ROLE DESCRIPTION GENERAL INFORMATION. Medicines Optimisation Support Technician Band: 6. Deputy Head of Medicines Management ROLE SUMMARY

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1 ROLE DESCRIPTION GENERAL INFORMATION Job title: Medicines Optimisation Support Technician Band: 6 Terms & Conditions of Service Function: Responsible to: Responsible for: Main Base: In accordance with the Agenda for change NHS Terms of Conditions of Service Handbook Islington Local Presence Deputy Head of Medicines Management N/A Goswell Road ROLE SUMMARY To provide technical and administrative support for the NHS Islington Medicines Management Team in promoting high quality, cost effective rational prescribing (with the supervision of the Prescribing Advisors). The role may include computer work in practices and on the epact system to produce reports and facilitate appropriate prescribing, support with the monitoring of enhanced services and audit as well as the education of healthcare providers and patients. To act as the first point of contact for the Pharmacy Team in managing requests for advice or queries. To manipulate complex data and present in tabulated and graphical form and analyse financial data in a form that can be assimilated easily. To assist in budget setting modelling and methodology and financial monitoring. To support the Head of Medicines Management in their role as Deputy Accountable Officer (AO) for Controlled Drugs. MAIN DUTIES AND RESPONSIBILITIES 1. To work as part of the prescribing team, providing support to practices and pharmacies within the NHS Islington CCG. 2. To assist the prescribing team with data analysis to monitor prescribing budgets and review progress against defined prescribing indicators. 3. To support the medicines management team with administrative tasks such as minute taking, organising meetings and cascading information bulletins to healthcare providers. 4. Assist with the development of patient information leaflets and letters to support prescribing change. 5. To assist with the development and review of medicines audits. 6. To maintain and develop the medicines management intranet page. 1

2 7. To support and project manage workstreams such as Minor Ailments, specials and public health lifestyle campaigns. Analysis & Production of Information 8. Fulfil and maintain a production timetable of regular reports for the department 9. Produce reports from epact at practice, Islington CCG and cluster levels when required. 10. Support Islington CCG Prescribing Advisers to monitor prescribing budgets and prescribing indicators. 11. Produce graphs and tables from epact information for practice visits and finance reports. 12. Manipulate complex data and present it in tabulated and graphical form. Analyse financial data and present in a form that can be easily assimilated. 13. Assist with budget setting modelling, methodology and financial monitioring. 14. Produce quarterly reports on controlled drug to enable monitoring 15. Develop and produce drug comparison charts as appropriate. 16. To assist with development of the GP and Community Pharmacy newsletters. Project Based Work 17. To assist the Prescribing Advisors in the development and review of practice audits 18. To review specials prescribing and follow up with prescribers and pharmacies if more cost effective choices or suppliers identified. 19. To review activity for the community pharmacy enhanced services and work with the prescribing advisers to ensure the services are delivering their objectives. 20. To work within practices under the supervision of the advisers to run medication searches and audits. 21. To maintain the oxygen register, ensuring the list of patients is up to date. Office Management and Administrative Support 22. To co-ordinate incoming communications such as telephone enquiries, mail and electronic communications. 23. To assist with organising meetings, including preparing and distributing papers and agendas, taking minutes, booking rooms and facilitating hospitality. 24. To draft correspondence, including regular mail merges and mail shots. 2

