Job summary
A pharmacy administrator provides essential administrative and organisational support to the pharmacy department, helping ensure services run smoothly and efficiently. The role is nonclinical, but critical to safe and effective pharmacy operations.
Key responsibilities typically include
- Managing emails, phone calls, diaries, and meetings for senior pharmacy staff
- Preparing and maintaining documents, reports, policies, and governance paperwork
- Supporting workforce administration (rotas, training records, onboarding, access requests)
- Coordinating IT and systems access, audits, and data entry
- Assisting with procurement, invoicing, and stockrelated administration
- Acting as a central point of contact between pharmacy teams, other departments, and external partners
In many NHS trusts, the pharmacy administrator also works closely with chief pharmacists or senior leadership, helping with governance, compliance, and project coordination, as reflected in internal pharmacy documentation and team structures within the Trust.
Main duties of the job
To
provide secretarial and administrative support to the Deputy Chief Pharmacists and
the pharmacy department.
To
provide secretarial and administrative
support to senior pharmacy meetings and Trust meetings e.g. Medicines Safety
Committee as required.
To undertake the day to day running of the
Pharmacy Office requirements to enable the Pharmacy staff to comply with local
General Management Policicies and ensure the maintenance of financial and
administrative information as appropriate.
About us
Worcestershire Acute Hospitals NHS Trust is a large
acute and specialised hospital trust that provides a range of local acute
services to the residents of Worcestershire and more specialised services to a
larger population in Herefordshire and beyond.
The Trust operates hospital-based services from
three sites in Kidderminster, Redditch and Worcester
Our workforce is more than 7,000 strong, and our
caring staff are recognised as providing good and outstanding patient-centred
care. You could be one of them.
We are committed to recruiting the best people to
work with us. Our values, which we ask all staff to demonstrate, underpin our
everyday work and remain firmly at the heart of all we do.
Being open and honest
Ensuring people feel cared for
Showing respect to everyone
We are committed to developing a culture of continuous improvement by embedding the principles of our Improvement System.
We are proud to have achieved Timewise
accreditation - this means we are committed to embedding flexible working
within our organisation as a flex positive employer.
DBS Checks and Costs
Any applicants who are offered posts requiring a
DBS check as part of their employment check will have the cost of this check
(at the current rate) deducted from their salary. Please see link in Supporting
Information section for more details on DBS checks and costs.
Job description
Job responsibilities
The job description is attached within the job advertisment please read carefully.
If you have any queries in regards to the role please do not hesitate to contact JIten Vyas.
Job description
Job responsibilities
The job description is attached within the job advertisment please read carefully.
If you have any queries in regards to the role please do not hesitate to contact JIten Vyas.
Person Specification
Communication Skills
Essential
- Skills for communication on information and administrative matters, requiring developed interpersonal and oral/ written communication skills
Desirable
- Ability to pull together comprehensive draft reports, data and letters
Personal Qualities
Essential
- Tactful and diplomatic
- Discreet and able to deal appropriately with information of a sensitive or confidential nature
- Methodical and well organised
- Committed to high quality service
- Excellent telephone manner
- Ability to work on own initiative and organise own workload with minimal supervision working to tight and often changing timescales.
Skills and Knowledge
Essential
- Excellent communication skills
- Highly developed interpersonal skills
- Ability to work autonomously and use own initiative
- Possess analytical and judgement skills
- Possess a professional telephone manner
- Ability to priorities own work, and that of others to meet set deadlines
- Ability to cope with pressure and multi task
- Highly motivated
- Work to a high level of accuracy, giving attention to detail
Qualifications
Essential
- Full range of administrative and organisational skills.
- Completed NVQ Level 3 qualification or demonstrable equivalent training and experience
- Educated to a minimum of GCSE or equivalent.
- Secretarial training and qualifications
- Extensive knowledge of Microsoft Office packages i.e. Word, Excel, PowerPoint and Outlook.
Desirable
- ILM Level 2 award can be working towards or willingness to undertake.
- Typing to RSA stage 2 or equivalent
Experience
Essential
- Experience of working within a busy and high profile environment working with complex issues with competing priorities and workloads
- A professional Secretary/PA with experience of working at a senior level.
- Good level of IT skills including accurate typing and extensive knowledge of the MS Office Suite (including Excel, PowerPoint, Word and Outlook)
- Experience of liaising effectively at all levels.
- Minute taking experience
- Accuracy and keen attention to detail
Desirable
- Audio typing
- Experience of working and providing support in a high profile/ challenging role
Person Specification
Communication Skills
Essential
- Skills for communication on information and administrative matters, requiring developed interpersonal and oral/ written communication skills
Desirable
- Ability to pull together comprehensive draft reports, data and letters
Personal Qualities
Essential
- Tactful and diplomatic
- Discreet and able to deal appropriately with information of a sensitive or confidential nature
- Methodical and well organised
- Committed to high quality service
- Excellent telephone manner
- Ability to work on own initiative and organise own workload with minimal supervision working to tight and often changing timescales.
Skills and Knowledge
Essential
- Excellent communication skills
- Highly developed interpersonal skills
- Ability to work autonomously and use own initiative
- Possess analytical and judgement skills
- Possess a professional telephone manner
- Ability to priorities own work, and that of others to meet set deadlines
- Ability to cope with pressure and multi task
- Highly motivated
- Work to a high level of accuracy, giving attention to detail
Qualifications
Essential
- Full range of administrative and organisational skills.
- Completed NVQ Level 3 qualification or demonstrable equivalent training and experience
- Educated to a minimum of GCSE or equivalent.
- Secretarial training and qualifications
- Extensive knowledge of Microsoft Office packages i.e. Word, Excel, PowerPoint and Outlook.
Desirable
- ILM Level 2 award can be working towards or willingness to undertake.
- Typing to RSA stage 2 or equivalent
Experience
Essential
- Experience of working within a busy and high profile environment working with complex issues with competing priorities and workloads
- A professional Secretary/PA with experience of working at a senior level.
- Good level of IT skills including accurate typing and extensive knowledge of the MS Office Suite (including Excel, PowerPoint, Word and Outlook)
- Experience of liaising effectively at all levels.
- Minute taking experience
- Accuracy and keen attention to detail
Desirable
- Audio typing
- Experience of working and providing support in a high profile/ challenging role
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.
