Job summary
This The post offers an exciting opportunity in Pharmacy to provide secretarial support to the Chief Pharmacist and Pharmacy team.
The successful candidate will work directly to the PMA on a day-to-day basis having vast secretarial experience ensuring administrative functions of the department run smoothly. Will provide a high-quality administrative service to all service users.
Duties include, not limited to, the setting up and maintaining of all Policies & Procedures within Pharmacy on Pharmacy Management Registry. The postholder will prioritise their own workload meeting regular targets. You will be required to cover procurement/reception if necessary being an effective team player. Postholder will be required to input data onto various databases, dealing with other relative correspondence. Applicants will require excellent communication and interpersonal skills, enabling them to develop positive working relationships with the multidisciplinary team in Pharmacy and Trust. Effective verbal and written communication skills are key to the role. Experience of working in a pharmaceutical or medicines related field would be an advantage.
Overall, the applicant should be flexible, enthusiastic, able to work with the team in problem solving, planning in ensuring the provision of overall administrative and clerical support to pharmacy meets service delivery. The PS outlines your eligibility to apply for the post. Exemplary minute taking skills are essential.
Main duties of the job
Assists the Pharmacy Management Assistant (PMA) in providing management support to the Pharmacy Department, ensuring efficient administrative services are available for all senior Pharmacy staffs. Covers the PMA in their absence including acting as PA to the Chief Pharmacist, will work as part of a wider admin team. Will be required to deliver on ad-hoc duties commensurate to their post that will arise. Assists in the HR aspects of the Pharmacy recruitment processes.
Liaise closely with Finance department.
Inputs data of audits carried out in department. Collates information from timesheets.
Has a lead role in processing non-stock requisitions, liaising with other departments, using tact and persuasive skills to ensure prompt resolution of issues with critical thinking skills to find efficient solutions. Analyses situations, passes on relevant information to the appropriate colleagues. Identifies and resolves routine problems independently, seeking guidance or escalating issues where necessary. Assists in the management of the Pharmacy Management Registry of Standard Operating Procedures. Cover procurement office whenever necessary.
Will complete the monthly turnaround document for all staff. Will check , collate weekly timesheets, channelling queries made by staff to Paymasters.
Responsible for taking minutes of the quality groups in Pharmacy e.g. Pharmacy Quality Group, Medicines Safety Group and Policies & Procedures Group. Ensure timely turnaround of minutes.
About us
Walsall Hospitals NHS Trust is one of the largest employers in the local area with over 3,000 staff. The Trust supports Flexible Working Arrangements and Race Equality. We have a commitment to education, training and staff development. The hospital has completed a £170 million hospital redevelopment bringing first class facilities and a multi-professional education centre.
We are looking for an exceptional candidate who encompasses our Trust values of compassion, respect, teamwork and professionalism. The successful candidate must be able to demonstrate our values.
Job description
Job responsibilities
Please see attached detailed Job Description and Personal Specification which outlines all details of the job role.
Job description
Job responsibilities
Please see attached detailed Job Description and Personal Specification which outlines all details of the job role.
Person Specification
Experience
Essential
- Two years in administrative role or secretarial support environments
- Minute Taking
- Able to undertake routine tasks including routine clerical duties, e.g. photocopying, scanning and filing
- Experience in setting up systems
- Experience in Microsoft Office
Qualifications
Essential
- OCR/RSA Stage 11/III word processing
- English and Maths, Grade B or equivalent
- NVQ Level III Administration (or working towards)
Knowledge and Skills
Essential
- Word processing, spreadsheet & general IT skills
- Able to communicate well face to face, in writing and have a good telephone manner
- Able to undertake routine tasks including routine clerical duties, e.g. photocopying, scanning and filing
- Able to work with confidential material and maintain confidentiality
- Able to work as part of wider admin team and take instructions but also able to work alone
- Knowledge of procurement environment and systems
- Knowledge and experience of NHS Trust systems and HR policies
- To cover the Pharmacy Management Assistant in their absence
- Able to meet deadlines and manage time/set priorities
- Able to work on own initiative, self-motivating
- Problem solving skills
- Adaptable and flexible approach in handling changing priorities or unexpected situations
- Commitment to Training
- Maintaining an organised workspace and filing system
- To carry out any ad-hoc duties commensurate to their post
Person Specification
Experience
Essential
- Two years in administrative role or secretarial support environments
- Minute Taking
- Able to undertake routine tasks including routine clerical duties, e.g. photocopying, scanning and filing
- Experience in setting up systems
- Experience in Microsoft Office
Qualifications
Essential
- OCR/RSA Stage 11/III word processing
- English and Maths, Grade B or equivalent
- NVQ Level III Administration (or working towards)
Knowledge and Skills
Essential
- Word processing, spreadsheet & general IT skills
- Able to communicate well face to face, in writing and have a good telephone manner
- Able to undertake routine tasks including routine clerical duties, e.g. photocopying, scanning and filing
- Able to work with confidential material and maintain confidentiality
- Able to work as part of wider admin team and take instructions but also able to work alone
- Knowledge of procurement environment and systems
- Knowledge and experience of NHS Trust systems and HR policies
- To cover the Pharmacy Management Assistant in their absence
- Able to meet deadlines and manage time/set priorities
- Able to work on own initiative, self-motivating
- Problem solving skills
- Adaptable and flexible approach in handling changing priorities or unexpected situations
- Commitment to Training
- Maintaining an organised workspace and filing system
- To carry out any ad-hoc duties commensurate to their post
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).
