Job summary
Are you self-motivated, hardworking and enthusiastic individual looking to develop administration career in the NHS? If so, this post could be just what you are looking for.
The post will involve working at both the QMC and City Campus sites. You will be a conscientious and enthusiastic team player with good organizational skills. You will need to be able to demonstrate a clear understanding of confidentiality issues, be well motivated and reliable. You will be able to understand and accurately convey verbal and written information and be able to remain calm under pressure. You will present a professional attitude at all times. You will learn and develop skills using Microsoft Office and NHS systems
Main duties of the job
You will work alongside the team providing support in a range of duties including; covering:
Ordering stock and tracking delivery of supplies
Raising sales invoices for customers
Processing supplier invoices for payments
Updating business team logs, spreadsheets and maintain team databases
General filing, electronic scanning of documents and updating records as well as other general office duties.
Investigating and resolving queries
You will need good communications skills and be comfortable working with numbers and large spreadsheets. You will be supported to develop new and current skills including; prioritization, attention to detail, using your own initiative and the ability to work in a busy and fast paced environment
About us
With over 19,000 staff, we are one of the biggest employers in the city with a central role in supporting the health and wellbeing of our local population. We play a leading role in research, education and innovation.
Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at NUH we will endeavour to turn your job into a career!
We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are striving to be better represented at NUH.
Job description
Job responsibilities
Providing general office and administration support service to the Pharmacy Business Team and the wider Pharmacy department.
Assisting the wider Pharmacy team with ordering stock and tracking delivery of supplies
Raising sales invoices for customers
Processing supplier invoice for payments
Updating business team logs, spreadsheets and maintaining team databases
Under supervision develop and maintain administrative support systems, including reviewing and responding to emails coming into the Pharmacy Business Team generic mailbox, electronic filing systems, and ensuring that systems are effective in their use and are reviewed regularly.
Help to ensure the smooth day to day running and co-ordination of the Pharmacy Business Team
To communicate with the wider Pharmacy staff on a daily basis, providing support where required and working to help resolve any issues.
Working with system partners, building relationships and demonstrating the right behaviors as a representative of NUH
To work, as a team, in multi-organizational teams across the system. This may involve times when you may be required to take direction from people outside of the organization.
Assist in the tasks and duties of other staff within the team during periods of staff leave/absence to ensure that an effective quality service is maintained at all times and contributing to the work of the team.
To record and securely store information relating to confidential matters and enquiries.
To undertake an annual appraisal to identify any necessary personal development required to meet the objectives of the Team, and to further develop the post holders skills and role.
The post holder will be required to undertake mandatory training as and when require.
Communication and Working Relationships
To communicate as appropriate with a range of internal and external stakeholders and partners.
To respond promptly and appropriately to enquiries and requests for information and advice made either in person, by correspondence or over the telephone.
Job description
Job responsibilities
Providing general office and administration support service to the Pharmacy Business Team and the wider Pharmacy department.
Assisting the wider Pharmacy team with ordering stock and tracking delivery of supplies
Raising sales invoices for customers
Processing supplier invoice for payments
Updating business team logs, spreadsheets and maintaining team databases
Under supervision develop and maintain administrative support systems, including reviewing and responding to emails coming into the Pharmacy Business Team generic mailbox, electronic filing systems, and ensuring that systems are effective in their use and are reviewed regularly.
Help to ensure the smooth day to day running and co-ordination of the Pharmacy Business Team
To communicate with the wider Pharmacy staff on a daily basis, providing support where required and working to help resolve any issues.
Working with system partners, building relationships and demonstrating the right behaviors as a representative of NUH
To work, as a team, in multi-organizational teams across the system. This may involve times when you may be required to take direction from people outside of the organization.
Assist in the tasks and duties of other staff within the team during periods of staff leave/absence to ensure that an effective quality service is maintained at all times and contributing to the work of the team.
To record and securely store information relating to confidential matters and enquiries.
To undertake an annual appraisal to identify any necessary personal development required to meet the objectives of the Team, and to further develop the post holders skills and role.
The post holder will be required to undertake mandatory training as and when require.
Communication and Working Relationships
To communicate as appropriate with a range of internal and external stakeholders and partners.
To respond promptly and appropriately to enquiries and requests for information and advice made either in person, by correspondence or over the telephone.
