Job summary
The Pharmacy Department at Barts Health is one of the largest in the country and covers a population of 2.5 million. We provide clinical pharmacy and medicines optimisation services from our five hospital sites across the City of London, East and North- East London.
Please Note: This vacancy may close earlier than advertised date if sufficient number of applications are received, Earliest submission of your application is recommended.
An exciting opportunity has arisen to join the Group Pharmacy Administration Team as a Senior Pharmacy Administrator supporting Education, Training and Development. The post holder will have a key role in the provision of administrative services and will need to exercise initiative, independent judgement and decision-making to ensure an effective and high-quality service is delivered.
Candidates should possess excellent time management skills and will be able to take an active and systematic approach to problem-solving. You will need excellent interpersonal and communication skills to communicate complex information effectively.
At Barts Health, we recognise and celebrate the value of our staff. Therefore, dedication to creating and maintaining an excellent working environment for all staff is essential. In return, you will have access to excellent training and development opportunities. If you want to discuss the role, please get in touch with Viola Henry via email at viola.henry1@nhs.net or shammi.khatun1@nhs.net .
Main duties of the job
The post holder will provide comprehensive administrative and system management support for the Pharmacy Education and Training team and Administration Services. They will carry out the full range of duties as the Senior Group Pharmacy Administrator to aid the team with delivery of high quality, patient-centred care.
Key tasks include:
- Acting as the central contact point for ETD administrative aspects of the Pharmacy Services
- Co-ordinating and supporting administrative functions throughout Pharmacy Services including Pharmacy ETD committee, Local Faculty Group and well-being committee
- Supporting and communicating recruitment/ People processes within Pharmacy Services
- Liaising with AP to process invoices, follow up invoice queries and remittance notice.
- Supporting with projects as required
About us
Barts Health is one of the largest NHS trusts in the country, and one of Britain's leading healthcare providers.
The Barts Health group of NHS hospitals is entering an exciting new era on our improvement journey to becoming an outstanding organisation with a world-class clinical reputation. Having lifted ourselves out of special measures, we now have the impetus and breathing space to chart a fresh course in which we are continually striving to improve all our services for patients.
Our vision is to be a high-performing group of NHS hospitals, renowned for excellence and innovation, and providing safe and compassionate care to our patients in east London and beyond. That means being a provider of excellent patient safety, known for delivering consistently high standards of harm-free care and always caring for patients in the right place at the right time. It also means being an outstanding place to work, in which our WeCare values and behaviours are visible to all and guide us in how we work together.
We strive to live by our WeCare values and are committed to promoting inclusion, where every staff member has a sense of belonging. We value our differences and fully advocate, cultivate and support an inclusive working environment.
Job description
Job responsibilities
We are dedicated to being an outstanding place to work and will work with you to get the best experience. We know flexible working is not a one size fits all and will mean something different to everyone. We are inclusive, so if you are interested in flexible working, please speak to the recruiting manager.
Although this position is a 12 months fixed-term contract, the actual contract duration will be adjusted to account for the time taken to advertise the post, complete the hiring process, and finalise pre-employment checks. This means the contract will begin when the candidate starts the role and may be slightly shorter than 12 months.
The full job description provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience, and knowledge required. For both documents, please view the attachment/s below.
Job description
Job responsibilities
We are dedicated to being an outstanding place to work and will work with you to get the best experience. We know flexible working is not a one size fits all and will mean something different to everyone. We are inclusive, so if you are interested in flexible working, please speak to the recruiting manager.
Although this position is a 12 months fixed-term contract, the actual contract duration will be adjusted to account for the time taken to advertise the post, complete the hiring process, and finalise pre-employment checks. This means the contract will begin when the candidate starts the role and may be slightly shorter than 12 months.
The full job description provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience, and knowledge required. For both documents, please view the attachment/s below.
Person Specification
Experience
Essential
- Proven experience of good performance in previous posts.
