Job summary
We have an exciting new opportunity to join our expanding Pharmacy Homecare Team at the Royal Glamorgan Hospital.
We are looking for a conscientious and adaptable person with excellent interpersonal and communication skills to join the team. The department supports homecare activity across the Health Board, processing prescriptions and invoices relating to outsourced Homecare services that provide Pharmacy supplies direct to patients' homes.
The post holder will need to be highly motivated, have a flexible approach to work and possess excellent organisational skills. In addition, we are seeking someone who can embrace digital applications and bring strong IT capabilities to the team. You should be confident in using a range of software applications and demonstrate advanced skills in Microsoft Excel, data management, and reporting. Experience in data analysis and the ability to interpret and present information clearly will be highly valued.
The post holder will need to meet tight deadlines, manage confidential information and maintain high standards relating to administrative processes. The role requires a high degree of competence and discretion in all forms of administrative support and office communication and liaising with other healthcare professionals.
Main duties of the job
The Medicines Homecare Coordinator plays a vital role in ensuring the smooth delivery of homecare services within the Pharmacy department. This position combines strong administrative expertise with leadership skills to manage a team, coordinate complex processes, and maintain effective communication with internal and external stakeholders. The role demands attention to detail, confidentiality, and the ability to resolve issues promptly, all while supporting patient care and service efficiency.
Administration: Manage mail, calls, meetings, diaries, and correspondence.
Team Management: Supervise higher clerical officers, allocate work, handle grievances, appraisals, training, and recruitment.
Service Coordination: Liaise with internal/external stakeholders and third-party providers to ensure smooth patient services.
Problem Solving: Investigate issues (e.g., delays in payments, patient complaints) and propose solutions.
Data Management: Maintain databases, produce reports, manage prescription requests, and analyse data.
Financial Tasks: Manage and analyse financial spreadsheets.
Policy & Process: Implement and propose changes to policies; ensure compliance with confidentiality and governance standards.
Communication: Handle sensitive patient information, including cancer and sexual health cases; manage complaints and queries.
About us
Cwm Taf Morgannwg (CTM) University Health Board, part of NHS Wales, serves a large population across a diverse and beautiful region, steeped in history and heritage. With nearly 13,500 staff, our health board is one of Wales's largest employers.
Together, we are Team CTM; a workforce dedicated to offering excellent patient care and support to the 450,000 people across our three regions, Bridgend, Merthyr Tydfil, and Rhondda Cynon Taf. We operate three District General hospitals, several community hospitals, primary and community care facilities.
CTM's location offers the best of South Wales, just 20 minutes from Cardiff's vibrant city life, the natural beauty of the Brecon Beacons, and the serene coastline at Ogmore. Whether you enjoy lively urban amenities, peaceful countryside, or seaside escapes, our location makes an ideal setting for both work and personal life.
Our CTM 2030 Strategy--Our Health, Our Future--focuses on uniting our region around shared health and wellbeing goals. Our values guide us daily:
o We listen, learn, and improve
o We treat everyone with respect
o We work together as one team
CTM employees enjoy benefits including; a leading pension, generous leave, flexible work, career growth, and access to ongoing learning and development.
At CTM, you'll find a welcoming, team-oriented workplace that values diversity and compassion, where you can take pride in your work and the difference it makes.
Job description
Job responsibilities
Core Responsibilities
- Administrative Management:
- Provide comprehensive administrative support to senior Pharmacy managers, including managing diaries, organising meetings and handling correspondence.
- Maintain accurate records and filing systems (both electronic and paper-based) and ensure timely processing of mail, messages, and documentation.
- Team Leadership:
- Act as day-to-day manager for the homecare administrative team, allocating work, monitoring performance, and conducting appraisals.
- Handle first-line HR issues such as grievances and disciplinary matters, and oversee staff recruitment, induction, and mandatory training compliance.
- Plan and adjust workloads to meet deadlines and service targets, ensuring continuity during staff absence.
- Service Coordination:
- Liaise with internal stakeholders (clinical directors, consultants, pharmacy managers) and external providers to ensure smooth delivery of medicines homecare services.
- Build and maintain strong relationships with third-party providers, identifying and implementing process improvements to enhance service efficiency.
- Problem Solving and Issue Resolution:
- Investigate and resolve operational issues such as delays in payments or patient complaints, escalating where necessary.
- Manage patient/service queries sensitively, including those involving delays to treatment or missed deliveries, and report incidents via Datix.
- Data and Reporting:
- Manage prescription requests and maintain accurate patient data using NHS systems (e.g., Myrddin, DATIX).
- Produce reports, pivot tables, and spreadsheets to monitor patient numbers, service performance, and financial trends.
- Analyse data to identify errors, trends, and areas for improvement.
- Policy and Governance:
- Implement policies and procedures within the homecare service and propose changes where necessary.
- Ensure compliance with confidentiality, data protection, and information governance standards, particularly when handling sensitive patient information.
