Job Description
Designation Pharmacy In-charge(Wapda Town)
Reports to Manager ESD
Department External Services Division
Basic Qualifications Pharm D Degree/M-com/MBA
- Management skills (Developing and managing Pharmacy Team,
Skills operations management, inventory & retail product management
- Good Working knowledge of outpatient & inpatient pharmacy
- Good working knowledge of; type of drug product, generics, name-
brands drugs, therapeutic classes of medicines, formulary.etc.
- Good command and working knowledge of Pharmacy Software
Applications, Drug information system, etc.
- Proficiency in Microsoft Office Suite
Registrations Pakistan Pharmacy Council/Provincial Pharmacy Council (for Pharmacists)
Experience 2-3 years experience in a community pharmacy set-up with evidence of
continued professional development.
Cash Management:
- Enforcement and implementation of Cash Management SOP
- To monitor and inspect “Cash Reconciliation” on regular basis
“Cash Reconciliation” includes;
- Maintaining proper documentation & record (i.e., cash count sheet, discount issuance, credit card
sale vouchers, credit panel documentation (letter, prescriptions, etc), cash deposit slips, product
invoices (purchases from petty cash, cash sales, etc)
- All above mentioned are properly recorded in to files and checked periodically.
- Maintaining complete record of daily/weekly/monthly purchases from petty cash, along with
tracking of its re-imbursement
Record of all petty claims is saved with Check No. mentioned on them
- Ensuring panel letters are submitted to ESD office on regular basis
- Ensuring “Credit card Batches” are closed on regular basis and the vouchers are submitted to
Accounts & Finance on daily basis
Credit batches are regularly sent to head office on daily basis and a copy is saved as record
Control over issuance of manual receipt books and daily/weekly inspection and submission of
manual sales receipts to ESD office
Manual cash books are issued in last month and are still in use. When utilized will be sent to head
office for re issuance
- Monitoring of daily cash activity and submission of cash to the bank.
Monitored strictly and cash is deposited to bank on daily basis.
- Review of Discount report on daily basis with explanation of discounts given above 5% and ensure
filing of these reports regularly
Discount detail File is maintained and updated regularly
- Surprise cash check at least twice a month and ensure regular filing of Cash count sheets.
Shift wise Cash count sheets are maintained are surprise check is done twice a month. And cash
report is sent to Miss Sabiha/ Mr. Atif Amin on every Monday.
Control & Evaluation:
- To inspect and implement “Inventory Protocols”
Inventory is divided to all sales staff according to racks individually
Inventory is then assigned to pharmacist staff
Inventory audit done by internal auditors in Dec-2013 and net shortage was just about Rs 10,000/-
- To allocate personnel/shift In-charges to undertake inventory audits (on daily, alternative day,
weekly, & monthly basis)
Shift in charges responsible for conducting audit during their shifts
Pharmacist responsible to ensure audit on regular basis for their assigned inventory
Daily Audit of racks done on regular basis.
To monitor and check functionality of CCTV cameras and equipment. It also includes random
inspection of previous day video archival to assess efficiency and allocation of staff
This is done on regular basis .
To inspect and implement monthly “Expiry management” activity
Expiry management activity done regularly and intimation given to vendors accordingly
For example we have adjusted expiries of one-alpha 0.25mcg tablet of amount Rs.1039/ from
paramount distributotr-, Insulaterd Hm pen fills of amount 2200/- approx. from Muller & Phipps
- To formulate Expiry management audit findings in writing and coordination with ESD office to re-
allocate/rotate/reimburse near expiry items
This is done regularly and we forwarded expiry intimation regularly
- To evaluate product mix and replace dead/slow moving items with fast moving items
We have evaluated and forwarded stock aging report to head office.
Software Development:
- To coordinate with ESD office with feedback on software developments
This is done on regular basis like we have communicated through Sir Atif Amin(Manager ESD) that
when we go for edit option occurrence of error is more common after that this option was omitted
- To coordinate with ESD office for issuance of software IDs for pharmacy staff
This is done for new employees on regular basis
- To ensure that staff keeps their password as confidential
Ensured
Employee Code of Conduct:
- Implementation of customer services standards as mentioned and endorsed by CS manual/checklist
- Implementing dress code policy and general instructions for the staff
- This is strictly implemented on all staff
- Motivate staff and ensure one to one meeting with each staff member at least once a month and
coordinate with ESd ISD to solve their grievances
- SOPs are followed as it is
Human Resource management:
- Managing Human Resources by developing duty roasters. Reviewing staff allocation as per trend
analysis (off-peak/peak hours)
Duty roaster changed every after fifteen days
More staff is allocated in evening as this is peak time
- To undertake “Employee Appraisals” in line with defined evaluation mechanism
Appraisals sent as per appraisal form issued by head office
Maintaining Service Standards/Analytics:
- To manage “Non-Availability” of products. The “Non-availability” analysis includes developing Par-
levels of all products and accordingly liaise with ESD office/central for timely availability of medicines
Daily non-available item is maintained
Par level is defined for every product
For better management communication to head office is made on regular basis
- To undertake consumption analysis
- Daily/weekly/monthly demand reviews (demand submitted to Central Store)
This is done regularly and consumption based demand send to head office as per need
Patient Counseling/Drug Information:
Pharmacist staff available in all shifts to assist patients
- To implement patient counseling protocol as per defined guidelines, i.e., usage of medicine, required
doze, side-effects, etc. Drug information system shall also be in-placed at each pharmacy
Pharmacist staff available in all shifts to assist patients and they are responsible for implementing
Counseling protocols
Operations Management:
- To monitor and inspect “Pharmacy overheads”, i.e., utility bills, other operational expenses
Utility bills and other operational expenses like fuel for generator, bike an carry van are regularly
monitored
- Proper filing and record of all capital items issued and sanctioned to respective pharmacy outlet.
List of all capital Items is maintained and updated accordingly
Regulatory Guidelines:
- Maintains strict control over distribution and usage of controlled drugs, and maintaining
record/register of narcotics, and control drugs
No control drug is sold without doctor’s prescription and narcotics register is daily updated and
counter verified.
- Performs regular daily assignments like temperature record (i.e., Cold chain items, premises
temperature), as per standard requirements
Updated after each hour
Display of License category at pharmacy premises, as per requirement standard
Displayed
Unregistered Drugs:
- In-charge/Pharmacist will make sure to check there is no un-registered medicine/drug being
procured and maintained in the pharmacy inventory as per guidelines of Pakistan Drug Act.
Un registered medicines are neither bought or sold at pharmacy.
- In-charge Pharmacist will also make sure to undertake expiry management audits to
settle/adjust near-expiry medicines with designated vendors/distributors. (mentioned earlier
also)
Expiry is managed efficiently record of all intimations and adjustments is available.
- In case of availability of expired or un-registered medicine/drug, found at Pharmacy premises.
Pharmacist staff will be responsible for the consequences.
Expired stock is not placed at pharmacy premises
Approved by: Designation: Date & Sign
Sabiha Feroze CFO ESD
Delivered by:
ATIF AMIN Manager
Received by: Umer Afzaal Butt
