to work, in the midst of implementing a new hospital strategy, the team have already delivered on the opening of a new Renal Dialysis unit, Reeves Day Surgery Centre, a step down facility in the community, a new ICU and the development of a supraregional Endometriosis Service. It is an exciting time to join the TUH team and one of Ireland’s main teaching hospitals with so many plans to enhance patient care. The Hospital believes in investing in their team and offers excellent education and research opportunities.


Our TUH CARE values – for patients, their families, our community and staff are:

• Collaborate – together and with our academic and care partners
• Achieve – our goals, positive outcomes and wellbeing
• Respect – for patients, each other and our environment
• Equity – for patients and staff

At TUH we view our staff as our most valuable asset and every member of the Team is valued equally.  We recognise that a skilled, satisfied and motivated workforce is a prerequisite to high quality care.

A full overview of TUH is available on www.tuh.ie/about us

purpose of the role:
To support the management, co-ordination and development of dispensary services to meet the needs of patients of Tallaght University Hospital in accordance with identified divisional priorities. To contribute to the strategic and operational planning of pharmacy services and to help ensure the highest standards apply to all aspects of medicine supply.
To optimise the role of electronic systems in supporting the delivery of a highly efficient dispensing service.
overview of role:
Key Duties and Responsibilities

• Identify and implement operational processes to the standards of best practice in order to optimise use of resources and ensure compliance with statutory licensing requirements
• Recruit, train and lead a team of skilled staff, creating and promoting healthy working relationships.
• Deputise for the Dispensary Manager whenever they are not available,
• Support the Dispensary Manager in the management of staff rosters.
• Assist the Dispensary in establishing pharmaceutical service level agreements for Hospital Departments/Clinical Units (depending on the chosen management structure)
• Support key development projects including implementation of
  • Pharmacy Automated Dispensing System
  • Pharmacy Software System
  • Electronic Prescribing and Medicines Administration
  • Automated Dispensing Cabinets
  • A single hospital medicine database

 

• Support the work of the Medication Safety Manager by ensuring that the Pharmacy Informatics Team assist promptly with medication safety incidents and activities.
• Support the work of the Formulary Development Pharmacist by ensuring that the Dispensary assist promptly with formulary activities.
• Actively participate in continuing education and research activities consistent with the post
• Ensure that the division makes the best use of information technology for patient care.  Understand the limitations of existing systems and seek to improve technology.
• Any other duties assigned by the Dispensary Manager
•  
• Participate in the on-call and weekend service duty roster.

SPECIFIC ACCOUNTABILITY

1.        Leadership
The chosen candidate will: -

• Assist with the leadership of the Dispensary services division, applying maximum delegation compatible with safety.
• Ensure that work schedules and work programmes are created/managed to provide for the most effective and efficient deployment of staff and other resources. This will involve close liaison with the Dispensary Manager and other divisional leaders to facilitate staff rotation & deployment.
• Support changes in work, procedures, techniques or technologies having regard to developments in the field of dispensary management and pharmaceutical care.
• Participate in the Dispensary Management Team to ensure that the Dispensary is run in line with best practice, implementing the Pharmacy and the organisation's strategy.
• Ensure that the safety and efficiency of the Pharmacy services is validated by quality assurance activities.
• Receive and record details concerning mishaps, investigate and report findings as required to the Dispensary Manager and Pharmacy Operations Manager.
• Liaise with the Dispensary Manager to ensure a high level of teamwork between pharmacists and pharmaceutical technicians.
• Support the Leader of Education & Research by promoting practice research within the pharmacy dispensary service in the provision of education and training to staff and students
• Demonstrate self-motivation and be able to motivate others. 
• Be resilient, calm and professional under pressure.

 

2. Information Technology & data

 

• Make the most effective and efficient use of developments in information technology for both patient care and administrative support in a manner which integrates well with systems throughout the organisation.
• Collect, interpret and present data and information on the Department’s activities, staffing and expenditure, as required.
• Understand the limitations of existing systems and seek to improve technology.
• Be equipped with well-developed IT skills.
• Collect, interpret and present to the Dispensary Manager, data and information on the Dispensary activities and expenditure.
• Merge duplicate Cliniscript patient records having run appropriate checks.
• Liaise with/assist the Medicines Information Manager.

