Staff, training and workforce
Checking registration, training and records, position descriptions, staffing levels, locums, and working within scope.
Version 4 · approved 27 Sept 2026 by Sam Nguyen
Checking pharmacist registration
Every pharmacist's registration, including locums', should be checked on the Ahpra register before they start and at least once a year after that. Any conditions on their registration should be noted, and their duties kept within them.
Regulator guidance VPA Standard 1.2.2 · VPA Guidelines G1.2.2 · VPA self-audit 1.2.2
Professional indemnity insurance
Every pharmacist working here, including locums, should be covered by professional indemnity insurance that meets the Board's registration standard. Where the pharmacy arranges that cover for employed pharmacists, evidence that it is current should be available to them.
Regulator guidance PBA Guidelines on the safe provision of pharmacy services (Introduction) · VPA Guidelines G1.5.3
Position descriptions
Every role should have a written position description that reflects what the person actually does and the qualifications or training it needs — pharmacist, pharmacist immuniser, dispensary assistant or technician, and so on.
Regulator guidance VPA self-audit 1.2.3 · PBA Guidelines on the safe provision of pharmacy services 1.2(c)
Dispensary assistant training
Before dispensary assistants and technicians help with dispensing, the licensee should identify the training their role needs and support them to complete it. Anyone who helps with compounding should have completed the training the Board requires for it. Certificates or other evidence of training should be kept at the pharmacy.
Regulator guidance VPA Guidelines G1.2.3 · PBA Guidelines on the safe provision of pharmacy services 1.2(c)–(e)
Pharmacist immunisers
Only pharmacists who have completed an immuniser program recognised by Victoria's Chief Health Officer give vaccines, and only as the current Secretary Approval for Pharmacist Immunisers and program guidelines allow.
Legal requirement Secretary Approval for Pharmacist Immunisers (Gazette S 535 · 3 Oct 2024) · VPA Guidelines G1.2.3 · Victorian Pharmacist-Administered Vaccination Program Guidelines
Immuniser and first-aid records
Their immuniser certificate should be kept in the vaccination area. Their first aid and CPR certificates should be kept current and on their training record.
Regulator guidance VPA Guidelines G1.2.3 · VPA self-audit 1.2.3
Training records
Each staff member should have a training record covering induction, training on the pharmacy's policies and procedures, courses completed, and certificates with their expiry dates. Records should be kept up to date, and staff should keep their knowledge current through ongoing learning.
Regulator guidance VPA Guidelines G1.4.3 and Appendix 2 · VPA self-audit 1.2.3
Working within scope
Pharmacists should work within their competence, and other staff should do only the tasks they have been trained for. Across the team there should be the mix of skills and experience the pharmacy's services need.
Regulator guidance VPA self-audit 1.2.3
Enough staff
The pharmacy should be staffed for its expected workload and services, with clear lines of responsibility. As a benchmark, there should be at least one full-time-equivalent pharmacist for every 150 prescriptions dispensed on an average day, pro rata at weekends and on public holidays. The roster should allow for predictable spikes in activity and for time spent on non-dispensing work such as checking dose administration aids, immunisation and pharmacist prescribing services.
Regulator guidance VPA Standard 1.2.4 · VPA Guidelines G1.2.4 and G1.2.4.1 · PBA Guidelines on the safe provision of pharmacy services 1.2(b)
Planned and unplanned absence
The pharmacy should know in advance how it will cover a pharmacist's absence: first Daniel Okonkwo — 0412 884 301. See Who is in charge — When the PRUIC is away for the full steps. If no pharmacist can be found, the pharmacy does not open without one.
Regulator guidance VPA self-audit 1.2.4 and 1.1.2 · Pharmacy Regulation Act s 30
Locum induction
A locum should get a full induction before their first shift: the policies and procedures, the dispensing software, where the references are and how to log in, opening and closing, and the dispensary layout. They should be given the contact numbers they need, such as for the PRUIC (Marisa Toldo) and the licensee (0413 662 907).
Regulator guidance VPA Guidelines G1.2.4.1
Targets never override judgement
No sales target, incentive or business goal should ever be allowed to override a pharmacist's professional judgement about what is safe and appropriate for a patient.
Regulator guidance VPA self-audit 1.2.5
Checks that go with this policy
- Pharmacist registration check — Yearly
Earlier versions kept for the record: v3, v2, v1.
PharmPolicy supports compliance. It is not legal advice, and it does not replace the licensee's own judgement or obligations under the Pharmacy Regulation Act 2010 and other laws.