Job summary
The Pharmacy department is focused on the wellbeing
and increasing the opportunities for our team members. Part of our Strategy as
a department is to develop a culture of being the best place to work.
We will achieve this by the support of continuous learning
to help you deliver and achieve the best you can within the role and your
future aspirations. Our Vision as a department is to create a happy, fulfilled
workforce that provides outstanding care to the local community.
This role will play a key part in helping the senior
leaders deliver on these workforce strategies. It will play a part in helping
to support the department in achieving our Vision and Strategy House for the
wider department. The role will offer you flexibility within your work life balance, the chance to focus on developing your skills through continuous development
and training.
Main duties of the job
- To
provide high quality secretarial support to the leadership team within the Pharmacy
Department.
- Receive, prioritise and action
where appropriate incoming mail (both paper and electronic), establish and
maintain filing and bring forward systems enabling the managers to effectively
prioritise their workloads.
- Respond to enquiries by telephone
and in person in a courteous professional and informed manner, providing
accurate information to the caller
where appropriate. Ensuring that
confidentiality is maintained at all times. Be aware of when calls need to be referred to a senior member of staff
and when either the Chief Pharmacist or Deputy Chief Pharmacist need to be
informed of urgent matters.
- Organise complex meetings involving
senior staff within the organisation as well as external organisations.
- Produce/distribute agendas and
associated documents for departmental and Trust wide meetings. Take, and produce, high quality minutes
ensuring that these and associated agendas are circulated to all concerned in a
timely manner. Monitor progress on
action points arising from the meeting, using own initiative to follow up where
necessary.
- Produce documents for managers in
Microsoft Word, Excel, PowerPoint and Publisher. Ensuring that all documents are formatted in
a professional manner and contain accurate data.
About us
The Trust is committed to driving excellence in care for our patients and communities and was rated good by the Care Quality Commission report published 2020 and became a University Hospital. We are ranked as the third in the country for research; embedding education and training across the organisation and we continuously strive to achieve our core values which are at the heart of everything we do. The Trusts main hub is the Queen Alexandra Hospital, starting life as a military hospital over a century ago and now one of the largest hospitals on the south coast and you may have seen us on the TV series Nurses on the Ward. The Trust provides comprehensive secondary care and specialist services to a local population of 675,000 people across South East Hampshire. The Trust employs over 8,000 staff and are #ProudtobePHU; our patients come from all walks of life and so do we. We hire great people from a wide variety of backgrounds, not just because its the right thing to do, but because it makes our hospital stronger. If you share our values and our enthusiasm for providing outstanding care and support for patients, colleagues and our community you will find a home at PHU. In recruiting for our team, we welcome the unique contributions that you can bring in
terms of your education, opinions, culture, ethnicity, race, sex, gender
identity and expression, nation of origin, age, languages spoken, veterans
status, colour, religion, disability, sexual orientation and beliefs.
Job description
Job responsibilities
Key Responsibilities:
- To provide
high quality secretarial support to the leadership team within the Pharmacy
Department.
- Receive,
prioritise and action where appropriate incoming mail (both paper and
electronic), establish and maintain filing and bring forward systems enabling
the managers to effectively prioritise their workloads.
- To have a sound knowledge of the HealthRoster
system and experienced in handling large teams.
- Respond to
enquiries by telephone and in person in a courteous professional and informed
manner, providing accurate information to the caller where appropriate. Ensuring that confidentiality is maintained
at all times. Be aware of when calls
need to be referred to a senior member of staff and when either the Chief
Pharmacist or Deputy Chief Pharmacist need to be informed of urgent matters.
- Organise
complex meetings involving senior staff within the organisation as well as
external organisations.
- Produce/distribute
agendas and associated documents for departmental and Trust wide meetings. Take, and produce, high quality minutes
ensuring that these and associated agendas are circulated to all concerned in a timely manner. Monitor progress on action points arising
from the meeting, using own initiative to follow up where necessary.
- Produce
documents for managers in Microsoft Word, Excel, PowerPoint and Publisher. Ensuring that all documents are formatted in
a professional manner and contain accurate data.
- To work
closely with other secretarial and administrative support staff within the Care
Group in maintaining standards and efficiency within the department. This will include flexibility in working
patters to cover for annual and sick leave and in times of high workload/tight
deadlines.
- Maintain
accurate computer and paper filing systems within the G-Drive to enable easy
retrieval of all documents.
- Using the
Trusts electronic procurement system (SBS) raise orders and requests for
invoices as required, following up on orders and requests working in line with
the Trust approval process.
- Uploading
and maintaining SOPs (Standard Operating Procedure) and other quality
documentation for the Pharmacy Department, to be stored in centralised
electronic files in set format. These
should be regularly revised to ensure they are up-to-date and relevant.
