Job summary
Avon and Wiltshire Mental Health Partnership NHS Trust (AWP) is a significant provider of high-quality mental health services across a core catchment area covering Bath and North East Somerset (BaNES), Bristol, North Somerset, South Gloucestershire, Swindon, and Wiltshire.
The Trust provides services for people with mental health needs, those with drug or alcohol dependency, and mental health services for people with learning disabilities. Increasingly, these services are delivered in community settings. Our community services are supported by inpatient units that provide short-term assessment, treatment, and care.
The AWP Pharmacy Service supplies medication and provides clinical support to wards and teams across our core catchment area. We operate two dispensaries: the Calne Pharmacy Hub in Wiltshire and the dispensary at Callington Road Hospital in Bristol. In addition to managing the medicines supply chain across the Trust, we support the safe and effective use of medicines through clinical work, enquiry answering, medicines governance, and a wide range of other activities.
The main purpose of this role is to ensure that the AWP Pharmacy team is supported by a dynamic and proactive administration team providing a broad range of corporate services. This enables the department to operate safely and efficiently and allows clinical pharmacy staff to focus on delivering direct patient care.
Main duties of the job
Provide business co-ordination and oversee the provision of corporate services to the AWP Pharmacy Service, including supporting the Chief Pharmacist with administrative aspects of their duties where required.
Co-ordinate, manage, and supervise administrative staff and services, planning and monitoring activity levels to ensure the optimum use of administrative resources, including budget management where delegated authority has been granted.
Ensure the administration team is fully integrated within the wider pharmacy service, with administrative resources deployed effectively to support the delivery of pharmacy services. Undertake defined project work as required.
Note: Please see the attached job description and key local information sheet for further details about the main duties of this role.
About us
We are AWP (Avon and Wiltshire Mental Health Partnership NHS Trust), a diverse organisation with over 5,000 dedicated staff providing inpatient and community-based mental health care.
We deliver services from a range of locations to approximately 1.8 million people living in Bath and North East Somerset (B&NES), Bristol, North Somerset, South Gloucestershire, Swindon, across the county of Wiltshire, and in parts of Dorset.
Our outstanding people promote mental health and wellbeing. The expertise and resources within AWP are dedicated to a person-centred approach for those who use our services and for all employees. We recognise that happy and fulfilled employees provide better care.
AWP is committed to supporting and creating a positive, research-active, and evidence-based environment and culture, which has a beneficial impact on everyone who works within the organisation and on the care we provide to those who use our services.
At AWP, we actively encourage applicants from all backgrounds. We are particularly keen to receive applications from people from Black, Asian and minority ethnic backgrounds, those with disabilities, and members of the LGBTQ+ community. We want people to bring their unique blend of experiences, backgrounds, perspectives, and knowledge to AWP, as diversity makes us stronger.
Job description
Job responsibilities
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Support AWP Pharmacy by compiling and delivering highquality reporting and monitoring tools to assess the effectiveness of clinical pharmacy services. This will include liaising with a wide range of stakeholders, both internal and external to the organisation, including:
-
Multidisciplinary Teams (Community or Inpatient)
-
Service Users and Carers
-
Health and Social Care Teams (e.g., GPs and community health)
-
Senior Management
-
Other statutory agencies
-
Manage an administration team that serves as the main point of contact for external partner agencies. This includes handling a range of enquiries, including those of a confidential nature. Identify and clarify the issues involved, prioritise appropriately, and take actioneither by providing accurate information or referring matters to the appropriate member of the pharmacy team.
-
Organise, resource, and participate in strategic, service, and departmental meetings.
-
Develop and implement administration procedures and protocols that deliver quality and efficiency, meeting the needs of service users and the requirements of the AWP Pharmacy Service.
-
Provide and discuss confidential, sensitive, contentious, or complex information with administrative and clinical staff at all levels of the organisation, as well as with service users and external stakeholders. This may include investigating and resolving relatively complex (nonclinical) staff issues within the admin team and supporting clinicians to resolve servicerelated problems.