Person Specification
Training & Qualifications
Essential
- oMinimum 4 GCSE's or equivalent at grade A-C (level 4-9), including English and Maths. oNVQ Level 3 in accounting or business administration or equivalent, or by demonstration of experience, knowledge and skills at this level relevant to these qualifications
Desirable
- ECDL qualification or equivalent
Experience
Essential
- oExperience of working in a business or office environment oExperience of financial processes, including invoicing and ordering stock oGood level of knowledge and experience of using Excel spreadsheets to log, analyse data and produce reports oExperience of booking out drugs using Ascribe system or equivalent system
Desirable
- o Experience of Pharmacy Business and commercial systems and processes. o Experience of processing data for VAT Reclaims. oExperience in using Oracle, Integra and Ascribe systems. oExperience working in a finance related role
Communication and relationship skills
Essential
- oAbility to prioritise own workload oAbility to work under pressure oGood Customer Care skills oAble to communicate information using a variety of written and verbal communication skills. oUnderstands and practices the principles of confidentiality oAble to minimise interpersonal conflict
Desirable
- Proven record of interacting with both internal and externals customer using different methods of communication.. oExperience in dealing with queries involving external customers.
Analytical and Judgement skills
Essential
- oAble to use judgement in straightforward situations. oAwareness of limitations and when to seek advice to solve problems oNumerate and able to analyse and present data and take appropriate actions
Planning and organisational skills
Essential
- oAbility to prioritise own workload. oGood organisational skills; able to prioritise and deliver accurate results to deadlines under pressure
Desirable
- oProven record of managing own workload with minimal supervision.
Commitment to Trust Values and Behaviours
Essential
- Must be able to demonstrate behaviours consistent with the Trust's "We are here for you" behavioural standards
Desirable
- Work experience in an NHS organisation NUH Work experience
Physical skills
Essential
- oAble to achieve both speed and high levels of accuracy when undertaking financial data tasks, whilst experiencing interruptions oAble to use a keyboard for a large part of the day
Desirable
- oExperience in high volume data inputting.
Other requirements specific to the role (e.g be able to drive or work on different campuses)
Essential
- oConscientious, reliable, self-motivated, mature outlook, results-orientated oAdaptable, flexible and keen to learn. oCommitment to continuous improvement of customer-focused services
Person Specification
Training & Qualifications
Essential
- oMinimum 4 GCSE's or equivalent at grade A-C (level 4-9), including English and Maths. oNVQ Level 3 in accounting or business administration or equivalent, or by demonstration of experience, knowledge and skills at this level relevant to these qualifications
Desirable
- ECDL qualification or equivalent
Experience
Essential
- oExperience of working in a business or office environment oExperience of financial processes, including invoicing and ordering stock oGood level of knowledge and experience of using Excel spreadsheets to log, analyse data and produce reports oExperience of booking out drugs using Ascribe system or equivalent system
Desirable
- o Experience of Pharmacy Business and commercial systems and processes. o Experience of processing data for VAT Reclaims. oExperience in using Oracle, Integra and Ascribe systems. oExperience working in a finance related role
Communication and relationship skills
Essential
- oAbility to prioritise own workload oAbility to work under pressure oGood Customer Care skills oAble to communicate information using a variety of written and verbal communication skills. oUnderstands and practices the principles of confidentiality oAble to minimise interpersonal conflict
Desirable
- Proven record of interacting with both internal and externals customer using different methods of communication.. oExperience in dealing with queries involving external customers.
Analytical and Judgement skills
Essential
- oAble to use judgement in straightforward situations. oAwareness of limitations and when to seek advice to solve problems oNumerate and able to analyse and present data and take appropriate actions
Planning and organisational skills
Essential
- oAbility to prioritise own workload. oGood organisational skills; able to prioritise and deliver accurate results to deadlines under pressure
Desirable
- oProven record of managing own workload with minimal supervision.
Commitment to Trust Values and Behaviours
Essential
- Must be able to demonstrate behaviours consistent with the Trust's "We are here for you" behavioural standards
Desirable
- Work experience in an NHS organisation NUH Work experience
Physical skills
Essential
- oAble to achieve both speed and high levels of accuracy when undertaking financial data tasks, whilst experiencing interruptions oAble to use a keyboard for a large part of the day
Desirable
- oExperience in high volume data inputting.
Other requirements specific to the role (e.g be able to drive or work on different campuses)
Essential
- oConscientious, reliable, self-motivated, mature outlook, results-orientated oAdaptable, flexible and keen to learn. oCommitment to continuous improvement of customer-focused services
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).