Kisumu Specialists Hospital is a 50-bed hospital providing comprehensive specialty medical care to the lake basin regions. We offer emergency, inpatient, and outpatient medical services. From day one we have been committed to bringing the people of this region advanced medicare technologies and expertise. As a doctor-owned hospital, our physicians advocate for the equipment and procedures that generate better results. Our mission is to offer world-class care and services to our patients, our communities, and one another. We aim to be your health partner for life.

Responsibilities or duties

REPORTING STRUCTURE:

The Pharmacy in Charge reports directly to the Medical Director of Kisumu Specialists Hospital, or any such office that at the time will be undertaking the duties of the Medical Director. Additionally, the Pharmacy In Charge will report to the respective chairs of the hospital committees on matters within their jurisdiction, by virtue of membership in or by invitation to make representations to these committees.

DUTIES AND RESPONSIBILITIES:

The duties and responsibilities of the Pharmacy In Charge include:

• Supervision of staff– supervise and manage all pharmacy staff, including pharmacists, pharmaceutical technologists, technicians, interns and attachees, clerks and support personnel station at or reporting to the Pharmacy department
• Regulatory compliance: compliance with the requirements of all regulatory bodies that relate to the practice of pharmacy and related aspects. Compliance with requirements relating to the procurement, storage, dispensing and disposal of all items/ commodities stocked by the pharmacy.
• Dispensing: Oversee the dispensing processes for all pharmaceutical and non-pharmaceutical commodities to ensure accuracy, efficiency and patient safety
• Inventory management: Manage the pharmacy’s inventory and ensure proper storage of commodities (both pharmaceutical and non-pharmaceutical) ensuring the proper maintenance of stock levels, reorder levels and compliance with stock management policies, expected of a private medical facility
• Commodity expiry: Ensure maintenance and adherence by all pharmacy personnel to policies ensuring that commodities are monitored for and maintained against expiry while within the inventory of the hospital
• Risk management: Ensured adherence to and continued improvement of risk management policies to indemnify the hospital against losses that may arise from commodity destruction, decay, pilferage or any other losses
• Policy development: Develop and implement policies and procedures for pharmacy operations
• Consultations: Provide clinical consultations and advice to patients and healthcare providers. Provide advice to medical practitioners, nurses and other clinical cadres regarding the safety, availability and efficacy of commodities in the inventory
• Complaint Resolution: Handle and resolve customer (clients, providers and other medical cadres) complaints or issues in a professional manner
• Duty Management- Be responsible for the allocation and management of the duty rota, which includes, but is not limited to, the shift rotas, leave and locum duties
• Audits and surveys: Conduct regular audits to ensure adherence to protocols and standards within the department. Conduct scheduled, and unscheduled, client satisfaction surveys or integrate such surveys with other hospital units conducting surveys
• Record keeping: Maintain records of all transactions (procurement, storage, sales and disposal) and ensure proper documentation of each and all transactions
• Coordination: coordinate with healthcare cadres to optimize patient care plans
• Professional development: ensure continued professional development of staff under his/her supervision and mentor pharmacy staff on best practices and new developments
• M& E and data analysis: Monitor all the performance metrics and financial health of the pharmacy, escalating the same on regular basis to the Executive Team of the Hospital. Be able to analyse trends and make projections that will assist management with decision making
• Participate in community outreach and educational programs
• Disposal: Advise on and ensure the proper handling and disposal of hazardous materials
• Stay updated with the latest developments in pharmacy practice and healthcare.

CUSTODIAL SERVICES:

The Pharmacy In Charge shall act as the custodian of all documents related to:

• Stock and inventory management in the department.
• Inventory related documentation (LPOs, LSOs, Delivery notes).
• Adverse reports relating to any and all consumables
• Policies and procedure guidelines relating to the department

SIGNATORY DUTIES:

• Delivery notes for commodities delivered to the department
• Adverse and drug reaction reports
• Policies and guidelines relating to the department

MEMBERSHIP:

Membership to the following hospital and administrative committees:

