Job summary
To provide an administrative and clerical service to the Oxleas Prison Services (OPS) Pharmacy Teams and Senior Managers, undertaking all aspects of administrative duties.
Main duties of the job
Management
Not responsible for staff
Research
Participate with the team to collect information related to audits being undertaken within OPS.
Communication
Communicate and liaise verbally and in writing with suppliers, internal and external finance teams; building good working relationships. Extending to
OPS Office Manager/ Pharmacy Systems Manager, Prison Services Team Leader/ Superintendent Pharmacist, Director and Pharmacy Teams, OPS Board and Committee members.
Any other duties appropriate to the role and level that may be required from time to time
About us
Oxleas offers a wide range of NHS healthcare services to people in community and secure environment settings. Our services include community health care such as district nursing and speech and language therapy, care for people with learning disabilities and mental health care such as psychiatry, nursing and therapies. Our multidisciplinary teams look after people of all ages and we work in close partnership with other parts of the NHS, local councils and the voluntary sector and through our new provider collaboratives. Our 4,300 members of staff work in many different settings including hospitals, clinics, prisons, secure hospitals, children's centres, schools and people's homes.
We have over 125 sites in a variety of locations in the South of England. In London we operate within the Boroughs of Bexley, Bromley Greenwich and into Kent. We manage hospital sites including Queen Mary's Hospital, Sidcup and Memorial Hospital, Woolwich, as well as the Bracton Centre, our medium secure unit for people with mental health needs. We are the largest NHS provider of prison health services providing healthcare to prisons within Devon, Dorset, Bristol, Wiltshire and Gloucestershire, Kent and South London. We are proud of the care we provide and our people.
Our purpose is to improve lives by providing the best possible care to our patients and their families. This is strengthened by our new values:
- We're Kind
- We're Fair
- We Listen
- We Care
Job description
Job responsibilities
Key Task and Responsibilities
To provide an administrative and clerical support service to the OPS Office Manager/ Pharmacy Systems Manager, Prison Services Team Leader, Director and Pharmacy Teams.
Support the OPS invoice processing for all Prison Pharmacy sites, ensuring credits are requested and queries are dealt with promptly.
Assist the OPS Office Manager/ Pharmacy Systems Manager with the organising and taking of minutes at OPS meetings.
To provide a professional and confidential administration service, to include audio/copy typing; preparing correspondence; proof reading documents; photocopying; faxing; filing; scanning; dealing with post; having access to team members outlook calendars.
To act independently to ensure daily tasks and on-going workloads are prioritised and completed within agreed timescales, in order to manage multiple tasks within the working day whilst maintaining quality standards.
To obtain and maintain a working knowledge of JAC in order to ensure that the invoice processing process is adhered to on all sites and that the post-holder is competent to trouble shoot issues with invoices by use of Supplier portals.
To support with the ordering of equipment and supplies as directed by the OPS Office Manager/ Pharmacy Systems Manager.
To support the maintenance of an efficient filing electronic system and to include archiving files according to Trust Policy.
Job description
Job responsibilities
Key Task and Responsibilities
To provide an administrative and clerical support service to the OPS Office Manager/ Pharmacy Systems Manager, Prison Services Team Leader, Director and Pharmacy Teams.
Support the OPS invoice processing for all Prison Pharmacy sites, ensuring credits are requested and queries are dealt with promptly.
Assist the OPS Office Manager/ Pharmacy Systems Manager with the organising and taking of minutes at OPS meetings.
To provide a professional and confidential administration service, to include audio/copy typing; preparing correspondence; proof reading documents; photocopying; faxing; filing; scanning; dealing with post; having access to team members outlook calendars.
To act independently to ensure daily tasks and on-going workloads are prioritised and completed within agreed timescales, in order to manage multiple tasks within the working day whilst maintaining quality standards.
To obtain and maintain a working knowledge of JAC in order to ensure that the invoice processing process is adhered to on all sites and that the post-holder is competent to trouble shoot issues with invoices by use of Supplier portals.
To support with the ordering of equipment and supplies as directed by the OPS Office Manager/ Pharmacy Systems Manager.
To support the maintenance of an efficient filing electronic system and to include archiving files according to Trust Policy.
Person Specification
Education & Qualifications
Essential
- Education to GCSE/CSE level C and Above
- RSA II /City & Guilds Qualification in typing/administration or NVQ Level 3 or Equivalent experience
Skills Abilities and Knowledge
Essential
- Ability to prioritise own work
- Clear and fluent level of written and verbal communication
Desirable
- Knowledge and/or use of JAC
Other
Essential
- Ability to work effectively as a member of a team
Person Specification
Education & Qualifications
Essential
- Education to GCSE/CSE level C and Above
- RSA II /City & Guilds Qualification in typing/administration or NVQ Level 3 or Equivalent experience
Skills Abilities and Knowledge
Essential
- Ability to prioritise own work
- Clear and fluent level of written and verbal communication
Desirable
- Knowledge and/or use of JAC
Other
Essential
- Ability to work effectively as a member of a 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.
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).
