ERF0007 | Pharmacy Manager

Purpose Statement

Our purpose is to enable and maintain health.


To provide high quality care that exceeds our clients’ expectations.

Job Description


Key Responsibilities
1. The pharmacy manager will perform the following people management duties as guided by Avenue HR policies and in coordination with the HR Department.
a. Efficient utilization of Pharmacy techs, pharmacy clerks and pharmacy assistants- Liaise with the Medical Services Manager to ensure optimal staff levels as well as efficient use of overtimes and locums. 
b. Ensure staff daily task / shelf allocations for inventory management, Emergency trolley medication management, daily / random counts, variance and expiry monitoring to achieve optimal stock management and tidy shelves. 
c. Identify training gaps and liaise with HR and medical quality team to facilitate training
d. Participate in the recruitment, interviewing and hiring pharmacy personnel
e. Ensure all pharmacy staff undergo orientation, training and competence assessment checks
f. Manage Rota, leaves and absenteeism as per HR policies
g. Ensure staff within the pharmacy units are highly motivated and minimize staff attrition rates by
i. Regular staff engagement and monthly departmental meetings
ii. Promptly addressing staff concerns - Identify and deal with personnel issues in a proactive and timely manner, with appropriate follow up as necessary
h. Reward, Recognition and Discipline 
iii. Ensure that deserving staff are recognized/rewarded 
iv. Disciplinary action (with proper cause) is undertaken without undue delay and per defined policies
i. Staff supervision: Responsible for supervising all pharmacy staff (Pharm techs, clerks and assistants) and evaluating performance.
2. Manage and lead the Pharmacy Units (Outpatient, Special Clinics and Inpatient) in the provision of safe, timely, efficient, effective and patient-centered pharmacy services and operations
a) Implement safe medication use processes in all the pharmacy units
b) Develop and / or maintain operational and quality policies and procedures
c) Ensure compliance to the pharmacy policies, procedures and pharmacy manual
d) Ensure compliance to regulatory and accreditation standards
e) Ensure timely and appropriate drug returns / recalls and treatment sheet reviews.
f) Serve as the pharmacy leadership team liaison to interdisciplinary team members for areas of responsibility (e.g., nurse managers, specialists, medical quality, etc.).
g) Monitor Turn Around Time of service and intervene when necessary
h) Perform duties as a member of the hospital clinical governance committees as guided by the committees Terms of Reference
3. Ensure that Avenue Corporate Governance policies are adhered to. 
a. Prevent, detect, and report any fraud or criminal activity
b. Fully review and ensure implementation of audit recommendations 
4. Ensure optimal Financial Management of Pharmacy services
a. Stock Management:
Physical Inventory count / Stock takes daily for high value items and monthly for all items in all pharmacy units, wards, Surgical and consumables stores, theatre and other area with pharmacy items.
Maintain optimal stock levels to achieve a target of 15-21 inventory days without stock outs
Perform accurate and timely stock variance reporting with justifiable reasons prior to approval and adjustments
Target zero expiries and stock losses
b. Prepare a monthly report for pharmacy based on KPIs
c. Check margins monthly for items to ensure target margins are attained
d. Develop plans and lead efforts to improve financial performance in assigned areas of responsibility
5. Ensure highest quality of care and service in the Pharmacy units:
a. Supervise the drug preparations for high alert medication and extemporaneous preparations & compounding e.g., dermatological preparations and syrups
b. Ensure appropriate storage of pharmacy items with temperature & humidity monitoring and in compliance with other policies including Hazmat items handling
c. Ensure appropriate disposal of pharmacy items as per PPB and COHSASA requirements
d. Monitor compliance to care protocols, guidelines, pathways, and standard treatment guidelines
e. Review and act on quality indicator reports and implementation of QIPs as assigned by Medical services Manager.
f. Incident Management: Ensure all incidents/events are recorded and reported within 24 hours using the provided tools and implementation of corrective actions.
g. Ensure proper documentation for medication labelling and use – treatment sheets, order sheets
h. Maintain and enforce infection control standards within the pharmacy units.
i. Ensure implementation of medication policies to prevent medication errors
j. Ensure all Pharmacy and medication use as per COHSASA Standards are maintained at all times
6. Patient satisfaction and confidentiality:
a. Ensure patient satisfaction through quality of care, communication, and collection of feedback from patients as determined in the KPI using the standardized patient satisfaction in the pharmacy units.
b. Always maintain client/patient privacy and confidentiality
7. Any other duty as assigned by your immediate supervisor in line with the job description 

Person Specification
Bachelors in Pharmacy (BPharm)
A valid Kenya Pharmacy and Poisons Board (PPB) practice License
Updated BLS certificate
Leadership & Management certificate/degree
Not less than 3 years’ experience in Pharmacy Management
COHSASA or other Accreditation experience
Excellent interpersonal and communication skills
Attention to detail