• Heads of Department Team of the Hospital
• Drug disposal committees (if and when such established
• Clinical Care committee- upon invitation
• Ad hoc committees on matters relating to the practice and guidelines in the department

RELATED OFFICES:

• Medical Director: Immediate supervisor.
• Procurement Manager: ON matters relating to procurement of commodities and record keeping.
• Hospital Accountant: Manages all accounting services, including credit control, debt collection, bank documentation, and fund movement.
• Operations Manager: Has a key role in the approval of purchase orders and confirmation of documentations. Also has a role in the management of stock levels
• Nurse in Charge- Outpatient Department: Departments work closely
• Cashier in Charge- Departments are synergistic, especially in regard to service delivery to corporate clients for limits and pre-authorisations

Qualifications or requirements 

REQUIREMENTS FOR APPOINTMENT TO THE POSITION

Education: Diploma in Pharmaceutical Technology. A Bachelor’s degree in Pharmacy is an added advantage. Certification in commodity management and inventory desired

Experience needed

Experience: 3 to 10+ years of progressive management experience within a healthcare setting. Experience in a private Level 4 Hospital with automated Hospital Management System or ERP is mandatory

Core Skills: Strong analytical thinking, proficiency in commodity management, good client and cross-departmental communication. Proficiency in data analysis, report generation and timely efficient reporting.

• Supervision of staff– supervise and manage all pharmacy staff, including pharmacists, pharmaceutical technologists, technicians, interns and attachees, clerks and support personnel station at or reporting to the Pharmacy department
• Regulatory compliance: compliance with the requirements of all regulatory bodies that relate to the practice of pharmacy and related aspects. Compliance with requirements relating to the procurement, storage, dispensing and disposal of all items/ commodities stocked by the pharmacy.
• Dispensing: Oversee the dispensing processes for all pharmaceutical and non-pharmaceutical commodities to ensure accuracy, efficiency and patient safety
• Inventory management: Manage the pharmacy’s inventory and ensure proper storage of commodities (both pharmaceutical and non-pharmaceutical) ensuring the proper maintenance of stock levels, reorder levels and compliance with stock management policies, expected of a private medical facility
• Commodity expiry: Ensure maintenance and adherence by all pharmacy personnel to policies ensuring that commodities are monitored for and maintained against expiry while within the inventory of the hospital
• Risk management: Ensured adherence to and continued improvement of risk management policies to indemnify the hospital against losses that may arise from commodity destruction, decay, pilferage or any other losses
• Policy development: Develop and implement policies and procedures for pharmacy operations
• Consultations: Provide clinical consultations and advice to patients and healthcare providers. Provide advice to medical practitioners, nurses and other clinical cadres regarding the safety, availability and efficacy of commodities in the inventory
• Complaint Resolution: Handle and resolve customer (clients, providers and other medical cadres) complaints or issues in a professional manner
• Duty Management- Be responsible for the allocation and management of the duty rota, which includes, but is not limited to, the shift rotas, leave and locum duties
• Audits and surveys: Conduct regular audits to ensure adherence to protocols and standards within the department. Conduct scheduled, and unscheduled, client satisfaction surveys or integrate such surveys with other hospital units conducting surveys
• Record keeping: Maintain records of all transactions (procurement, storage, sales and disposal) and ensure proper documentation of each and all transactions
• Coordination: coordinate with healthcare cadres to optimize patient care plans
• Professional development: ensure continued professional development of staff under his/her supervision and mentor pharmacy staff on best practices and new developments
• M& E and data analysis: Monitor all the performance metrics and financial health of the pharmacy, escalating the same on regular basis to the Executive Team of the Hospital. Be able to analyse trends and make projections that will assist management with decision making
• Participate in community outreach and educational programs
• Disposal: Advise on and ensure the proper handling and disposal of hazardous materials
• Stay updated with the latest developments in pharmacy practice and healthcare.

• Strong analytical thinking
• Proficiency in commodity management
• Good client and cross-departmental communication
• Proficiency in data analysis
• Report generation
• Timely efficient reporting

• Diploma in Pharmaceutical Technology
• Bachelor’s degree in Pharmacy (added advantage)
• Certification in commodity management and inventory (desired)