-
Ensure that the administration team manages a range of routine projects and tasks, intervening to resolve issues as they arise in order to achieve expected outcomes.
-
Ensure that the pharmacy administration team maintains accurate records relating to annual leave and other absences, and that sickness records are completed correctly.
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Ensure that the administration team plans activities and programmes (e.g., meetings, events, conferences), taking particular responsibility for more complex arrangements.
-
Participate in the planning of oncall rotas as required.
-
Maintain and update the pharmacy departments procedure and guideline folders, as well as personnel, training, and health and safety records.
-
Prepare and deliver presentations as required, and support pharmacy clinical colleagues in developing and delivering presentation materials.
-
Ensure systems are in place to gather, analyse, and report business performance and quality information, working closely with relevant pharmacy and Trust colleagues.
-
Act as an authorised signatory in line with delegated authority, including responsibility for the administration team budget and liaising with the management accountant when requested by the Chief Pharmacist.
-
Develop information systems as required, with the active support of the pharmacy digital and clinical teams. This includes developing and maintaining electronic and paper records of prescriptions, and working directly with AWP clinical teams where necessary.
-
Use IT packagesincluding Word, Excel, Outlook, PowerPoint, and Publisherto create reports and documents, ensuring consistent bestpractice use of these systems across administrative functions. Provide training on the use of these packages to other members of the pharmacy service as required
Note: Please see the attached job description and key local information sheet for further details about the main duties of this role.
Right to Work in the UK This position is not eligible for Skilled Worker visa sponsorship. Applicants must already hold the legal right to work in the UK at the time of application, as the organisation is unable to support sponsorship for this post.
Job description
Job responsibilities
-
Support AWP Pharmacy by compiling and delivering highquality reporting and monitoring tools to assess the effectiveness of clinical pharmacy services. This will include liaising with a wide range of stakeholders, both internal and external to the organisation, including:
-
Multidisciplinary Teams (Community or Inpatient)
-
Service Users and Carers
-
Health and Social Care Teams (e.g., GPs and community health)
-
Senior Management
-
Other statutory agencies
-
Manage an administration team that serves as the main point of contact for external partner agencies. This includes handling a range of enquiries, including those of a confidential nature. Identify and clarify the issues involved, prioritise appropriately, and take actioneither by providing accurate information or referring matters to the appropriate member of the pharmacy team.
-
Organise, resource, and participate in strategic, service, and departmental meetings.
-
Develop and implement administration procedures and protocols that deliver quality and efficiency, meeting the needs of service users and the requirements of the AWP Pharmacy Service.
-
Provide and discuss confidential, sensitive, contentious, or complex information with administrative and clinical staff at all levels of the organisation, as well as with service users and external stakeholders. This may include investigating and resolving relatively complex (nonclinical) staff issues within the admin team and supporting clinicians to resolve servicerelated problems.
-
Ensure that the administration team manages a range of routine projects and tasks, intervening to resolve issues as they arise in order to achieve expected outcomes.
-
Ensure that the pharmacy administration team maintains accurate records relating to annual leave and other absences, and that sickness records are completed correctly.
-
Ensure that the administration team plans activities and programmes (e.g., meetings, events, conferences), taking particular responsibility for more complex arrangements.
-
Participate in the planning of oncall rotas as required.
-
Maintain and update the pharmacy departments procedure and guideline folders, as well as personnel, training, and health and safety records.
-
Prepare and deliver presentations as required, and support pharmacy clinical colleagues in developing and delivering presentation materials.
-
Ensure systems are in place to gather, analyse, and report business performance and quality information, working closely with relevant pharmacy and Trust colleagues.
-
Act as an authorised signatory in line with delegated authority, including responsibility for the administration team budget and liaising with the management accountant when requested by the Chief Pharmacist.
-
Develop information systems as required, with the active support of the pharmacy digital and clinical teams. This includes developing and maintaining electronic and paper records of prescriptions, and working directly with AWP clinical teams where necessary.