 

3. Financial

 

• • Liaise with the Dispensary Manager and Pharmacy Operations Manager to ensure that expenditure is controlled within the Departmental budget.
  • Liaise with the Formulary Development Pharmacist in relation to costing of new drugs and formulary changes.
  • Maintain an asset register of equipment.
  • Ensure that departmental or organisational policies (e.g. generic prescribing, generic substitution, compliance with formulary guidelines) are enforced.

   

4. Staff Management
   • Lead by example a professional, punctual and dedicated team.
   • Together with the Dispensary Manager recruit, select and train staff with support from the Dispensary Team Leader.

• • Evaluate training needs of individual staff and ensure that training matches the requirements of the job.
  • Create, promote and maintain clear, open communications and healthy working relationships.  Stimulate initiative among team members.
  • Motivate team members through the use of agreed goals and objectives and performance review.
  • Maintain teamwork and only when necessary take action in accordance with the hospital’s disciplinary policy.
  • Maintain and update the mandatory training spreadsheet for Dispensary based staff.
  • Attend meetings as agreed with the Dispensary Manager.
  • Maintain and update SOP’s with the area supervisor.

 

5. Organisational
   • Co-ordinate the Dispensary service delivery with pharmacy staff in the Clinical Pharmacy Service and Aseptic Unit.  Specifically, coordinate the rostering of staff.

• • Prepare the Dispensary Cover Roster in line with the guidelines.
  • Approve leave in line with the Pharmacy Department's Leave Policy.
  • Lead the provision of induction training to new Pharmacy staff.
  • Ensure training data is captured and that Lecture & Training Forms are completed by Dispensary staff and submitted to the Leader of Education & Research in a timely manner.
  • Ensure practice in the Dispensary is supported by adequate policies and procedures.
  • Liaise with Hygiene Services staff to ensure that waste is disposed of in accordance with the service level agreement.
  • Liaise with the Site Manager for the Contract Cleaners and, if necessary, to ensure that the cleaning service provided to Pharmacy meets the contracted specification.
  • Liaise with the Technical Services Department to ensure that the Pharmacy furniture, fitting and equipment, are adequately maintained, and repairs are requested and completed in a timely manner.
  • Expand services as required by demand in line with available resources.
  • Participate in Dispensary roster as agreed.
  • Demonstrate the ability to work in a team environment and on own initiative.
  • Be able to plan own workload, meet targets and work to deadlines.
  • Be flexible and adaptable.
  • Manage medication shortages as they arise as part of the shortages working group.
  • Follow up on product recalls in the hospital.
  • Follow up on dispensing errors and review the dispensary error database.

 

6. Quality Improvement

 

• • Support the application of quality improvement tools and methods (e.g. brainstorming, priority matrix, control charts, cause and effect analysis) to improve systematically the provision of dispensary services.
  • Promote and engage in team work with medical, nursing and dispensing staff to improve the quality of the medication use process.
  • Apply statistical methods to analyse data from routine collection systems, medication use evaluations and audits, and take action to bring about improvement using data driven decisions.

 
Qualifications & Experience required
Must have:

• Be registered in the Register of Pharmacists as maintained by the Pharmaceutical Society of Ireland, or be entitled to be so registered
• Have not less than three years’ satisfactory post registration hospital or equivalent experience
• Possess the requisite knowledge and ability (including a high standard of suitability) for the proper discharge of the duties of the office
• Possess a high standard of administrative, managerial or business ability

Desirable:

• Have relevant experience of management in a hospital pharmacy setting, including staff supervision and service delivery
• A relevant post-graduate qualification
• Experience of working with multidisciplinary teams and promoting good communications

Reward & Recognition

• Remuneration is in accordance with the Department of Health Consolidated Salary Scales, grade code 3239.
• The appointment is Permanent, Whole time and pensionable. A panel maybe created for similar roles within the Pharmacy Departent.

• The annual leave entitlement is 29 working days per year. The leave year runs from 1st April to the 31st of March each year.

• Normal working hours are 35 worked over 5 days. Your contracted hours of work are liable to change between the hours of 8 am to 8 pm over 7 days to meet the requirements for extended day services in accordance with the terms of the Framework Agreement.

