To achieve an Intermediate Apprenticeship Level 3. To deliver an effective and competent level of clerical support and consistently deliver a client-focused service which promotes good customer service and effective working relationships. The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The job holder will carry out any other duties as may reasonably be required by their line manager. The full job description and person specification must be met within 18 months. The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the Department and the Organisation. To undertake the responsibilities of Pharmacy Administrator for Medicines Optimisation and Pharmacy Services, in accordance with Trust policies and procedures. To assist the Pharmacy Office Manager and Pharmacy PA to provide secretarial and administrative support to the Director of Pharmacy and the Pharmacy Management Group (PMG). To work with the Pharmacy Office Manager and Pharmacy PA to support the Pharmacy office function and the Pharmacy service at Pinderfields, Pontefract and Dewsbury Hospitals. This post requires a self-motivated and professional individual with the confidence and ability to work on their own initiative or as part of a team within standard operating procedures. Key Responsibilities To support the Pharmacy Office Manager and Pharmacy PA - by providing administrative support for the Medicines Optimisation and Pharmacy service. Act as a focal point for the management team. Provide a friendly and professional service, deal with enquiries from a multitude of sources following Trust policies and standard operating procedures. Liaise with members of the public, external bodies/agencies and internal staff of all levels by a variety of means i.e. face to face/phone/e-mail/letter/faxes on a daily basis. This will require analysis of queries/issues, making judgements about how to deal with them and escalating as appropriate. This may require the use of tact/ empathic or reassurance skills. In addition, persuasive skills are often required where agreement or co-operation is required in trying to avoid Trust complaints. Attend regular and occasional meetings to take minutes usually in excess of two hours duration requiring extended concentration. Transcribe notes of meetings into minutes requiring extended periods of typing to ensure accuracy and completeness of minutes. To ensure post addressed to the clinical/management team is promptly collected, sorted, recorded and actioned as appropriate. To act on own initiative where appropriate in responding to incoming mail. Assist Pharmacy staff with administrative tasks, e.g. utilising IT systems or ensuring paper forms are completed and sent to relevant departments in a timely manner in line with service specific standard operating procedures. To ensure all duties are undertaken in line with standard operating procedures and to enable the achievement of Trust and Service specific Key Performance Indicators. To undertake diary management, arrange appointments, schedules, venues (equipment and facilities) and resolve any conflicting appointments as required. Prioritise and ensure requests are acted upon in an appropriate and timely manner, within standard operating procedures and meeting KPIs. Accurate recording of all paper/computerised records, updating and amending information timely and within standard operating procedures. Undertake routine or ad hoc data validation as directed. Coordinate and organise agendas and papers for meetings and distribute in a timely manner. To update the Trusts intranet (medicines related) pages when required using Sharepoint. Preparation of other documents, e.g. policies, procedures, presentations. Maintain stocks of Pharmacy stationery, including requests to Graphic Design for printed items. Ensure value for money in acquisition of stocks. Generating of consumable orders and receipting orders via the Oracle system in order to maintain efficient running of the service. Undertake typing of correspondence using relevant IT systems to a high and accurate standard. This may include letters, reports, minutes of meetings and other administrative work. Keep appropriate statistical records/information as and when required for the management team. Provision of statistical returns required at regular intervals. This may involve entering statistical data onto databases. To be responsible for ensuring copies of correspondence are stored in accordance with standard operating procedures. The post holder will give relevant assistance and training as and when required to support all colleagues. To carry out general administration duties and provide clerical assistance, as required. To provide administrative support for the departmental audits. To support the collation of information for the departmental newsletter/team brief. To provide administrative support for the recruitment process. Provide cover for colleagues absence as appropriate to the needs of the service.