Job Description

Main Job Purpose
Responsible to Area Manager for directing, administering and coordinating the activities of the Pharmacy. He/ she will have proprietorship rights to control all activities within the Pharmacy and ensure that policies and procedures set by managements are strictly adhered to. Co-operate and communicate effectively with Retail Manager to ensure cohesive management of Pharmacy.

Key Objectives:

• Achieve or exceed budgeted sales and profits through planning, implementing and monitoring business activities.
• Develop positive business relationships with customers and suppliers at Pharmacy level to achieve growth.
• Set the standards of professional service at dispensary counter and ensure that staffing is at appropriate level in consultation with the retail Manager.

Roles and Responsibilities
SALES: Maximize sales revenue to achieve or better budget sales.

• Maintain proper inventory within the pharmacy, the pharmacy should not face an out of stock situation.
• All customers should be attended personally to ensure that each customer find all the necessities in the pharmacy.
• Ensure all items are labelled and reconciled with stock out once sold.
• Support sales of Strategic Items introduced by Pharmalink within Pharmacies
• Maintain The Pharmacy’s merchandising standards.
• Identify new sales opportunity
• Implement and encourage selling & cross-selling methods.
• Enhancing the customers experience within Pharmacy from “Customer Satisfaction” to “ Customer Delight”
• Ensure that the staff within pharmacy is well equipped to serve the customer and well versed with The Pharmacy Training Manual and has undergone the necessary product training.
• Make sure that all the pharmacy staff are strictly adhering to policies and procedures
• Reports Attendances / Absences observed within the Pharmacy during his/her shift timings to HR and his immediate line-manager on priority @ the beginning of his/ her shift itself.
• Ascertaining that employees reporting to pharmacy are strictly following the daily roaster.

Key Performance Indicator (KPI) – Sales performance against budgeted.

Controlled Stock/ Inventory Management:

• Monitor closely stock replenishment to ensure correct volumes are ordered.
• Ensure that orders are placed to take maximum advantage of trading terms.
• Ensure merchandise presentation reflects to maximize sales.
• Conduct monthly stock take and perform end of month checks for data accuracy. Investigate stock variances and report to inventory controller & reporting manager immediately.
• Ensure stock rotation disciplines are maintained.
• Maintain a zero-expired stock within the pharmacy – all staff are accountable to ensure that the expired stock must be reported to inventory controller, respective Area Manager (contact number).
• All staff present within Pharmacy is responsible for stock present within the pharmacy. The physical stock should be reconciled with the stock present on the pharmacy system.
• Take action for slow-selling merchandise
• Ensure merchandise claims are actioned promptly and credits received
• Follow up special orders purchases.

Key Performance Indicator (KPI’s):

• Gross Profit% performance against budget.
• Stock turns against budget.
• Strategic items sales % against targets.

Roles and Responsibilities
Others:

• Reviews prescriptions issued by Physician, or other authorized prescriber to assure accuracy and determine formulas and ingredients needed.
• Report and record every error of discrepancy or breach of ethics that occur in relation to dispensing medication as per operational manual.
• Conform to expiry Management procedures and relevant legislation requirements governing pharmacy operations.
• Assist with annual stock take to be conducted in June each year, and be responsible for any variance amount in stock.
• As Pharmacy Manager you should ensure to keep the Pharmacy shelf, Shop floor, Windows and Glass doors in clean and hygienically healthy working condition.
• Ensure that stock levels of pharmacy are correct and all stock nearing expiry is pushed first for selling.
• Staff behavior in dispensary must always be professional. Care must be taken that conversations of casual or confidential nature are not overheard by customer.
• Responsible to ensure that the pharmacy opening and closing procedures and timings are strictly adhered to.
• Answers questions and provides information to pharmacy customers on drug interactions, side effects, dosage and storage of pharmaceuticals.
• Maintains established procedures concerning quality assurance, security of controlled substances, and disposal of hazardous waste drugs.
• Escalates issues pertaining to temperature controlled environment within pharmacy to management immediately
• Instructs interns and other medical personnel on matters pertaining to pharmacy.
• Retains proprietorship rights of Pharmacy as long as within Pharmacy and reports all problems/non-compliances pertaining to Pharmacy staff, messenger, office boy or operational condition within Pharmacy in a timely manner to Area Manager cc’ing the Operations Manager
• Maintains clarity of escalation Matrix within the organization (in case) if his line manager fails to respond to his/ her requests,

Roles and Responsibilities

• Professionalism to be exemplified within Pharmacy while dealing with customers and other staff within the Pharmacy. (for example: Pharmacy Manager should never be seated behind the counter or on his/her chair as long as the customer is within the Pharmacy. It is his responsibility to greet the customer and guide him until he steps out of the Pharmacy).
• Cash Balances and reconciliation reports to be done on a daily basis with the accounts department. No Pharmacy Manager shall leave the Pharmacy without sending an email to accounts updating on cash collection during his/ her shift.
• Follows necessary checks to ensure that deposit slips get collected from office boy/ messenger on a daily basis & makes sure in close liaise with Finance department that the daily collection has been safely routed to respective companies bank account. Any discrepancy observed should be sent on High Alert !!!! to the immediate reporting Manager and Operations Manager.
• Ledger books re-enforced should be duly updated at the beginning and end of shift timings.
• Accountants as well as Pharmacy Manager both reserve the right to escalate discrepancies observed to the Management on a daily BASIS.
• Ensures to reconcile Cash received through sales and conform to company’s standard practice for not using sales cash for Petty Cash expenses.
• Controlled medicine register to be maintained
• Make sure that the pharmacy follows Health Authority regulations and should attend all meeting requested by them
• Neither the Pharmacy Manager nor the pharmacist can attend meetings or any conference held by any pharmaceutical company without the prior approval and consent of their reporting area manager.
• Attendance/Punctuality – Is consistently at work and on time; Ensures work responsibilities are covered when absent.

Position Relationship with Other Parties
Customer Service:

• Pharmacy Manager should ensure that all Pharmacists and other staff working within the Pharmacy exhibit highest level of Customer Satisfaction experience. All pharmacist should align themselves with customer or be in in standing position as long as the customer is within the Pharmacy.
• Ensure that staff attending the customer is trained well on product or service knowledge prior attending the customer.

Cash Deposition:

• The Pharmacy Manager shall ensure that Cash Deposition is made on a daily basis in a safely and timely manner.
• Cash deposition slips must be reconciled with the Finance Team on daily basis to ensure smooth transaction reconciliations.

Product Knowledge Test:

• Product Knowledge training shall be imparted at the different intervals followed by product knowledge test. You should ensure that you score 90% or more in each the Product Knowledge test. Alternatively, the employment contract can be terminated.

Education
B.S. in Pharmacy or Pharm D. and two to four years related experience and/or training.

• Language Skills – Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
• Mathematical Skills – Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
• Reasoning Ability – Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Computer Skills – To perform this job successfully, an individual should have knowledge of Pharmacies Internet software; Inventory software and Order processing systems.

Experience
2+ years experience as a medical assistant or in a related healthcare delivery role
Others
Valid HAAD, DHA & MOH License (Must be in good standing)