Pharmacy Senior Administrator - Peterborough

Job description

Job responsibilities

Deliver full secretarial and administrative support to the pharmacy service across PCH and Stamford. This will include:

Copy typing using word processing software; typing reports with graphs for other pharmacy staff, using spreadsheet software.

Typing presentations for other pharmacy staff, using presentation software; accurately entering data into database software used to maintain staff records and other databases as required.

Attending meetings to take minutes, arrange publication of agenda and notification of meetings to attendees in the post holders absence.

Support diary management of the Pharmacy Senior Management Team and other members of Pharmacy staff; booking appropriate venues, ensuring knowledge and attendance of meetings, preparing necessary documentation for the meeting.

Organising meetings between senior pharmacy staff and the pharmaceutical industry, NHS management and other relevant bodies; providing senior staff with papers and other information regarding meetings for which they are involved, in a timely and efficient manner.

Maintaining departmental filing systems and ensure accurate and up to date information is available when required.

Provide tailored administration duties for members of the senior pharmacy management team coordinating diary appointments and work schedules and providing comprehensive administration support to their roles.

Answer telephone calls coming into the pharmacy office, and deal with them appropriately and courteously using individual initiative and judgement.

Deliver systems of working, record keeping systems, both paper and electronic, and retention of data to meet relevant local and national standards.

Support the development and implementation of procedures, systems and processes for administration in the Pharmacy Department. Participate in the development and implementation of procedures in other work areas of pharmacy; including financial procedures for accounting for cash, pharmacy annual leave policy, pharmacy dress code procedure, pharmacy records management and pharmacy security.

Organise and support the management for designated department and Trust meetings and committees. The support required is to: produce agenda and all necessary papers in advance, organise the meetings, attend meetings and take minutes, distribute minutes and action cards to committee members and other named staff in accordance with the requirements of the Administration and Governance Manager.

Support the development and maintenance of clinical documents involving medicines, including Trust Prescription Charts, Trust Policies, Procedures and Guidelines.

Support the set-up of computer systems as necessary, coordinate the pharmacy staff access to networked computers, deal with queries where possible, referring to IT helpdesk when necessary. Manage shared computer drives, printers and other peripheral equipment. Purchase new computers or other hardware at the direction of the Chief Pharmacist.

Ensure all computer files on shared drives are maintained and updated, and stored in a logical order.

Liaise with Facility services in the maintenance of the pharmacy alarm systems and be responsible for the security system of the department, including management of codes and ensuring emergency access procedures are in place.

Assist the Senior Management Team in setting up annual monitoring standards within each area of Pharmacy. Work with each area to collate data, display within the department and at each pharmacy senior management meeting.

Ensure incoming mail is distributed to members of the pharmacy team in an efficient manner.

Distribute British National Formulary (BNF) twice yearly and Childrens BNF yearly as required according to agreed distribution list.

Ensure appropriate office stationary stock is held for use in the department

Provide administration support to the recruitment of both permanent and temporary staff within the department liaising with HR / FSS to ensure an efficient process.

Person Specification

Education & Qualifications

Essential

• Good standard of education to diploma level or equivalent knowledge and experience - to include GCSE English and Maths (or equivalent)
• Word processing skills at OCR II or III Word Processing as standard or equivalent

Desirable

• Project management training / achievement of nationally recognised qualification (e.g. PRINCE2)

Knowledge & Experience

Essential

• Significant experience in an administrative supervisory or management role within the NHS or healthcare provider organisation
• Experience of working with senior staff within an organisation
• Good working knowledge of Microsoft Office applications including Word, Excel and PowerPoint
• Previous experience of working with the public
• Recruitment and selection experience
• Ability to manage resources
• Knowledge of human resources requirements and regulations

Desirable

• Knowledge of medical terminology including pharmaceutical product names and their indications

Key Skills

Essential

• Effectively prioritises and co-ordinates own work and work of others and ability to use initiative to make a decision within sphere of work and/or knowledge
• Friendly and approachable
• Ability and willingness to work as part of a team to deliver total service, whilst managing own area of responsibility
• Excellent communication skills with the ability to communicate with all staff levels
• Ability to remain calm and work effectively under pressure and to deadlines
• Accurate keyboard skills and good working knowledge of MS Office with ability to interrogate data and create reports in a variety of formats appropriate for target audience and subject matter

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.

Certificate of Sponsorship

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).

Employer details

Employer name

North West Anglia NHS Foundation Trust

Address

Peterborough City Hospital

Peterborough

PE3 9GZ

Employer's website

https://www.nwangliaft.nhs.uk/ (Opens in a new tab)