Job summary
The role of Pharmacy Administration Assistant is an integral part of the Pharmacy Department and will provide an effective and efficient support service to the multi-disciplinary staff team, performing specific tasks and duties as directed by the Senior Pharmacy Technicians and PA to the Chief Pharmacist.
The post holder will be expected to provide administrative support to the Pharmacy team. To perform whatever duties are reasonable and necessary to achieve the job purpose and overall safe provision of pharmacy services throughout the Trust.
There is a requirement to be confident and able to work with service users and healthcare staff internally and from other organisations.
You will be expected to participate in continuous personal development and, as this is a development role, to work towards attaining a Level 3 in Business Administration.
Main duties of the job
To provide efficient and quality pharmacy administration support.
- To undertake general office procedures including photocopying, scanning, filing and the distribution of mail as required.
- Ensure pharmacy records are correctly managed and up to date.
- Corresponding and liaising with other health care professionals.
- Assist in the participation of ordering and receiving medications into pharmacy.
- Undertaking pharmacy in-house checks.
- Reconcile invoices before forwarding to Finance for payment.
- Take minutes of the department meeting, including preparation and distribution of agenda and minutes.
- Booking of appointments and meetings. To book meeting rooms as and when required.
- Implement and update office systems/procedures as required, in collaboration with the team.
- Produce documents to a high quality.
- Deal with incoming telephone calls, emails and voicemail messages from inpatient staff and community teams, taking accurate messages and appropriate liaison with the team as required.
- To provide reception duties when required to greet service users and visitors
- Ensure all electronically held information is maintained in such a way that it is accessible to all relevant team members.
- Assist with maintaining stocks and supplies and use resources effectively, efficiently and economically.
- Work with and assist the Dispensary Manager / PA to the Chief Pharmacist in the reporting of maintenance defects and liaising with Estates Department as appropriate.
About us
Sheffield Health and Social Care NHS Foundation Trust is a major employer and provider of services. Our Service Users, Carers and Staff are central, and our Values are important, to the delivery of high-quality care. We actively seek out individuals who share these values:
- Working together for service users
- Respect and kindness
- Everyone counts
- Commitment to quality
- Improving lives
Job description
Job responsibilities
Other Duties:
- Work confidentially at all times maintaining the integrity and security of patients prescriptions and ensuring housekeeping rules are adhered to on all systems to maintain an efficient system for all users.
- Participate in audits relevant to pharmacy and in accordance with clinical governance requirements.
- Assist in sourcing new suppliers as part of the CMU (commercial medicines unit).
- Subject to the provision of appropriate training maintain and update drug contracts.
- To assist and provide cover for other pharmacy staff within the team as directed by the Dispensary Manager.
- Undertake training and development programmes as appropriate and attend regular progress reviews.
- To participate in a rota of early, late, weekend and bank holiday working.
- To travel across SHSC wards and outpatient areas as required to perform your relevant duties.
- To promote the professional image of Pharmacy by ensuring that the standard of dress and behaviour reflects the professional service provided by the department.
- To participate in annual personal development review (PDR) and to agree to training objectives set.
- To comply with Trust policies including confidentiality, personal and patient safety.
- To undertake any other duties as may reasonably be delegated to the grade and function of the post.
- Communicate with a wide range of staff, service users and visitors (some of whom English is not their first language).
Job description
Job responsibilities
Other Duties:
- Work confidentially at all times maintaining the integrity and security of patients prescriptions and ensuring housekeeping rules are adhered to on all systems to maintain an efficient system for all users.
- Participate in audits relevant to pharmacy and in accordance with clinical governance requirements.
- Assist in sourcing new suppliers as part of the CMU (commercial medicines unit).
- Subject to the provision of appropriate training maintain and update drug contracts.
- To assist and provide cover for other pharmacy staff within the team as directed by the Dispensary Manager.
- Undertake training and development programmes as appropriate and attend regular progress reviews.
- To participate in a rota of early, late, weekend and bank holiday working.
- To travel across SHSC wards and outpatient areas as required to perform your relevant duties.
- To promote the professional image of Pharmacy by ensuring that the standard of dress and behaviour reflects the professional service provided by the department.
- To participate in annual personal development review (PDR) and to agree to training objectives set.
- To comply with Trust policies including confidentiality, personal and patient safety.
- To undertake any other duties as may reasonably be delegated to the grade and function of the post.
- Communicate with a wide range of staff, service users and visitors (some of whom English is not their first language).
Person Specification
Knowledge and Skills
Essential
- Excellent organisation skills.
- Wide range of admin skills.
- Ability to plan and prioritise own workload, anticipate deadlines.
- Excellent communication skills with the ability to remain tolerant, receptive and responsive to people accessing the service.
- Ability to work as team.
- Ability to adapt to varying demands of the job role.
- Ability to work flexibly with colleagues to meet the needs of the service.
- Ability to research/access information.
Desirable
- Experience of working as part of a multidisciplinary team.
- Knowledge and understanding of processing invoices.
Training and Qualifications
Essential
- GCSE A-C in Maths and English or equivalent.
Desirable
- Knowledge of INSIGHT patient information system.
- Previous experience in an NHS setting.
- NVQ Level 2 in Pharmacy services.
Experience
Essential
- Previous administration experience
Desirable
- Experience of working in an NHS/Healthcare environment.
- Previous experience of working with diverse populations.
Other
Essential
- The ability to understand and respect the confidential nature of the service.
- Ability to work under pressure in a changing environment.
- Flexible and Enthusiastic.
- Ability to contribute to and work within good practice guidelines.
- Willingness to undertake training and personal development in line with the demands of the post.
Desirable
- Car driver/ Access to car in case of attending other sites across the Trust.
Person Specification
Knowledge and Skills
Essential
- Excellent organisation skills.
- Wide range of admin skills.
- Ability to plan and prioritise own workload, anticipate deadlines.
- Excellent communication skills with the ability to remain tolerant, receptive and responsive to people accessing the service.
- Ability to work as team.
- Ability to adapt to varying demands of the job role.
- Ability to work flexibly with colleagues to meet the needs of the service.
- Ability to research/access information.
Desirable
- Experience of working as part of a multidisciplinary team.
- Knowledge and understanding of processing invoices.
Training and Qualifications
Essential
- GCSE A-C in Maths and English or equivalent.
Desirable
- Knowledge of INSIGHT patient information system.
- Previous experience in an NHS setting.
- NVQ Level 2 in Pharmacy services.
Experience
Essential
- Previous administration experience
Desirable
- Experience of working in an NHS/Healthcare environment.
- Previous experience of working with diverse populations.
Other
Essential
- The ability to understand and respect the confidential nature of the service.
- Ability to work under pressure in a changing environment.
- Flexible and Enthusiastic.
- Ability to contribute to and work within good practice guidelines.
- Willingness to undertake training and personal development in line with the demands of the post.
Desirable
- Car driver/ Access to car in case of attending other sites across the Trust.
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.
