Nottingham University Hospitals (NUH) is the biggest employer in Nottingham with over 19,000 staff
Band 3
Main area Pharmacy Administration Grade Band 3 Contract Permanent Hours Full time - 37.5 hours per week Job ref 164-7098773
Site Queens Medical Centre Town Nottingham Salary £24,625 - £25,674 Per annum Salary period Yearly Closing 27/04/2025 23:59
Job overview
An exciting opportunity has arisen for an experienced and motivated individual to join our dynamic and friendly pharmacy department administration team, to ensure efficient and professional administrative and clerical services are delivered within our busy department to all Pharmacy staff (this role does not involve contact with patients).
Main duties of the job
The successful applicant must have proven ability in establishing and developing working relationships with all stakeholders and will have demonstrable administrative skills. The applicant must be able to use their own initiative, multi-task and work with integrity, tact and diplomacy at all times. Good working knowledge of Microsoft applications is essential.
The post holder will be responsible for providing comprehensive administrative support to the members of the Pharmacy department, including the Pharmacy Leadership Team (PLT) and to assist in the departmental HR processes and administration of recruitment, sickness and payroll related documentation.
The post holder will be based at: QMC but may need to provide cover at City Campus on occasions.
Detailed job description and main responsibilities
General Admin
1. To provide a comprehensive administrative service to the Pharmacy Department.
2. To assist with the production of the Pharmacy Newsletter including collation of articles, production and uploading to the Intranet.
3. To assist with updating the Pharmacy intranet with new policies, procedures, template documents, etc.
4. To assist with chasing progress for appraisals and mandatory training in Pharmacy, ensuring all documentation is received, recorded and reported.
5. With support from the other Administrators, to organise and maintain the filing system.
6. To arrange and book meeting venues for Pharmacy staff.
7. Assist in updating all records for the staff database.
8. To answer incoming calls to the Pharmacy Admin Offices and directing the enquiries to the relevant member of staff or Pharmacy area.
9. To maintain strictest confidentiality at all times.
10. Work Flexibly and Undertake any other duties that may reasonably be required.
Pay-related Activities
1. To support the inputting of staff timesheets onto the monthly payroll e-Timesheets to be signed off by the Pharmacy Business, Finance and Commercial Support Lead and to co-ordinate the monthly submission to pay services.
2. To liaise between staff and Pay Services to ensure that pay queries are dealt with in a timely and effective fashion and to complete any associated paperwork.
3. To complete HR documentation (Appointment forms, Amendment to Contract forms and Termination forms) in a timely manner for submission to HR and pay services. To maintain the system to record the completed HR documentation to enable easy reference in the future.
Recruitment
1. Supporting the other administrators in conducting part of the induction for new starters (including providing paperwork and information surrounding annual leave, TOIL, sickness, overtime, etc).
2. To ensure all new starters have paperwork ready for first working day including ID badge, booking annual leave, etc, and to ensure New starter mandatory training courses are completed.
3. Liaise with the Pharmacy appointing managers to ensure vacancies are correctly managed through TRAC. Record and monitor the various stages of the vacancies through the recruitment process.
4. To be responsible for setting up of personnel files for the new starters.
5. To assist the training team with preparing induction paperwork, planning training timetables, coordinating training sessions and general admin support as required.
Sickness and Leave Management
1. To ensure managers receive and return any necessary paperwork relating to sickness management, and to ensure all paperwork is completed and filed in line with Trust Wellbeing and Attendance policy and procedures.
2. Resolve leave and TOIL queries.
3. Processing flexible working requests which have been signed off by the Pharmacy Leadership Team (PLT), including calculating leave, producing a letter with the outcome, updating the database.
4. Overseeing Special Leave process such as checking member of staff has not overtaken entitlement, checking for consistency, checking adherence to procedure, producing letter with outcome of request and updating the staff database.
Person specification
Training & Qualifications
* GCSE Grade 4 or above in English and Maths or equivalent.
Experience
* Experience in an administrative role with the ability to work without close supervision.
* Quick and accurate typing skills with experience of producing a variety of documents.
* Evidence of IT skills including experience in using Microsoft office applications - Word, Outlook, PowerPoint and Excel.
* Experience in providing a high standard of service to staff of all levels.
* Experience of working with confidential, sensitive or contentious information.
* Recent and relevant experience in a similar role.
Communication and relationship skills
* Excellent communication skills – written and verbal.
* Excellent interpersonal skills.
* Ability to work in and promote team working and co-operation, commands respect of colleagues.
* Ability to complete letters, forms, reports & tables using IT from information collected.
* Friendly and professional telephone manner.
Planning and organisation skills
* Able to keep to deadlines and deliver work to agreed timescales.
* Good organisational and planning skills.
* Demonstrates an ability to organise own work schedule and to work independently and as a member of a team.
* Consistently works to a high standard.
* Sets and achieves high standards for own behaviour and personal presentation.
Physical skills
* Required to use a computer for protracted periods.
* Ability to use a range of computer software.
Analytical and Judgement skills
* Able to use judgement to make decisions in order to solve problems/enquiries.
* Able to handle sensitive information confidentially.
* Uses own initiative.
Other requirements specific to the role
* Hard working, committed and reliable, methodical approach.
* Remains calm and co-operative under pressure or in difficult and uncertain situations.
* Displays self-confidence, innovation and positive image.
Commitment to Trust Values and Behaviours
* Must be able to demonstrate behaviours consistent with the Trust’s behavioural standards.
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Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at the NUH we will endeavour to turn your job into a career!
We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are striving to be better represented at NUH.
Applicants are kindly requested to refrain from using AI at any stage during the recruitment process.
Closing Dates: Please submit your application form as soon as possible to avoid disappointment; we reserve the right to close vacancies prior to the published closing date if we receive a sufficient number of completed application forms.
Communication: All communication related to your application will be via the email address you have provided. Please ensure you check your email account including your junk email regularly.
NUH are now able to offer application completion support and interview preparation support. Please follow the link to book onto our sessions: Support for NUH Job Applications.
If you are aged 16 or 17 and applying for a role that is more than 20 hours a week, please be aware that you will be asked to commence an Apprenticeship within the Trust alongside your role, as long as there is a suitable apprenticeship standard available.
Salary: The quoted salary will be on a pro rata basis for part time workers.
Disability Confidence: All applicants who have declared a disability and who meet the essential criteria for the post will be shortlisted.
At Risk of redundancy: NHS employees within the East Midlands who are ‘at risk’ of redundancy will be given a preferential interview where they meet the essential criteria of the person specification.
ID and Right to work checks : NUH authenticate ID and right to work documentation including passports and driving licenses through a system called Trust ID.
Consent:
* Transfer of information: If I have previous NHS service - I consent to the transfer of my Electronic Staff Record (ESR) data between this and other NHS Trusts.
* Disclosure and Barring Service: Your post maybe subject to a DBS check which incur a cost dependent on the level of check required (£49.50 for enhanced and £21.50 for standard).
For more information about our organisation and the career opportunities available, please visit our website and/or follow us on Instagram, Twitter and Facebook.
Employer certification / accreditation badges
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
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