Pharmacy Inventory Officer-Inpatient Pharmacy

JOB DESCRIPTION

To ensure the effective and compliant management of pharmaceutical inventory across all pharmacy locations, including forecasting, procurement coordination, stock monitoring, and waste reduction. The role supports operational efficiency, financial sustainability, and uninterrupted patient care through proactive inventory practices.

RESPONSIBILITIES

• Order Medications, equipment , consumable and Material used in or dispensed from all Pharmacy locations.
• Monitor requisition, and receiving status and troubleshoot issues in coordination with the Pharmacy Informatics and store teams.
• Review and update PAR (Periodic Automatic Replenishment) levels based on consumption trends, seasonal variations, and service expansion.
• Maintain accurate inventory records across all pharmacy locations.
• Monitor stock levels, including surplus, slow-moving, and non-moving medications, and coordinate appropriate actions.
• Collaborate with Supply Chain and Procurement teams to ensure timely availability of medications.
• Prepare Medication forecaste using historical data and anticipated service needs.
• Reconcile physical and system inventory discrepancies with managerial oversight.
• Perform periodic inventory counts and cycle counts.
• Coordinate monthly expiry checks in pharmacy and patient care areas (ADCs, ward stocks).
• Ensure medications are arranged following the FEFO (First Expiry First Out) principle and coordinate labeling of near-expiry items.
• Coordinate the return, exchange, or destruction of expired medications with Supply Chain and Finance departments.
• Submit monthly reports of expired medications to the drug store by the 5th of each month.
• Prepare and execute the physical handover of expired medications to the drug store and destruction company.
• Ensure proper segregation and labeling of expired, damaged, or unsuitable medications.
• Collaborate with the Finance Department to remove destroyed medications from the inventory system.
• Ensure compliance with Department of Health (DoH) and SSMC policies related to inventory control and expiry management.
  
  

Accountabilities

• Ensure uninterrupted availability of formulary medications through proactive inventory practices.
• Minimize medication wastage and financial loss through accurate forecasting and expiry management.
• Provide timely and accurate inventory data to support financial and operational decision-making.
• Facilitate communication between pharmacy, supply chain, finance, and clinical teams regarding inventory status and shortages.
• Maintain compliance with internal policies and external regulatory requirements.
  
  

Role-Specific Job Responsibilities

• Conduct routine cycle counts and quarterly stock audits; reconcile discrepancies with managerial approval.
• Generate and review reports on near-expiry medications, coordinate redistribution, return, or liquidation.
• Classify and manage out-of-stock medications using severity scales (Red, Yellow, Green); initiate appropriate actions.
• Collaborate with Pharmacy Informatics and Oracle/Cerner support teams to resolve system errors and maintain data integrity.
• Maintain separate inventories for expired/damaged medications and coordinate their destruction.
• Coordinate monthly expiry checks and ensure proper documentation and follow-up actions.
• Ensure medications are arranged using FEFO and that items with unclear expiry dates are rejected.
• Contribute to the pharmacy’s financial strategy through waste minimization, accurate forecasting, and cost-effective inventory practices.
  
  

Required:

QUALIFICATIONS

• Diploma or Bachelors degree in Pharmacy, Pharmaceutical Sciences, or a related healthcare field.
  
  

Desired:

Bachelor’s degree in Pharmacy with coursework or specialization in inventory management, healthcare supply chain, or hospital operations.

Required:

Specialist Certifications:

• N.A.
  
  

Desired:

• Certification in Healthcare Supply Chain Management, Inventory Control, or Lean Six Sigma.
  
  

Training in Oracle/Cerner inventory systems or hospital ERP platforms.

Experience:

Required:

• Minimum 2–3 years of experience in pharmacy inventory management, hospital pharmacy operations, or supply chain coordination.
  
  

Desired:

• Experience working in a tertiary care hospital or health system with automated inventory systems.
  
  

Familiarity with expiry management, drug destruction protocols, and compliance with regulatory bodies (DoH, JCI).

---