Job summary
This is an exciting opportunity to join the Pharmacy Team at the Royal Gwent Hospital.
We are seeking an experienced and highly organisedPharmacy Secretary/Administration Assistant toprovide effective and efficient clerical, secretarial and administrative support to the Pharmacy Department and Principal Pharmacists. This pivotal role ensures smooth day-to-day operations across the department and will support the Pharmacy Office Manager with clerical duties.
English and/or Welsh speakers are equally welcome to apply
Main duties of the job
- Ensuring the designated administrative workload is carried out efficiently and effectively. This will include prioritising own workload and evaluating ongoing activity to ensure targets are met.
- To undertake general office duties, answering telephone calls, distribution of incoming post and organise and send out outgoing post, photocopying, filing, record keeping and communicating/circulating information.
- To be the first point of contact for the Pharmacy service, requiring clear communication and liaison skills.
- To maintain staff information adhering to GDPR, strict confidentiality and information governance policies and guidance.
- Use advanced IT systems (Microsoft 365, Oracle, ESR) for reporting and documentation.
- Maintain an efficient and effective filing system, both personally and across the Pharmacy shared drives.
About us
Aneurin Bevan University Health Board is a multi-award-winning NHS organisation with a passion for caring. The Health Board provides an exceptional workplace where you can feel trusted and valued. Whatever your specialty or stage in your career, we have opportunities for everyone to start, grow and build your career. The health board provides integrated acute, primary and community care serving a population of 650,000 and employing over 16,000 staff.
We offer a fantastic benefits package and extensive training and development opportunities with paid mandatory training, excellent in-house programmes, opportunities to complete recognised qualifications and professional career pathways including a range of management development programmes. We offer flexible working and promote a healthy work life balance, provide occupational health support and an ambitious plan for a Wellbeing Centre of Excellence to support you at work.
Our Clinical Futures strategy continues to enhance and promote care closer to home as well as high quality hospital care when needed. Join us on our journey to pioneer new ways of working and deliver a world-class healthcare service fit for the future.
Job description
Job responsibilities
As a member of the Royal Gwent Hospital Pharmacy Team, the post holder will provide efficient, effective and confidential administrative and telephony support. The post holder will provide general administrative support contributing to the efficient operation of the Pharmacy Service.
The post holder will be instrumental in providing administrative support to the Pharmacy Office Manager, The Pharmacy Management Team and the Pharmacy Service, including diary management and general office administrative duties, with the opportunity for development of additional Business administration skills.
The post holder will be expected to work flexibly in order to ensure the smooth running of the department. They will be expected to communicate sensitive information diplomatically and professionally and use excellent interpersonal and communication skills in verbal and written interactions. The Pharmacy Secretary/Administration Assistantwill provide administrative support in relation to Oracle, IT, Invoices and other orders, ensuring compliance with Oracle/Finance standards and use of correct financial codes. They will be expected to manage their own workload works to defined Pharmacy and ABUHB policies and procedures and to work within the Governance and Health and Safety standards of the Primary Care and Networks Directorate and Organisation.
Job description
Job responsibilities
As a member of the Royal Gwent Hospital Pharmacy Team, the post holder will provide efficient, effective and confidential administrative and telephony support. The post holder will provide general administrative support contributing to the efficient operation of the Pharmacy Service.
The post holder will be instrumental in providing administrative support to the Pharmacy Office Manager, The Pharmacy Management Team and the Pharmacy Service, including diary management and general office administrative duties, with the opportunity for development of additional Business administration skills.
The post holder will be expected to work flexibly in order to ensure the smooth running of the department. They will be expected to communicate sensitive information diplomatically and professionally and use excellent interpersonal and communication skills in verbal and written interactions. The Pharmacy Secretary/Administration Assistantwill provide administrative support in relation to Oracle, IT, Invoices and other orders, ensuring compliance with Oracle/Finance standards and use of correct financial codes. They will be expected to manage their own workload works to defined Pharmacy and ABUHB policies and procedures and to work within the Governance and Health and Safety standards of the Primary Care and Networks Directorate and Organisation.
Person Specification
Requirements
Essential
- Qualifications
- Knowledge of administrative procedures and systems
- Extensive experience of working in an office (or similar environment)
- Good verbal and written communication skills
- Numeracy and Literacy Skills
- Ability to work in a team
Desirable
- Experience of supervising staff
- NHS experience
- Ability to speak Welsh
- Pharmacy knowledge/experience
Other / Values
Essential
- Professional attitude to work
- Ability to work in a team
- Highly motivated
Desirable
- Time management skills
- Innovative
Person Specification
Requirements
Essential
- Qualifications
- Knowledge of administrative procedures and systems
- Extensive experience of working in an office (or similar environment)
- Good verbal and written communication skills
- Numeracy and Literacy Skills
- Ability to work in a team
Desirable
- Experience of supervising staff
- NHS experience
- Ability to speak Welsh
- Pharmacy knowledge/experience
Other / Values
Essential
- Professional attitude to work
- Ability to work in a team
- Highly motivated
Desirable
- Time management skills
- Innovative
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).
