Deputy Head of Pharmacy (05.037 (2023))

Full-Time

Job Details


Job Title:                                             Deputy Pharmacy Executive Manager
                                                              (Chief II Pharmacist)
Reference No:                                     05.037 (2023)
Department / Directorate:               Pharmacy Department, COO Directorate
Reports to:                                         Pharmacy Executive 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.



TUH Vision and Values
The vision of the Hospital is “People Caring for People to Live Better Lives” through excellent health outcomes supported by evidenced based practice, positive patient and staff experience in an empowering and caring environment. A culture of innovation and quality improvement in everything we do.
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 be responsible for the provision of operational management and leadership within the Pharmacy department and co-ordinate services, ensuring high quality patient care.
Together with the Pharmacy Executive Manager and other members of the Pharmacy Senior Management Team ensure that the annual business plans and service strategies for the department are developed, maintained, and implemented.
This post maybe designated to the NEW Grade of Deputy Pharmacist Executive Manager when available,   HSE in line with Union agreed changes are currently completing a new Pharmacy Re-Structure. Once HSE have approved this structure we will inform you in writing of any change to your contract.

overview of role: Key Duties and Responsibilities
  • Responsible for the day to day operations of the pharmacy service including:
 
    • Aseptic Services
    • Dispensary Services
    • Clinical Pharmacy Services
  • Pharmacy Education and Research
  • Pharmacy Cancer Services
  • Pharmacy Critical Care Services

  • Contribute to the development of and play a lead role in implementing the TUH Pharmacy Service Strategy working with Pharmacy Divisional Managers to:
    • Be at the forefront of innovative practice, inspiring others to implement such practice and to lead on service developments and innovative ways of working.
    • Lead on developments in the operational Pharmacy service delivery to improve system effectiveness, efficiency, and safety.
    • Utilise skill mix and pharmacy staff development to ensure optimisation of resources and to ensure pharmacy managers and staff are empowered to achieve strategic objectives.
 
  • Ensure that the Pharmacy Team makes the best use of information technology for patient care. Specifically support the implementation of:
    • Pharmacy Automated Dispensing System
    • Pharmacy Software
    • Electronic Prescribing and Medicines Administration
    • Automated Dispensing Cabinets for Clinical Areas
 
  • As required by the Pharmacy Act 2007 act as the Supervising Pharmacist for TUH Pharmacy. Temporarily act as the Superintendent Pharmacist if required.
  • Deputise for the Head of Pharmacy/Pharmacy Executive Manger in their absence
  • Actively participate in continuing education and research activities consistent with the post
  • Identify own training and personal development needs. Demonstrate a commitment to continuous personal and professional development (CPD)
  • Any other duties assigned by the Head of Pharmacy/Pharmacy Executive Manager
Leadership
  • To be responsible for operational performance of the Pharmacy department.
  • Develop, monitor, and report on performance using a range of performance indicators.
    • Lead changes in work, procedures, techniques or technologies having regard to developments in the provision of Pharmacy Services.
    • Develop, implement, monitor and maintain strategies for documenting and evaluating the contributions of Pharmacy Staff.
    • To plan, implement and communicate Pharmacy response to changes in demand and operational changes in the Hospital.
    • With the Head of Pharmacy and Pharmacy divisional managers, develop a strategy for the Pharmacy Service.
    • Lead by example a professional, punctual and dedicated Pharmacy Services team

