Description of the duties
1. Establish and implement efficient and effective administrative procedures to support delivery of pharmacy services.
2. Possesses excellent communication skills, both written and verbal. Able to engage with a wide range of stakeholders, including external agencies, sometimes requiring tact and persuasive skills where there may be barriers to understanding or agreement.
3. Provide and receive routine and complicated information, including dealing with enquiries from external stakeholders and the public. This may include sensitive information.
4. Manage the organisation of key meetings to promptly take minutes, prepare agendas and support the production of documents.
5. Plans own workload to ensure that weekly, monthly, quarterly and annual tasks are met.
6. Work within policies and procedures, and demonstrate initiative and promote continuous improvement of processes. Elicit support if needed from Pharmacy Business coordinator or other senior colleagues.
7. Work seamlessly within a multi-disciplinary environment ensuring demonstrating excellent communication skills.
8. To receive and open mail (paper and electronic as necessary) and distribute/despatch accordingly ensuring appropriate action is taken with high priority items.
9. Support an efficient pharmacy procurement process, including the raising invoices/purchase orders for designated in line with department SOPs. Possess or willingness to develop the skills and knowledge to use specialist software tools to support these processes as required.
10. Exercise judgement when dealing with inquiries, analyse and resolve non-clinical patient problems including resolving conflicting diary appointments or schedules, meetings, etc.
11. Maintain safe systems of work, by being fully aware of relevant Trust, departmental and national policies, procedures and guidelines including Health and Safety regulations.
12. Prepare and present reports and a range of complex information in a range of formats including the production of KPIs, Excel data, performance reports and the production of ad-hoc reports as dictated by operational requirements.
13. Ensure ongoing management and support with departmental document organization and retention, including an understanding of the legal obligations for retention of pharmacy records.
14. Manage levels of consumables and reorders stock, making one-off purchases when necessary.
15. Follow agreed procedures to ensure the secure handling, storage, record-keeping and transportation of FP10 prescriptions in line with Trust procedures and legal obligations.
16. Day to Day management of Pharmacy Administrators as required: Provide immediate guidance and assistance to pharmacy team within relevant areas of expertise. Ability to manage and prioritise workload.
17. To keep up to date with all Trust MAST and other mandatory training.
General Duties
1. To take responsibility for own personal and professional development and agree objectives in discussion with line manager.
2. Foster and maintain good relationships with pharmacy and other AWP staff.
3. Liaise with a wide range of stakeholders, both internal to the organisation and external, including: Medical Staff, Multidisciplinary Teams (Community or Inpatient), Health and Social Care teams, Third sector/voluntary agencies.
4. Maintain such documentation and records of the work as may be required.
5. Maintain safe systems of work at all times, ensuring all work is undertaken in line with department procedures.
6. Prioritise workload with particular consideration to issues arising and responding to shifting priorities appropriately.
7. Ability to adapt and respond to a variable workload with unexpected interruptions.
8. Develop knowledge in the use of Pharmacy and Hospital information systems, be willing to undertake additional training to utilise specialist information systems and to support others in the training and use of these systems.
Person specification
Qualifications
Essential criteria
* NVQ 3 in Business and Administration, or similar relevant qualification.
* Equivalent competence acquired by experience.
* Experience of using IT systems (Microsoft Office, internet etc).
Desirable criteria
* Willingness to undertake NVQ3 qualification.
* Able to prioritise tasks and respond to urgent demands whilst managing own workload.
* Able to demonstrate working to a high degree of accuracy.
* Effective customer services skills.
* Effective listening skills.
* Able to work independently and show initiative within limits of own authority whilst following agreed procedures.
* Proven ability in working well in a team.
* Non-judgmental and objective. Able to look at things objectively and to be able to weigh that information consistently to make appropriate decisions.
* Proven ability to work in a methodical and tidy fashion.
* Able to work calmly under pressure and have capacity for problem solving.
* Able to handle conflict effectively and differences of opinions in a mature and professional manner.
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