Job summary
We are currently seeking an enthusiastic and motivated individual to join the Pharmacy Team based at Farnham Road Hospital as a team administrator. You will have excellent interpersonal skills and be able to organise and carry out your work within clear timeframes. You will be integral to supporting with purchasing medicines and associated invoicing, helping with Education and Training, covering our Advice and Guidance service when needed and helping the team with general administrative tasks.
Applicants will need to have excellent communication skills and enjoy working as part of a team but be able to work independently. They should have a high level of IT skills, including Microsoft office, previous experience of electronic patient record systems is desirable but not essential.
As a successful candidate you must be able to work in a busy office and be able to manage workload despite regular interruptions. The post will include working closely with the Procurement Lead, Deputy Chief Pharmacist and other members of the Senior Pharmacy Management team.
Main duties of the job
My job makes better lives by supporting the Trust wide Pharmacy Service with efficient and appropriate administrative support to enable them to provide the best clinical and operational support possible to people who use our services.
Job Overview
To provide office administrative duties for the Pharmacy Service which includes supporting with:
- Procurement: purchasing of medicines and managing associated invoicing and paperwork.
- Education and Training delivered Trust wide needing admin support in maintaining ESR and pharmacy records.
- Advice and Guidance: to support the service administrator during periods of absence and high volume with numbers of queries (as and when needed).
- General Pharmacy administrative tasks including: data entry, reporting, arranging meetings, filing and supporting with monthly induction and so on.
Suitable for someone who is looking for a busy and challenging environment to develop and establish effective working relationships and has a passion for supporting the delivery of high quality services.
About us
Surrey and Borders Partnership NHS Foundation Trust is the leading provider of health and social care services for people of all ages with mental ill-health and learning disabilities in Surrey and North East Hampshire. We also provide social care services for people with a learning disability in Croydon and ASD and ADHD assessment services in Hampshire.
We actively seek to engage people who use our services and our communities in improving the mental wellbeing of the local population. We work closely with other NHS and voluntary sector organisations who provide services and support people who use services and carers.
Surrey is a beautiful county lying just 30 minutes away from Central London and from the South Coast.
Our historic market towns and bustling districts are enveloped in wonderful countryside, and our excellent road and rail networks bring the rest of the country within easy reach.
For international travel, both Gatwick and Heathrow airports are nearby.
Please note that we reserve the right to close posts as soon as sufficient applications are received.
Working from home contracts do not attract high cost area payments.
We look forward to receiving your application!
Job description
Job responsibilities
Key Responsibilities
To be responsible for the ordering, recording and distribution of FP10 prescription pads for all the Trusts prescribers and to liaise with outside agencies as required. To ensure that all pads are kept in a locked environment and audited regularly in line with the Trust policy and that secure transportation is available when necessary.
To support the Pharmacy Advice and Guidance Administrator during periods of planned or unplanned absence. This will include taking referrals from electronic Referral System and adding them to our electronic patient record, assigning and monitoring tasks for completing enquiries to the Advice and Guidance team (Pharmacists and Consultant Psychiatrists for Older Adults) and closing referrals on each system. Training to be provided.
To be an authorised signatory for controlled stationery.
To match invoices on computer JAC system, identifying and resolving any issues. To maintain an efficient filing system for paperwork relating to the purchase of medicines.
To order, manage and organise the circulation of BNFs to the appropriate wards and practitioners across the Trust, including maintaining a database of eligible professionals and their registration status.
To help manage diaries and appointments when required, and to resolve conflicting appointments or schedules. To distribute outgoing post and deal with incoming post for all Pharmacy staff.
To order and maintain non-medicine goods including stationery and related items. To co-ordinate the dates for the Pharmacy departments pharmaceutical and confidential waste collection. To liaise with Estates, Maintenance and IT departments regarding ongoing issues and maintenance.
To support the production of drug expenditure and other reports for the Deputy Chief Pharmacist and Director of Quality Improvement and Medicines Optimisation and nominated deputies for the Trust finance department.
To maintain an efficient filing system, both paper-based and electronic in line with regulatory requirements
To support Deputy Chief Pharmacist in regularly populating a Pharmacy Dashboard with Key Performance Indicators, and report required data to HQ
To be an Administrator on the ESR system and document staff activity including absence, appraisal and supervision
To assist in the dispensary when required in activities such as triage of day-to-day service enquiries from staff, people who use our services and other agencies and refer to the appropriate department staff. To oversee the distribution of transit bags to drivers, assist dispensers to pick and return goods, undertake stock checks and receive occasional local deliveries.
To provide administrative support to Education and Training team within Pharmacy including updating and maintaining a database for medication training for all training delivered to nursing and care staff across the Trust. To ensure certificates are sent to staff once attendance and tests have taken place.