Staff Management
  • Responsible for the human resources and workforce strategy for pharmacy operations within the pharmacy service including recruitment, retention, skill mix, deployment of staff, disciplinary matters, hours of work, leave arrangements, appraisals, career development and other conditions of employment.
  • To manage accountable staff setting objectives and undertake performance reviews and appraisals in accordance with hospital guidelines.
  • To undertake skill mix reviews to ensure optimisation of resources and best utilisation of staff to achieve strategic objectives.
  • Plan human resource requirements for new services / projects in liaison with Pharmacy divisional managers, in line with Hospital service planning processes
  • Evaluate training and development needs of staff and ensure that training matches the requirements of the job including mandatory training as required by hospital policy.
  • Approve leave and overtime in line with the Pharmacy Department's and Hospital Leave Policy.
Financial
  • Liaise with the Head of Pharmacy/Pharmacy Executive Manager to ensure that expenditure on staff is controlled within the Departmental budget
  • Develop business cases seeking approval from the Head of Pharmacy and TUH Executive Management Team for the development of pharmacy services and medicines management utilising technology where possible.
  • Together with relevant pharmacy divisional managers apply best practice techniques for contract negotiation, purchasing, supplier appraisal, supply chain management and inventory control to obtain best value for money in the procurement of medicines.
  • Contribute to financial reporting on TUH medication usage as required
  • Ensure submissions for HSE reimbursable treatments are completed in a timely manner.

Quality, Risk, Health and Safety Management
    • Ensure practice relating to medicines management is supported by adequate policies and procedures.
    • Adequately identify, assess, manage and monitor risks within the Pharmacy. Maintain the Pharmacy Service risk register reviewing at least every six months and as required.
    • Review incident reports, and liaise with the Pharmacy divisional managers, the Head of Pharmacy, the Medication Safety Manager and the Risk Management Department as appropriate to make / follow-up recommendations.
    • Ensure the department has business continuity and emergency plans reviewed annually
  • Be a member of the TUH Drug and Therapeutics Committee
  • Support the delivery of the Quality, Safety and Risk Management Programme, including the appropriate identification and management of risks and incidents throughout the hospital.
    • Lead the application of quality improvement tools and methods (e.g. brainstorming, priority matrix, control charts, cause and effect analysis) to improve systematically the pharmaceutical care of patients
 

Organisational
  • Identify and implement operational processes to the standards of best practice in order to optimise use of resources and ensure compliance with statutory requirements
  • Engage with other groups and / or subject matter experts as required for the progression of the pharmacy service.
  • Co-ordinate service delivery with pharmacy staff in all aspects of the Pharmacy Service.
  • Ensure that services are prioritised in line with available resources.
  • Manage the Pharmacy facilities including management of furniture, fixtures, fittings, equipment, the allocation of office space to all staff and premises security.
  • Manage the provision of ICT equipment including replacement of existing equipment.
  • To be an authorised signatory for both Human Resources and Financial aspects of the Pharmacy service including the Pharmacy Education and Research Fund and as Supervising Pharmacist of a Retail Pharmacy Business.
  • Represent the Pharmacy service's requirements in the commissioning of new buildings/services
  • Ensure there is a comprehensive pharmacy response to medication shortages.
  • Implement HSE and Hospital recommendations & projects relevant to the role.
  • Receive, document and investigate complaints in relation to the Pharmacy service in an open, positive and constructive manner
  • Interpret broad clinical/professional policies and HSE guidance to ensure that both the pharmacy and relevant components of the hospitals strategic plans are appropriately updated.
 
 

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 five years’ satisfactory post registration hospital 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
  • Project Management/Lean Qualification
  • Experience working in Senior management role  in health care as relevant to the role, including significant operational experience in the delivery of pharmacy services


Reward & Recognition
  • Remuneration is in accordance with the Department of Health Consolidated Salary Scales, grade code 3271.
  • The appointment is Permanent, whole time and pensionable.
  • The annual leave entitlement is 30 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:                       John O’Byrne Head of Pharmacy
Telephone (01) 4142561 or email john.obyrne@tuh.ie
Closing Date:                                      Before close of business on:  8th June, 2023



TUH Core Competencies:
Core Area Competency Level
Managing the service Quality & Safety of Service 5
Managing the service Delivery of Results 5
Managing Change Problem Solving & Decision Making 5
Managing Change Communications & Influencing 5
Managing Yourself Team player 5
Managing Yourself Planning and Organising 5
Managing People People Management 5
Managing People Leadership 5


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.

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.