Business Support Officer

Job description

Job responsibilities

DUTIES AND RESPONSIBILITIES

Act as communication coordinator for the department including receiving visitors and dealing with telephone queries from hospital staff, external visitors and company representatives.

Circulate communications via e-mail to pharmacy teams and individual staff members, ensuring that staff are kept up to date with departmental and Trust developments.

Undertake typing, photocopying, filing, laminating, distribution of information and other paperwork required by pharmacy staff as per departmental needs.

Assist with the updating and maintenance of departmental information and filing systems, both electronic and paper based, with effective confidential document controls maintained using the pharmacy document system, making use of technology with the ultimate aim of creating a paper free office.

Deal with all incoming and outgoing mail, including processing, distributing and responding within agreed time limits.

Provide administrative support for departmental workforce activities including booking rooms for interviews, photocopying of recruitment packs, inputting information on the ESR system including new starters/promotions/transfers/terminations.

Contribute to the collection of departmental data, collated both manually and by software systems.

Book travel and accommodation, catering and room bookings for the pharmacy team, following Trust procedures as required.

Organise departmental meetings using Trust online meeting room system to book rooms. Liaise with attendees regarding suitability of dates and times to ensure that the meeting has the necessary people attending.

Take minutes for internal meetings including departmental staff group team meetings. Check drafts minutes with the chairperson and circulate to staff. Liaise with chairperson regarding agenda creation and distribution to attendees.

Prioritise own tasks and workload, to ensure that deadlines are met and work is actioned in a timely manner.

Exchange information with staff both internally and externally on a variety of departmental matters and procedures.

Ensure that all work activities are in conducted in line with existing Trust and Departmental policies and procedures. Comment on proposals to changes in administrative processes within the department.

Assist with administrative support for the departmental education and training leads including booking rooms for education events and meetings, circulating any study packs prior to and after the events, answering queries from staff regarding education events and acting as the point of contact for undergraduate students on education placements.

Undertake all other related administration duties which may be required in accordance with the changing needs and practices of the department and organisation.

Ensure that exemplary standards of confidentiality are maintained at all times, in line with the Data Protection Act, Caldicott principles and in line with the Freedom of information act. Including preparation of internal staff confidential documents.

Person Specification

Qualifications

Essential

• GCSE Grade C/4 or above in English & Maths or Equivalent Qualification.

Desirable

• NVQ L3 in Business Administration or equivalent.

Experience

Essential

• Office administration experience
• Diary management.
• Handling highly confidential and sensitive information (staff and patients)

Desirable

• Experience of working in the NHS or other healthcare related organisation

Skills

Essential

• Good organisational skills.
• Ability to work to strict deadlines and prioritise competing tasks effectively.
• Excellent administrative, secretarial, and clerical skills.
• Excellent communication skills - ability to communicate professionally both verbally and in writing.
• Ability to work in a methodical, detailed and accurate manner.

Knowledge

Essential

• Working knowledge of Microsoft office packages including outlook, excel, word and powerpoint.
• Knowledge of the Data Protection Act.

Desirable

• Use of Microsoft Teams.
• Understanding of the Pharmacy Department and the roles and responsibilities within it.

Values

Essential

• Ability to demonstrate the organisational values and behaviours including:
• Strive to deliver excellence and quality in work, seeking ways for continuous improvement.
• Treat colleagues with dignity and respect, showing appreciation of others and caring for their morale and wellbeing.
• Understanding and respect of confidentiality in the workplace

Other

Essential

• Flexible approach to work.
• Ability to work in a busy environment and deal with several ongoing commitments and tasks at the same time.
• Positive 'can-do' attitude.
• Motivated and willing to learn new skills.
• Able to contribute constructively to a team-working environment
• Able to follow general processes and procedures and working.

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.

Employer details

Employer name

The Christie NHS FT

Address

Pharmacy Management - E00042

Manchester

M20 4BX

Employer's website

https://www.christie.nhs.uk/ (Opens in a new tab)