-
Use IT packagesincluding Word, Excel, Outlook, PowerPoint, and Publisherto create reports and documents, ensuring consistent bestpractice use of these systems across administrative functions. Provide training on the use of these packages to other members of the pharmacy service as required
Note: Please see the attached job description and key local information sheet for further details about the main duties of this role.
Right to Work in the UK This position is not eligible for Skilled Worker visa sponsorship. Applicants must already hold the legal right to work in the UK at the time of application, as the organisation is unable to support sponsorship for this post.
Person Specification
Qualifications
Essential
- Manager NVQ Level 5 Operations/Departmental Qualification or equivalent qualification
- Equivalent competencies acquired through experience and willingness to undertake NVQ 5 Operations/Departmental Manager Qualification under the Trust Apprenticeship Scheme
Desirable
- No NVQ qualification, but explicit desire to undertake and relevant experience
Exp
Essential
- Knowledge of NHS Policies and Procedures
- Excellent computer and IT skills to enable the production of reports and spread sheets
- Experience of working in a large complex organisation
- Experience of general office routine and filing systems
- Experience of supervising staff
- Numerate with ability to understand financial processes
- Ability to plan own work and that of others
- Ability to work to tight deadlines and under pressure
- Ability to provide comprehensive reports including data analysis
- Discretion, diplomacy, tact and the power to persuade are required
Desirable
- Administration experience in a health/social care setting
- Experience of working in an office environment
- Experience of working within clinical pharmacy service
Skills
Essential
- Excellent communications skills, both verbal and written
- Ability to take and convey clear messages
- Ability to work to conflicting demands
- Ability to problem solve
- Ability to deal with difficult situations
- Ability to maintain confidentiality
- Plan and prioritise own workload and the workload of others as required
- Empathy for individuals who have experienced mental health problems and ability to cope with behaviour, which may be challenging at times.
- Enthusiastic and motivated
- Ability to demonstrate behaviours consistent with the Trust's values and act as a role model to colleagues
- Effective communication skill both internal and external sometimes in complex and sensitive situations
- Advanced Level of IT Skills in Microsoft Office and other relevant software packages and systems
Desirable
- Empathy for individuals who have experienced mental health problems and ability to cope with behaviour which may be challenging at times
- Experience of deployment or maintenance of digital clinical systems
Person Specification
Qualifications
Essential
- Manager NVQ Level 5 Operations/Departmental Qualification or equivalent qualification
- Equivalent competencies acquired through experience and willingness to undertake NVQ 5 Operations/Departmental Manager Qualification under the Trust Apprenticeship Scheme
Desirable
- No NVQ qualification, but explicit desire to undertake and relevant experience
Exp
Essential
- Knowledge of NHS Policies and Procedures
- Excellent computer and IT skills to enable the production of reports and spread sheets
- Experience of working in a large complex organisation
- Experience of general office routine and filing systems
- Experience of supervising staff
- Numerate with ability to understand financial processes
- Ability to plan own work and that of others
- Ability to work to tight deadlines and under pressure
- Ability to provide comprehensive reports including data analysis
- Discretion, diplomacy, tact and the power to persuade are required
Desirable
- Administration experience in a health/social care setting
- Experience of working in an office environment
- Experience of working within clinical pharmacy service
Skills
Essential
- Excellent communications skills, both verbal and written
- Ability to take and convey clear messages
- Ability to work to conflicting demands
- Ability to problem solve
- Ability to deal with difficult situations
- Ability to maintain confidentiality
- Plan and prioritise own workload and the workload of others as required
- Empathy for individuals who have experienced mental health problems and ability to cope with behaviour, which may be challenging at times.
- Enthusiastic and motivated
- Ability to demonstrate behaviours consistent with the Trust's values and act as a role model to colleagues
- Effective communication skill both internal and external sometimes in complex and sensitive situations
- Advanced Level of IT Skills in Microsoft Office and other relevant software packages and systems
Desirable
- Empathy for individuals who have experienced mental health problems and ability to cope with behaviour which may be challenging at times
- Experience of deployment or maintenance of digital clinical systems
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.
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