A day in the life of a: Locum Co-ordinator for Pharm-Assist

Being a locum co-ordinator for Pharm-Assist is a fast-paced, rewarding role that involves juggling schedules, solving last-minute challenges, and ensuring both pharmacies and locum staff are happy. No two days are ever the same, but here’s a glimpse into what a typical day might look like:

Morning: Setting the Day in Motion

The day starts early, often with a hot cup of tea and a review of the locum booking system. The morning is all about ensuring the day’s placements run smoothly. Here are some key tasks:

Checking the Rota

• Verify that all scheduled locum pharmacists and dispensers are confirmed for their shifts.

• Address any last-minute cancellations, absences or lateness. If a shift has been unexpectedly cancelled, our first priority is to notify the pharmacy and begin finding a replacement immediately.

Responding to Overnight Updates

• Many pharmacies update their needs or communicate changes after hours. These updates might include additional shifts that need to be filled, changes in start times, or cancellations.

• I’ll respond to these queries, ensuring everything is accounted for before the workday truly begins.

Engaging with Locums

• I send out availability requests to our network of locums via emails, texts, or through our WhatsApp channel. If you are a locum and want to join, you can do so here: Pharmacists / Dispensers & Technicians

• Building relationships is key—I make a point to check in with regular locums to understand their availability schedule.

Mid-Morning: Filling Shifts and Problem-Solving

Once the initial reviews are complete, I dive into the heart of the day—matching locum staff to pharmacy needs. This requires a mix of precision and flexibility.

Matching Locums to Shifts

• I work to ensure that the right locum is matched with the right pharmacy. Each pharmacy has specific requirements, and I take care to find staff who meet their needs—whether that’s experience in high-volume environments or familiarity with certain dispensing systems.

• I’ll also consider travel distances, locum preferences, and any budget constraints from the pharmacy.

Dealing with Last-Minute Cancellations

• When cancellations happen, it’s all hands on deck. I immediately reach out to other available locums in hopes of finding alternative cover.

• If a replacement isn’t immediately available, I’ll liaise with the pharmacy to discuss contingency plans.

Maintaining Communication

I spend a good part of my day on the phone or email—confirming shifts, answering queries, and resolving issues.

Clear, polite communication is essential to maintaining trust with both locums and pharmacy clients.

Afternoon: Admin and Planning Ahead

After the morning rush, the afternoon is often dedicated to the behind-the-scenes tasks that keep Pharm-Assist running smoothly.

Updating the Booking System

• I update our system with confirmed shifts, ensuring all details—such as timings, contact information, and rates—are accurate.

• Detailed records help us avoid confusion and ensure accurate invoicing later.

Building the Locum Network

• Recruiting new locums is a continuous process. I spend time validating applications to enable our new registrations to start working as soon as possible.

• Building a strong network ensures we can always meet the needs of our clients, even during busy periods.

Evening: Wrapping Up and Looking Ahead

As the day winds down, I take stock of what’s been achieved and prepare for the next day.

Final Checks

• I review the schedule for the following day, ensuring all shifts are covered and confirming with locums where necessary.

• Any unresolved issues are flagged for first thing in the morning.

Reporting and Analysis

• I prepare reports on filled and unfilled shifts, cancellations, and feedback trends. These insights help us improve our service and identify areas for growth.

Communicating Updates

• Before signing off, I send updates to the Pharm-Asisst term to ensure we are well aligned.

The Rewarding Side of the Role

While the job can be high-pressure, it’s incredibly rewarding to know that the work we do at Pharm-Assist keeps pharmacies running smoothly and ensures patients receive the care they need. Building relationships with locum staff and seeing their careers thrive is another role highlight.

Whether it’s filling a last-minute cancellation or finding the perfect match for a long-term placement, every day as a locum co-ordinator is a new adventure—and one I’m proud to be part of.