Pharmacy Team Administrator and PA

Job description

Job responsibilities

Job Summary:

To ensure the provision of comprehensive secretarial, professional administrative and clerical support at a senior level to the Chief Pharmacist and the Pharmacy Department.

This will include:

1. To manage own workload.

2. To maintain and manage workload in an environment which can be unpredictable, where there are frequent interruptions e.g. answering phone calls, responding to staff queries and rescheduling and prioritising as required.

3. To take responsibility for coordinating, collecting, compiling and maintaining accurate workforce information on the e-rostering system, including annual leave and sickness records.

4. To arrange appointments/meetings as directed by the chief pharmacist and support with diary management.

5. To carry out secretarial duties effectively to include: Word-processing; excel documents; e-mail; internet searches; use of printers; construction of own letters and those on behalf of the Chief Pharmacist; take dictation and produce accurate documents, spreadsheets and tables.

6. To ensure the efficient distribution of all post and other documents received. This includes the opening and distribution of all mail addressed to the Chief Pharmacist, making judgements about the appropriateness for forwarding information and referring on to other staff or agencies.

7. To manage the pharmacy administrative support to Trust and Pharmacy committees including preparation and circulation of papers, minute taking, follow-up correspondence and circulation of notes. This includes but is not limited to the Trust Medicines Management Committee, Pharmacy Senior Management Group, Outsourced Outpatient Meetings and Pharmacy Governance Meeting.

Workforce

To take responsibility for coordinating, collecting, compiling and maintaining accurate workforce information on the e-rostering system, including annual entitlements, weekend/bank holiday shifts, annual leave and sickness records.

To collate and report pharmacy performance indicators, monthly and ad hoc as necessary.

To maintain trackers for staff sickness, Freedom of Information Requests (FOIs), Complaints, mandatory training and appraisal.

To organise and update confidential staff files.

To maintain and organise the induction packs for all new starters.

To be responsible for part of the departmental induction for all new staff.

To invigilate with internal examinations for student staff and interviewees.

Communications and Relationships

To liaise with the recruitment department and HR to assist with recruitment regarding:

o Advertisements for posts

o Job descriptions

o Start dates

o And to obtain references when necessary.

To liaise with locum agencies and the Trust Bank regarding temporary staff and keep appropriate records.

To manage the pharmacy administrative support to Trust and Pharmacy committees including preparation and circulation of papers, minute taking, follow-up correspondence and circulation of notes.

To prepare paperwork and record minutes of meetings in the department and at divisional level as necessary and to forward the minutes to all interested parties including outside agencies.

To receive and make telephone calls on behalf of the Chief Pharmacist.

To receive telephone enquiries, answer any queries if possible and refer on as necessary.

To liaise with drug company representatives and to book and organise lunches for them in the department.

Provide non-clinical advice to members of the public and staff.

To organise room bookings for pharmacy and external staff to use.

To greet and deal with personal callers to the pharmacy department.

General duties

To establish and maintain effective communication through all media with all staff.

To manage the production and circulation of general mailings from the department

To organise the pharmacy department to provide efficient and effective administrative systems

To maintain all area policies and procedures for the department, as required.

To support with the day to day oversight of the department such as helping to keep the department tidy, organised, secure and well-managed.

To maintain the filing system, making improvements where necessary.

To maintain all pharmacy notice boards and ensure they are kept up to date and out of dates posters/information removed.

To ensure the staff photo board is kept up to date with new starters and leavers details removed.

To organise manual orders and other controlled documentation and keep appropriate records.

To update and maintain appropriate department spreadsheets and the e-rostering system.

To develop, design, manage and maintain databases for Patient Group Directions (PGDs) and any others required by the department.

To organise and maintain stationery supplies.

To ensure confidentiality at all times on all matters relating to patient and personnel information.

To be trained to use the Oracle system to support with purchase orders and invoices where required. This will include facilitating reconciliation of invoices requested by the Principal Pharmacist for Education and Training along with other adhoc requests.

To work closely with the other Pharmacy Administrator(s) to assist the smooth running of the secretarial and administrative provision including providing cross site cover as necessary.

To carry out any other duties as may reasonably be expected by the Chief Pharmacist.

Person Specification

Qualifications and Training

Essential

• Good general education
• Good written and spoken English skills
• Microsoft & Excel programme qualifications

Experience

Essential

• Previous healthcare environment experience
• Experience in a PA role
• Experience of working successfully under pressure and to tight deadlines
• Office or administration experience within a management team

Knowledge

Essential

• Intermediate level secretarial skills, including audio typing
• Ability to deal with confidential issues, and communicate sensitive and sometimes complex information to a range of individuals inside and outside the Trust
• Ability to analyse information and make sensible judgements based on an understanding of the situation.
• Implementing and maintaining office systems
• Literacy and numeracy skills
• Demonstration of excellent command of language and diction. Proven excellent organisation and prioritising skills.
• Ability to understand the functions of the Chief Pharmacist
• The ability to work with discretion, sensitivity and sound judgement on matters relating to the Chief Pharmacist and wider pharmacy team

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.

Employer details

Employer name

Lewisham and Greenwich NHS Trust

Address

Queen Elizabeth Hospital Woolwich

London

SE18 4QH

Employer's website

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