Application process
Applications can be submitted ‘on-line’ at www.tuh.ie/careers by completing the application form and attaching your CV.  Candidates should be aware that, when applying for a post through the 'On-Line' Application System (Candidate Manager) they will receive an automated replying acknowledging receipt of their application.  Should you for any reason, not receive this automated acknowledgement, you should notify the Human Resources Department, before the closing date, otherwise your application will not be considered.
All candidates should note that, in order to maintain a timely process, the closing date and time for receipt of applications will be strictly adhered to.

Informal Enquiries to:                       Marguerite Vaughan Pharmacy Dispensary Manager
Telephone (01) 4142520 or email Marguerite.Vaughan@tuh.ie
Closing Date:                                      Before close of business on:  28 March,  2023



TUH Core Competencies:

Core Area	Competency	Level
Managing the service	Quality & Safety of Service	4
Managing the service	Delivery of Results	4
Managing Change	Problem Solving & Decision Making	4
Managing Change	Communications & Influencing	4
Managing Yourself	Team player	4
Managing Yourself	Planning and Organising	3
Managing People	People Management	2
Managing People	Leadership	3

Please go to www.tuh.ie/careers for details of the core competencies




 
SUPPLEMENTARY INFORMATION

Age Restrictions In Relation To Applications
Age restriction shall only apply to a candidate where he/she is not classified as a new entrant
(within the meaning of the Public Service Superannuation (Miscellaneous Provisions) Act, 2004).
A candidate who is not classified as a new entrant must be under 65 years of age on the first day
of the month in which the latest date for receiving completed applications for the office occurs.

Health
A candidate for and any person holding the office must be fully competent and capable of undertaking the duties attached to the  office and be in a state of health as would indicate a reasonable prospect of ability to render regular and efficient service.

Garda Vetting
Garda vetting is sought for all employees and prospective employees of Tallaght University Hospital.  Given the specialised nature of the services provided, your appointment will be subject to satisfactory Garda vetting and re-vetting in circumstances where the Hospital deems it appropriate.  The Hospital will then process the necessary documentation to endeavour to obtain the satisfactory Garda clearance for you. You are obliged to disclose previous and any criminal convictions acquitted during the course of your employment.  Should the Hospital obtain information from the Garda vetting unit to indicate that your Garda clearance report is not satisfactory and / or if you have supplied the Hospital with false or misleading information in relation to your Garda clearance status, the Hospital reserves the right to withdraw or terminate the contract in accordance with Tallaght University Hospital Garda vetting policy.


Point on Salary Scale
New appointees to any grade start at the minimum point of the scale. Incremental credit will be applied for recognised relevant service in Ireland and abroad (Department of Health Circular 2/2011). Incremental credit is normally granted on appointment, in respect of previous experience in the Civil Service, local authorities, health service and other public service bodies and statutory agencies.

Probation
The probationary period may be extended at the Hospital’s discretion but will not in any case exceed 9 months. Confirmation of your appointment as a permanent member of staff is subject to the successful completion of the probation period.  Termination of this agreement within the probationary period shall be at the discretion of the Hospital, in accordance with the Minimum Notice and Terms of Employment Act, 1973 - 2001.

Termination of Employment
The employment may be terminated at any time by one months’ notice on either side except where circumstances are dictated by the Minimum Notice and Terms of Employment Act 1973/91. The Management’s right under this paragraph shall not be exercised save in circumstances where the Management is of the opinion that the holder of the office has failed to perform satisfactorily the duties of the post or has misconducted himself/herself in relation to the post or is otherwise unfit to hold the appointment.




Sick Leave

• There is provision for sick pay at the Hospitals discretion, subject to the regulations and details found in the Staff Handbook/ Personnel Policy Manual, as per the Hospitals sick leave policy.
• In the event of absence from work, you are required to contact your Manager/Supervisor within one hour of starting time on the first day of absence, while a Medical Certificate is required for any illness lasting in excess of two days. Failure to comply with the sick leave policy may result in a loss of pay for the period of absence and may also incur disciplinary action.

Information Technology & data

• Make the most effective and efficient use of developments in information technology for both patient care and administrative support in a manner which integrates well with systems throughout the organisation.
• Collect, interpret and present data and information on the Department’s activities, staffing and expenditure, as required.