- Communication and Relationship Management:
- Communicate effectively with staff, patients, carers, and external stakeholders using a range of media.
- Provide reassurance and support to patients and relatives, demonstrating empathy and tact in challenging situations.
- Event and Meeting Coordination:
- Organise service reviews, multidisciplinary team (MDT) meetings, conferences, and training sessions.
Skills and Knowledge
- Specialist knowledge of medicines homecare processes and NHS systems.
- Advanced IT proficiency (Word, Excel, PowerPoint, Publisher) and ability to manage complex databases.
- Strong organisational, leadership, and problem-solving skills, with the ability to work independently and under pressure.
- Excellent communication and negotiation skills, with a commitment to confidentiality and patient care.
Welsh Skills Desirable: This post is advertised as Welsh Desirable. This doesnt mean essential; whilst the candidate doesn't need to have skills in Welsh, we'll consider it an advantage when short-listing and selecting candidates. This isnt fluency, just Speaking & Listening skills at Level 3 (equivalent to CEFR B2) or above. Level 3 means basic conversations with patients about their everyday health. For more information, see Welsh Language Guidance in the documents right at the bottom.
Job description
Job responsibilities
Core Responsibilities
- Administrative Management:
- Provide comprehensive administrative support to senior Pharmacy managers, including managing diaries, organising meetings and handling correspondence.
- Maintain accurate records and filing systems (both electronic and paper-based) and ensure timely processing of mail, messages, and documentation.
- Team Leadership:
- Act as day-to-day manager for the homecare administrative team, allocating work, monitoring performance, and conducting appraisals.
- Handle first-line HR issues such as grievances and disciplinary matters, and oversee staff recruitment, induction, and mandatory training compliance.
- Plan and adjust workloads to meet deadlines and service targets, ensuring continuity during staff absence.
- Service Coordination:
- Liaise with internal stakeholders (clinical directors, consultants, pharmacy managers) and external providers to ensure smooth delivery of medicines homecare services.
- Build and maintain strong relationships with third-party providers, identifying and implementing process improvements to enhance service efficiency.
- Problem Solving and Issue Resolution:
- Investigate and resolve operational issues such as delays in payments or patient complaints, escalating where necessary.
- Manage patient/service queries sensitively, including those involving delays to treatment or missed deliveries, and report incidents via Datix.
- Data and Reporting:
- Manage prescription requests and maintain accurate patient data using NHS systems (e.g., Myrddin, DATIX).
- Produce reports, pivot tables, and spreadsheets to monitor patient numbers, service performance, and financial trends.
- Analyse data to identify errors, trends, and areas for improvement.
- Policy and Governance:
- Implement policies and procedures within the homecare service and propose changes where necessary.
- Ensure compliance with confidentiality, data protection, and information governance standards, particularly when handling sensitive patient information.
- Communication and Relationship Management:
- Communicate effectively with staff, patients, carers, and external stakeholders using a range of media.
- Provide reassurance and support to patients and relatives, demonstrating empathy and tact in challenging situations.
- Event and Meeting Coordination:
- Organise service reviews, multidisciplinary team (MDT) meetings, conferences, and training sessions.
Skills and Knowledge
- Specialist knowledge of medicines homecare processes and NHS systems.
- Advanced IT proficiency (Word, Excel, PowerPoint, Publisher) and ability to manage complex databases.
- Strong organisational, leadership, and problem-solving skills, with the ability to work independently and under pressure.
- Excellent communication and negotiation skills, with a commitment to confidentiality and patient care.
Welsh Skills Desirable: This post is advertised as Welsh Desirable. This doesnt mean essential; whilst the candidate doesn't need to have skills in Welsh, we'll consider it an advantage when short-listing and selecting candidates. This isnt fluency, just Speaking & Listening skills at Level 3 (equivalent to CEFR B2) or above. Level 3 means basic conversations with patients about their everyday health. For more information, see Welsh Language Guidance in the documents right at the bottom.
Person Specification
Qualifications
Essential
- 5 GCSE's / O levels or equivalent experience
Desirable
Experience
Essential
- Proven experience in a team leader or supervisory role
Desirable
- Experience of working within the NHS or other public sector organisation
Skills
Essential
- Proficient IT Skills (ECDL or equivalent)
Desirable
- Experience of working with and reporting from database and spreadsheet applications
- Welsh Language Speaking/Listening Skills at Level 3 or above
Person Specification
Qualifications
Essential
- 5 GCSE's / O levels or equivalent experience
Desirable
Experience
Essential
- Proven experience in a team leader or supervisory role
Desirable
- Experience of working within the NHS or other public sector organisation
Skills
Essential
- Proficient IT Skills (ECDL or equivalent)
Desirable
- Experience of working with and reporting from database and spreadsheet applications
- Welsh Language Speaking/Listening Skills at Level 3 or above
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).
