Gloucestershire Hospitals NHS Foundation Trust

Administrative Assistant – Pharmacy, Band 3

The closing date is 08 April 2026

Job summary

Come and join our friendly pharmacy team in a role supporting the administrative function in the department at Gloucestershire Royal Hospital.

The team is large but welcoming and looking for an adaptable, dependable and reliable addition where you will be part of a progressive department. Please contact us to have a chat or a look round. Full details in the JD attached.

Main duties of the job

Provides full administrative support to the Pharmacy Department as per all Key Result Areas. Supports the role in Human Resources function of 100+ pharmacy staff, including management of Roster for these staff.

Please see the attached detailed Job Description and a full person specification for further details on the main responsibilities of this vacancy.

About us

We take pride in placing people at the centre of everything we do, working together as a united team. Driven by a shared ambition to continually grow, develop, and learn, we recognise and value every contribution. By combining our experience and skills, we not only support our vibrant, diverse communities, but also support one another.

With a team of over 9,000 employees, we are proud to be the largest employer in Gloucestershire and rank among the top 10 largest Trusts in the South West region. By joining our Trust, you will benefit from an excellent package that includes exclusive benefits, flexible working opportunities and the chance to gain valuable experience in one or both of our innovative hospitals.

Date posted

18 March 2026

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,937 to £26,598 a year (pa pro rata if part-time)

Contract

Permanent

Working pattern

Full-time, Part-time, Job share

Reference number

318-26-T0177

Job locations

Pharmacy- Gloucestershire Royal Hospital

Great Western Road

Gloucester

GL1 3NN

Job description

Job responsibilities

Administration

- Maintain all filing systems of monthly reports, personnel folders, invoices and various department meeting notes includes electronic record keeping & SharePoint Management

- Filing of prescriptions

- Photocopying, scanning and collating of various documents for meetings occasionally

-Dealing with annual leave/sickness keeping appropriate records, monitors time taken.

- Receive incoming mail for Pharmacy, as well as general mail and phone-calls.

- FP10 NC prescription pads, issue to wards/outpatient areas, receipting, maintaining appropriate records and ensuring filing is kept up to date.

- Produce and supply spreadsheets to accompany each FP10 (NC) prescription pad

- Ensuring Disposal of confidential information in accordance with Records Retention Policy.

- Pharmacy equipment i.e., photocopier, printers are working efficiently, assisting members of staff with equipment and training where needed and reporting/dealing with any problems.

- Ordering of all departmental stationary and controlled stationary.

- Orders for pharmacy supplies & payments for courses/maintenance bills on Smart stream

- Take notes and distribute to staff for the team brief

- Provide note taking support when needed at meetings in the absence of Admin lead.

- Provide Induction for all new staff

- Collect the daily CD slips and match them to the correct TTO

- Monthly filing of CD orders and CD destruction records

- Complete any typing as required.

- Organising Locum Pharmacy staff and corresponding with the Trusts onsite bank team.

- Ensuring prompt finalising of locum timesheets using a system called 247 once a week.

- Responsible for the Pharmacy car including mileage sheets correctly completed and signed

- Yearly completion of mileage forms to finance

- Yearly completion of Pharmacist and Pharmacy Technician GPHC registration compliance

- Administrative support to SLT as allocated by Team leader

- Finalise payroll and auto roster shift patterns weekly and monthly, and ensure all payments and shifts are correct using Healthroster.

Personnel Responsibilities

- Completing leaver/variation forms, awaiting signature from Senior Management and Admin Lead. Checking they have been sent to appropriate departments.

- Update HealthRoster daily recording annual leave, overtime, sickness, toil or unpaid leave for all staff.

- Produce sickness reports where required for Management Group

- Track appraisal schedule for staff

- Liaise with and support section heads with sickness reviews and maintain records as requested

- Ensuring new starters receive starter packs/badges and necessary paperwork is sent

- Liaising with Personnel/Salaries and Wages.

- Organise and collate forms and help with maternity enquiries.

- Be the first point of contact for staff regarding queries on pay and annual leave.

- Exercise judgement when dealing with enquiries.

Finance / Invoicing

- Receipt orders on finance system

- Manage invoices and payment of all relevant items, e.g. Medical Gases, license fees etc.

- Assist with order office invoice functions where needed

General

- Main point of contact with Estates

- Following up email requests

- Organising staff uniform

- Complete any other Admin related tasks assigned by Pharmacy Senior Leadership Team