- Significant experience of working in a busy office environment
- Recent experience of working with minimal supervision and using own initiative
- Use of Word, Excel and/or databases, for example file share, eRostering, or similar
- Experience of administrative processes in an office environment
- Experience of using, Oracle (or similar stock ordering system)
- Experience of using and iPoint (or similar staff booking system)
- Experience in raising Invoice for external companies or subscriptions and liaising with external suppliers
Desirable
- Audit and data collection
- Working in a pharmacy environment
Knowledge
Essential
- Systems Management
- Knowledge of procedures in relation to providing a safe working environment
- Understand customer care issues
- Understanding of the relevant legislation e.g., Health and Safety, GDPR / Data protection and Equality
Desirable
- Knowledge of the NHS and its organisational structure
Skills
Essential
- Excellent interpersonal skills
- Excellent verbal and written communication skills
- IT literate and able to use Microsoft Office programmes.
- Time management skills with ability to organise and prioritise workload
- Analyse, investigate and resolve queries, problems relating to data quality, staffing and departmental issues
- Ability to self-motivate
- Methodical attention to detail
- Ability to complete documentation accurately with high standard of attention to detail
- Ability to accurately input data into computerised and paper-based systems
- Able to perform basic cost/ quantity calculations
- Able to handle sensitive information confidentially
- Ability to accurately take telephone messages
- Ability to compose letters and memos
- Able to plan and coordinate local projects, ensuring that they are undertaken with minimal disruption and maximum communication.
- Ability to work calmly under pressure and to deadlines
- Ability to follow policies and procedures
- Ability to work effectively in a team (good team worker)
- Ability to take minutes concisely and accurately for team and HR meetings.
- Trust values and how to apply them
Desirable
- Ability to facilitate change within own scope of work and manage impact on others
Qualifications
Essential
- Business administration qualifications or equivalent relevant experience
Desirable
- Typing qualification
- Minute taking course
- ILM Level 2 or equivalent experience and willing to work towards qualification
Other
Essential
Person Specification
Experience
Essential
- Proven experience of good performance in previous posts.
- Significant experience of working in a busy office environment
- Recent experience of working with minimal supervision and using own initiative
- Use of Word, Excel and/or databases, for example file share, eRostering, or similar
- Experience of administrative processes in an office environment
- Experience of using, Oracle (or similar stock ordering system)
- Experience of using and iPoint (or similar staff booking system)
- Experience in raising Invoice for external companies or subscriptions and liaising with external suppliers
Desirable
- Audit and data collection
- Working in a pharmacy environment
Knowledge
Essential
- Systems Management
- Knowledge of procedures in relation to providing a safe working environment
- Understand customer care issues
- Understanding of the relevant legislation e.g., Health and Safety, GDPR / Data protection and Equality
Desirable
- Knowledge of the NHS and its organisational structure
Skills
Essential
- Excellent interpersonal skills
- Excellent verbal and written communication skills
- IT literate and able to use Microsoft Office programmes.
- Time management skills with ability to organise and prioritise workload
- Analyse, investigate and resolve queries, problems relating to data quality, staffing and departmental issues
- Ability to self-motivate
- Methodical attention to detail
- Ability to complete documentation accurately with high standard of attention to detail
- Ability to accurately input data into computerised and paper-based systems
- Able to perform basic cost/ quantity calculations
- Able to handle sensitive information confidentially
- Ability to accurately take telephone messages
- Ability to compose letters and memos
- Able to plan and coordinate local projects, ensuring that they are undertaken with minimal disruption and maximum communication.
- Ability to work calmly under pressure and to deadlines
- Ability to follow policies and procedures
- Ability to work effectively in a team (good team worker)
- Ability to take minutes concisely and accurately for team and HR meetings.
- Trust values and how to apply them
Desirable
- Ability to facilitate change within own scope of work and manage impact on others
Qualifications
Essential
- Business administration qualifications or equivalent relevant experience
Desirable
- Typing qualification
- Minute taking course
- ILM Level 2 or equivalent experience and willing to work towards qualification
Other
Essential
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).