3 25. To co-ordinate urgent cascading of information to pharmacists and other key personnel when required. 26. To process and pass coded invoices to the Finance Dept for payment. Liaising with the Finance Dept were required regarding queries on payments and ensuring spreadsheets and financial records are accurately maintained. 27. To ensure the organisation and maintenance of all electronic and paper filing systems is regularly reviewed and updated as necessary. 28. To maintain the Medicines Management intranet and extranet pages to ensure it is easy to navigate and up to date. 29. To ensure the appropriate storage and archiving of medicines management records in line with local policies and legal requirements. 30. Ensure that procedures are developed and maintained for all areas of work. Others 31. Organise visits to practices and ensure post visit reports are produced in required time period. 32. Answer appropriate queries from members of the public and practitioners where appropriate. 33. As part of the prescribing team, provide support as appropriate to the Islington Medicines Management Group. 34. To research and understand available clinical evidence and data on various drugs. 35. To participate in continued professional development, knowledge and skills framework and willingness to participate in relevant academic and professional development training. 36. Lead on project work/prescribing initiatives. 4. PROBATIONARY PERIOD This post is subject to the requirements of a six month probationary scheme for new staff only. 5. CONFIDENTIALITY All information concerning patients/clients and staff must be treated as strictly confidential at all times. 6. VALUING DIVERSITY It is the aim of the CCG is to ensure that no job applicant or employee receives less favourable treatment on the grounds of sex, sexual orientation, marital/partnership status, race, religion, age, creed, colour, ethnic origin, 3

4 disability, part time working status and real or suspected HIV/AIDS status and is not placed at a disadvantage by conditions or requirements which cannot be shown to be justifiable. To this end the CCG has a Valuing Diversity in the Workplace Policy and it is for each employee to contribute to its success. 7. HEALTH & SAFETY Employees must be aware of the responsibilities placed on them under the Health and Safety at Work Act (1974), and to ensure that agreed safety procedures are carried out to maintain a safe environment for employees, patients and visitors. 8. NO SMOKING POLICY There is a smoke free policy in operation in the CCG. In accordance with this policy smoking is positively discouraged and is not permitted anywhere within the buildings, on the premises or grounds. Designated smoking areas or smoking rooms are not permitted. Support is provided for staff members who wish to stop smoking. 9. DATA PROTECTION If you have contact with computerised data systems you are required to obtain, process and/or use information held on a computer or word processor in a fair and lawful way. To hold data only for the specific registered purpose and not to use or disclose it in any way incompatible with such purpose. To disclose data only to authorised persons or organisations as instructed. 10. DATA PROTECTION ACT 1998 All staff who contribute to patients health records are expected to be familiar with, and adhere to, the PCT s Standards of Records Keeping Policy. Staff should be aware that patients records throughout the CCG will be subject to regular audit. All staff who have access to patients records have a responsibility to ensure that these are maintained efficiently and that confidentiality is protected in line with the PCT s Confidentiality of Health Records Policy. All staff have an obligation to ensure that health records are maintained efficiently and that confidentiality is protected. Staff are also subject to this obligation both on an implied basis and also on the basis that, on accepting their job description, they agree to maintain both patient / client and staff confidentiality. In addition, all health professionals are advised to compile records on the assumption that they are accessible to patients in line with the Data Protection Act WASTE DISPOSAL All staff must ensure that waste produced within the CCG is disposed of in such ways that control risk to health, or safety of staff and the public alike in accordance with relevant legislation and procedures contained within the policy. 4

5 12. IMPROVING WORKING LIVES (IWL) IWL is an NHS-wide initiative aimed at ensuring staff have good work/life balance, access to training, and support from their employer. The CCG is committed to maintaining a high standard of practice within IWL and, as such, staff have access to a wide range of flexible working options, childcare support, and many training and development opportunities. 13. PROFESSIONAL REGISTRATION I) If you are employed in an area of work which requires membership of a professional body in order to practice (e.g. Nursing & Midwifery Council for nurses), it is a condition precedent of your employment to maintain membership of such a professional body. It is also your responsibility to comply with the relevant body s code of practice. Your manager will be able to advise you on which, if any, professional body of which you must be a member. ii) iii) iv) You are required to advise the CCG if your professional body in any way limits or changes the terms of your registration. Failure to remain registered or to comply with the relevant code of practice may result in temporary downgrading, suspension from duty and/or disciplinary action which may result in the termination of your employment. If you are required to have registration with a particular professional body or to have specific qualifications you must notify your manager on appointment of such fact and provide him or her with documentary evidence of them before your employment commences or, at the latest, on your first day of employment. Furthermore throughout your employment with the CCG, you are required on demand by your manager to provide him or her with documentary evidence of your registration with any particular professional body or in respect of any required qualifications. 14. RISK MANAGEMENT All CCG employees are accountable, through the terms and conditions of their employment, professional regulations, clinical governance and statutory health and safety regulations, and are responsible for reporting incidents, being aware of the risk management strategy and emergency procedures and attendance at training as required. All staff have a responsibility to manage risk within their sphere of responsibility. It is a statutory duty to take reasonable care of their own safety and the safety of others who may be affected by acts or omissions. All managers throughout the organisation have a responsibility to ensure that policies and procedures are followed, that staff receive appropriate training, that a local risk register is developed and monitored on a quarterly basis and any changes reported to the Clinical Governance Committee and Risk and Assurance Committee. 5