- Maintain personal and professional development
to meet the changing demands of the job, participate in appropriate training
activities and encourage and support staff development and training.
Job description
Job responsibilities
Key Responsibilities:
- To provide
high quality secretarial support to the leadership team within the Pharmacy
Department.
- Receive,
prioritise and action where appropriate incoming mail (both paper and
electronic), establish and maintain filing and bring forward systems enabling
the managers to effectively prioritise their workloads.
- To have a sound knowledge of the HealthRoster
system and experienced in handling large teams.
- Respond to
enquiries by telephone and in person in a courteous professional and informed
manner, providing accurate information to the caller where appropriate. Ensuring that confidentiality is maintained
at all times. Be aware of when calls
need to be referred to a senior member of staff and when either the Chief
Pharmacist or Deputy Chief Pharmacist need to be informed of urgent matters.
- Organise
complex meetings involving senior staff within the organisation as well as
external organisations.
- Produce/distribute
agendas and associated documents for departmental and Trust wide meetings. Take, and produce, high quality minutes
ensuring that these and associated agendas are circulated to all concerned in a timely manner. Monitor progress on action points arising
from the meeting, using own initiative to follow up where necessary.
- Produce
documents for managers in Microsoft Word, Excel, PowerPoint and Publisher. Ensuring that all documents are formatted in
a professional manner and contain accurate data.
- To work
closely with other secretarial and administrative support staff within the Care
Group in maintaining standards and efficiency within the department. This will include flexibility in working
patters to cover for annual and sick leave and in times of high workload/tight
deadlines.
- Maintain
accurate computer and paper filing systems within the G-Drive to enable easy
retrieval of all documents.
- Using the
Trusts electronic procurement system (SBS) raise orders and requests for
invoices as required, following up on orders and requests working in line with
the Trust approval process.
- Uploading
and maintaining SOPs (Standard Operating Procedure) and other quality
documentation for the Pharmacy Department, to be stored in centralised
electronic files in set format. These
should be regularly revised to ensure they are up-to-date and relevant.
- Maintain personal and professional development
to meet the changing demands of the job, participate in appropriate training
activities and encourage and support staff development and training.
Person Specification
Skills and Knowledge
Essential
- Working knowledge of Microsoft Office including Word, Excel, and PowerPoint.
- Excellent keyboard skills.
- Ability to manage and co-ordinate diaries for senior management.
- Ability to prioritise own workload and respond to emerging demands.
- Excellent verbal and written communication skills.
- Support a smooth running of a busy department.
- Health roster experience.
- Policy and Procedure management.
- Project planning and implementation skills.
- Ability to gather data, compile information and prepare reports.
- Ability to make administrative/procedural decisions and judgments.
- Able to work flexibly due to the number of interruptions experienced on a daily basis.
Experience
Essential
- Provision of secretarial support to senior managers, including diary and email management.
- Provision of administrative support to organisation wide meetings, including minute taking and agenda management.
- Wide experience of problem solving and developing innovative methods to improve efficiency and effectiveness.
- Proficient in computer skills including Microsoft Teams and Zoom.
- Working knowledge of clerical and financial procedures.
- Ability to understand and work with financial, administrative and personnel processes and practises.
- Ability to work with a variety of databases and produce reports as required.
- Skill in working with cross-functional teams.
- Working autonomously within your role.
Qualifications
Essential
- Level 4 Business and Administration or equivalent experience.
- GCSE English and Maths (or equivalent).
Person Specification
Skills and Knowledge
Essential
- Working knowledge of Microsoft Office including Word, Excel, and PowerPoint.
- Excellent keyboard skills.
- Ability to manage and co-ordinate diaries for senior management.
- Ability to prioritise own workload and respond to emerging demands.
- Excellent verbal and written communication skills.
- Support a smooth running of a busy department.
- Health roster experience.
- Policy and Procedure management.
- Project planning and implementation skills.
- Ability to gather data, compile information and prepare reports.
- Ability to make administrative/procedural decisions and judgments.
- Able to work flexibly due to the number of interruptions experienced on a daily basis.
Experience
Essential
- Provision of secretarial support to senior managers, including diary and email management.
- Provision of administrative support to organisation wide meetings, including minute taking and agenda management.
- Wide experience of problem solving and developing innovative methods to improve efficiency and effectiveness.
- Proficient in computer skills including Microsoft Teams and Zoom.
- Working knowledge of clerical and financial procedures.
- Ability to understand and work with financial, administrative and personnel processes and practises.
- Ability to work with a variety of databases and produce reports as required.
- Skill in working with cross-functional teams.
- Working autonomously within your role.
Qualifications
Essential
- Level 4 Business and Administration or equivalent experience.
- GCSE English and Maths (or equivalent).