Pension Arrangements and Retirement age
There are three superannuation schemes currently in operation for staff in Tallaght University Hospital:
(a)        Voluntary Hospital Superannuation Scheme (Non-New Entrant) 
(b)        Voluntary Hospital Superannuation Scheme (New Entrant)
(c)        Single Public Service Pension Scheme
Please read carefully the summary of the criteria for the three superannuation schemes below. This will assist you in identifying which scheme membership is applicable to your employment circumstances.
(a)        If you have been continually employed in the public service prior to the 1st April 2004 and you have not had a break in service of more than 26 weeks, you will be included in the Voluntary Hospital Superannuation Scheme (Non-New Entrant) with a Minimum Retirement Age of 60 and a Maximum Retirement Age of 65.
(b)        If you have been continually employed in the public service post the 1st April 2004 and you have not had a break in service of more than 26 weeks, you will be included in the Voluntary Hospital Superannuation Scheme (New Entrant) with a Minimum Retirement Age of 65. There is no Maximum Retirement Age.
(c)        If you have commenced employment in the public service as a new entrant or you are a former public servant, returning to the public service after a break of more than 26 weeks, you will be included in the Single Public Service Pension Scheme effective from the 1st January 2013 with a minimum retirement age of 66 (rising to 67 and 68 in line with state pension changes).  The maximum retirement age under this scheme will be age 70.

Health & Safety

• All employees must comply with the Safety, Health and Welfare at Work Act, 2005.
• Comply with relevant Health and Safety responsibilities as outlined in Hospital Polices, Protocols and Procedures relevant to your area.
• Take reasonable care to protect your own safety, health and welfare and that of any other person who may be affected by your acts or omissions at work.

Hygiene / Infection prevention and control 

• All employees have responsibility for Hygiene awareness.  Hygiene is defined as “The practice that serves to keep people and environments clean and prevent infection.”
• All employees also have a responsibility under their terms of employment to prevent transmission of infection and to follow the hospital infection control policies and guidelines as outlined in the Infection Control Manual.
• All employees must be aware that they work in an area where there is potential for transmission of infection.
• All employees have a responsibility to follow hand hygiene guidelines as this is the single most important intervention to prevent the transmission of infection.

Quality, safety and risk management

• Support the delivery of the Quality, Safety and Risk Management Programme, including the appropriate identification and management of risks and incidents throughout the hospital.

Data Management

• Ensure compliance with the obligations required by the Data Protection Act 2018.

Confidentiality
You will be aware of the confidential nature of Hospital work and in particular, the right of patients to confidentiality.  To this end, you will not discuss workings of the Hospital or its patients or disclose any information of a confidential nature except as required to do so in the course of your work. No records, documents or property of the Hospital may be removed from the premises of the Hospital without prior authorisation. You must return to the Hospital upon request and, in any event, upon the termination of your employment, all documents or other property of the Hospital which are in your possession or under your control.


Mandated and Designated Persons under Children First Act 2015
Schedule 2 of the Children First Act 2015 specifies the classes of persons defined as Mandated           Persons for the purposes of the Act. This includes a range of disciplines that are employed by the hospital including all medical practitioners, registered nurses, physiotherapists, psychologists, social workers and others.  This includes staff working in adult services. All mandated persons have two main legal obligations under the Children First Act 2015.  Mandated persons, under the legislation are required to report any knowledge, belief or reasonable suspicion that a child has been harmed, is being harmed, or is at risk of being harmed. The Act defines harm as assault, ill-treatment, neglect or sexual abuse, and covers single and multiple instances. Mandated persons are also required to assist Tusla, if requested, in assessing a concern which has been the subject of a mandated report. Designated Officer are required to receive reports of suspected child abuse or neglect from any person who is of the opinion that (a) a child has been or is being assaulted, ill-treated, neglected or sexually abused, or (b) a child’s health, development or welfare has been or is being avoidably impaired or neglected. Full detailed list of mandated and designated staff together with details of their roles and responsibilities can be found on https://www.tusla.ie/children-first.  It is the responsibility of all staff employed by TUH to be aware of their roles and responsibilities under the legislation and to complete mandatory Children First Training.