6 Managers are responsible for implementing and monitoring any identified risk management control measures within their designated area/s and scope of responsibility. In situations where significant risks have been identified and where local control measures are considered to be potentially inadequate, managers are responsible for bringing these risks to the attention of the Clinical Governance Committee or Risk and Assurance Committee if resolution has not been satisfactorily achieved. 15. INFECTION CONTROL Infection Control is everyone s responsibility. All staff, both clinical and non clinical, are required to adhere to the Hygiene Code (2006), the Trusts Infection Prevention and Control Policies and make every effort to maintain high standards of infection control at all times thereby reducing the burden of Healthcare Associated Infections including MRSA. All staff employed by NHSI have the following key responsibilities: Staff must wash their hands or use alcohol gel on entry and exit from all clinical areas and/or between each patient contact. Staff members have a duty to attend mandatory infection control training provided for them by the Trust. Staff members who develop an infection (other than common colds and illness) that may be transmittable to patients have a duty to contact Occupational Health. 16. POLICY DEVELOPMENT To contribute to the development of guidelines and policies as appropriate including, for more senior roles, in their writing and development. 17. REVIEW OF THIS JOB DESCRIPTION This job description is intended as an outline indicator of general areas of activity and will be amended in the light of the changing needs of the organisation. To be reviewed in conjunction with the postholder on an annual basis. 18. INITIALS AND DATE OF PREPARATION WMC/AD October 2012 This role description is intended as a basic guide to the responsibilities of the post and is not exhaustive and may be subject to review in consultation with the post holder. 6

7 PERSON SPECIFICATION Job Title: Band: 6 Prescribing Support Technician This is a specification of the qualifications, knowledge, experience, skills and abilities, that are required to carry out effectively the responsibilities of the post (as outlined in the role description) and forms the basis for selecting a candidate. Ensure that all criteria used are: justifiable; specific and expressed clearly; and measurable (and give thought to how you will measure whether applicants meet the criteria) REQUIREMENTS ESSENTIAL DESIRABLE EDUCATION AND QUALIFICATIONS BTEC/City & Guilds in Pharmaceutical Sciences/NVQ Level 3 in Pharmaceutical Sciences. KNOWLEDGE Good understanding of pharmacy practice. Evidence of continued selfdevelopment. Effective spreadsheet and database usage including formulae, creating graphs and report production. Knowledge and use of epact, and PowerPoint. Familiarity with EMIS and/or Vision systems. Knowledge of current medicines management issues EXPERIENCE Minimum 2 years experience as MTO3 working in a NHS environment. Liaison with a wide range of health care professionals. Management of change. Experience in project Experience of working in primary care. 7

8 SKILLS, ABILITIES and PERSONAL QUALITIES work/management Experience of presenting to groups Experience of data collection, analysis, and synthesis Experience of minute taking Ability to prioritise own workload Ability to work on own initiative and also as an effective team member Excellent communication skills Excellent written and numerical skills Good organisational skills. Good time keeper Problem solving & Critical Analysis as well as ability to undertake audits 8

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