Set out the branch, dates and hours
Give the full address, work dates, start and finish times and reason for cover. For a block or recurring request, list each date and any variation in hours.
If the pharmacist will move between branches, include every address and the travel expectations from the outset. Add arrival instructions and name the person authorised to agree the booking or changes, with a backup contact.
Set aside time for induction and confirm whether it is paid. List each shift of a recurring rota separately in the brief, and name who will fill in any missing details.
Describe the work and available support
List the clinical services and responsibilities required. Separate essential capabilities from preferences. A PMR knowledge gap may be addressed through induction; a prescribing role needs the relevant professional and service evidence.
Explain which team members will be present, booked activity and any outstanding work. Specific details help a pharmacist assess the shift better than calling a branch “quiet” or “easy”.
Name the service and UK nation. “Pharmacy First trained” says too little about whether a pharmacist can deliver the service this branch needs.
- Responsible pharmacist expectations and actual duties.
- Planned services, booked consultations and relevant current documents.
- Team present, professional support and backup contacts.
- PMR and other systems, individual access and person providing induction.
- Shift postedGP session, 8:30am to 6pm
- Locum appliedChecks already complete
- Terms agreedRate, duties and cancellation in writing
- Booking confirmedBoth sides get the detailsToday
Confirm the full cost and payment terms
State the pharmacist’s hourly or daily rate, paid hours, breaks and agreed expenses. Identify who pays the pharmacist, what approval or invoice process applies and how extra hours will be agreed.
FindALocum charges the pharmacy a booking fee of £19.99 + VAT per pharmacist per day worked. The pharmacy contracts with and pays the pharmacist directly. Each pharmacist and calendar day worked counts towards our fee, including part-days. Use the pricing calculator to estimate the booking fee.
Read the booking and cancellation terms before confirming. If work crosses midnight or spans several branches, make the dates and fee breakdown explicit.
Assign responsibility for the checks
Agree who reviews registration, identity, right to work and the evidence required for the role. Check the correct register for the country and any relevant conditions or annotations. Keep sensitive documents in the designated private process.
Registration is one part of suitability. The services, experience and local arrangements also need review. The GPhC holds pharmacy owners accountable for the standards for registered pharmacies; recruitment support needs to fit within those responsibilities.
Confirm the booking and prepare the branch
Keep the request open until the pharmacist has accepted and the required arrangements are complete. Save a confirmation covering branch, dates, hours, duties, rate and contacts.
Arrange induction, authorised systems access and current service documents. Tell the branch team who is arriving and who will meet them. If the location, services or rate change, agree and record the amendment.
- Branch address and hiring contact.
- Dates, hours, breaks and duties.
- Services, PMR and essential experience.
- Planned team, workload and induction.
- Pharmacist pay, booking fee, expenses and payer.
- Completed checks and written confirmation.
Approve hours and receive the handover
At the end, receive the handover and approve or query hours through the agreed process. Give the pharmacist the correct accounts contact and deal with discrepancies while the details are fresh.
For repeat cover, request the new dates and confirm availability even if the same pharmacist has worked well before. FindALocum is building its network; sending a request does not reserve or confirm a pharmacist.
Download an editable checklist
Save a plain-text copy and edit it with your team. Use it alongside this guide and the workplace’s current procedures. Keep patient details, credentials and sensitive documents out of planning notes.
- Community pharmacy cover brief (TXT)
An editable record of shifts, duties, systems, staffing, checks and payment arrangements.
Common questions
What does FindALocum charge the pharmacy?
The booking fee is £19.99 + VAT per pharmacist per day worked. The pharmacy contracts with and pays the pharmacist directly. Record the full scope and terms before confirmation.
Does requesting cover mean the shift is filled?
No. A request begins the matching process. The shift is only filled once the assignment is confirmed and the arrangements are complete.
Can I request a pharmacist for a specialist service?
Describe the exact service, country, required capability and local arrangements. Each pharmacist is then assessed against those requirements, since a job title does not tell you enough.
Sources and further reading
Check the current official documents for the country and service where you will work.
These guides cover general booking and preparation questions. Read our editorial policy. If a detail needs updating, send us a correction.