To monitor staff performance on Statutory and Mandatory Training compliance matrix. To advise staff of expiry dates and assist them in updating courses.
To provide administration support for training sessions, provide reminders and offer advice and assistance to delegates booking courses. To liaise with the Learning and Development department regarding maintenance of ESR compliance matrix.
To support the Trusts Medicines Optimisation Committee and Pharmacy Management Team by arranging meetings, producing and distributing agendas and accurate minutes
To undertake any other duties at the request of the line manager which are commensurate with the role, including project work, internal job rotation and absence cover.
The Service is dynamic and sits within a rapidly changing environment. Whilst this Job Profile represents a range of duties required by the Post Holder, it should not be seen as an inflexible statement. It may be subject to review and modification according to service needs.
Job description
Job responsibilities
Key Responsibilities
To be responsible for the ordering, recording and distribution of FP10 prescription pads for all the Trusts prescribers and to liaise with outside agencies as required. To ensure that all pads are kept in a locked environment and audited regularly in line with the Trust policy and that secure transportation is available when necessary.
To support the Pharmacy Advice and Guidance Administrator during periods of planned or unplanned absence. This will include taking referrals from electronic Referral System and adding them to our electronic patient record, assigning and monitoring tasks for completing enquiries to the Advice and Guidance team (Pharmacists and Consultant Psychiatrists for Older Adults) and closing referrals on each system. Training to be provided.
To be an authorised signatory for controlled stationery.
To match invoices on computer JAC system, identifying and resolving any issues. To maintain an efficient filing system for paperwork relating to the purchase of medicines.
To order, manage and organise the circulation of BNFs to the appropriate wards and practitioners across the Trust, including maintaining a database of eligible professionals and their registration status.
To help manage diaries and appointments when required, and to resolve conflicting appointments or schedules. To distribute outgoing post and deal with incoming post for all Pharmacy staff.
To order and maintain non-medicine goods including stationery and related items. To co-ordinate the dates for the Pharmacy departments pharmaceutical and confidential waste collection. To liaise with Estates, Maintenance and IT departments regarding ongoing issues and maintenance.
To support the production of drug expenditure and other reports for the Deputy Chief Pharmacist and Director of Quality Improvement and Medicines Optimisation and nominated deputies for the Trust finance department.
To maintain an efficient filing system, both paper-based and electronic in line with regulatory requirements
To support Deputy Chief Pharmacist in regularly populating a Pharmacy Dashboard with Key Performance Indicators, and report required data to HQ
To be an Administrator on the ESR system and document staff activity including absence, appraisal and supervision
To assist in the dispensary when required in activities such as triage of day-to-day service enquiries from staff, people who use our services and other agencies and refer to the appropriate department staff. To oversee the distribution of transit bags to drivers, assist dispensers to pick and return goods, undertake stock checks and receive occasional local deliveries.
To provide administrative support to Education and Training team within Pharmacy including updating and maintaining a database for medication training for all training delivered to nursing and care staff across the Trust. To ensure certificates are sent to staff once attendance and tests have taken place.
To monitor staff performance on Statutory and Mandatory Training compliance matrix. To advise staff of expiry dates and assist them in updating courses.
To provide administration support for training sessions, provide reminders and offer advice and assistance to delegates booking courses. To liaise with the Learning and Development department regarding maintenance of ESR compliance matrix.
To support the Trusts Medicines Optimisation Committee and Pharmacy Management Team by arranging meetings, producing and distributing agendas and accurate minutes
To undertake any other duties at the request of the line manager which are commensurate with the role, including project work, internal job rotation and absence cover.
The Service is dynamic and sits within a rapidly changing environment. Whilst this Job Profile represents a range of duties required by the Post Holder, it should not be seen as an inflexible statement. It may be subject to review and modification according to service needs.
Person Specification
Qualifications
Essential
- GCSE A-C in English/Maths/Science or Equivalent qualification
Experience
Essential
- Experience of working in the NHS or Health admin setting
- Experience of working in a busy office environment
Desirable
- Experience of working in a Learning Disability setting
Skills
Essential
- Good Interpersonal and Communication Skills
- Proficient knowledge of Microsoft Office
Desirable
- Good typing speed is desirable
- Experience of electronic patient records
Person Specification
Qualifications
Essential
- GCSE A-C in English/Maths/Science or Equivalent qualification
Experience
Essential
- Experience of working in the NHS or Health admin setting
- Experience of working in a busy office environment
Desirable
- Experience of working in a Learning Disability setting
Skills
Essential
- Good Interpersonal and Communication Skills
- Proficient knowledge of Microsoft Office
Desirable
- Good typing speed is desirable
- Experience of electronic patient records
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.
