Pharmacy Secretary & Governance Support Officer
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Job Summary
The post-holder will be required to provide administrative and clerical support to the Pharmacy Administration Manager, Pharmacy Office Manager, and Associate Chief Pharmacist for Governance & Medicines Safety. To ensure the smooth running of the pharmacy administrative service, co-ordination of the Medicines Safety Committee (and Sub-Groups) and to facilitate the Pharmacy Governance process.
The post-holder will be expected to contribute to the daily delivery of the Pharmacy Admin Service by ensuring all tasks required by the Pharmacy Administration Manager, Pharmacy Office Manager, and Senior Leadership Team are completed in a timely and efficient manner.
The post-holder will work under supervision but be expected to use their own initiative and be the first point of contact for staff.
Main duties of the job:
* To be the first point of contact for managers, staff, and employees to the Pharmacy Department, including dealing with visitors.
* To handle sensitive and confidential issues appropriately.
* To provide administrative support to the Pharmacy Administration Manager, Pharmacy Office Manager, and Associate Chief Pharmacist for Governance & Medicines Safety.
* Organise and maintain filing systems and ensure timely completion of filing.
* Assist with the confidential management of personnel records, ensuring compliance with GDPR.
* Sort and open incoming mail and distribute correspondence.
* Create and maintain spreadsheets, databases, and other records for activity and performance tracking.
* Maintain electronic diary facilities for appointment scheduling and queries.
* Arrange meetings, manage diaries, and resolve conflicts, including booking venues and travel.
* Provide administrative support for meetings, including minutes and agendas.
* Send DMS Referrals / Pharmoutcomes to Community Pharmacies and GPs as per Trust policies.
* Maintain adequate stock levels of stationery and place orders as necessary.
* Assist in reviewing and setting up maintenance contracts and coordinate servicing of Pharmacy equipment.
* Provide general clerical duties including typing, photocopying, and scanning.
* Work with the Office Manager and senior pharmacy staff on process development.
* Deputise for the Office Manager during absences, prioritizing workload and meeting deadlines.
Person Specification
Knowledge & Experience Essential
* Demonstrable experience of working in an office environment in a secretarial/admin role.
* Understanding of basic office procedures.
Qualifications Essential
* GCSEs Grade A-D/3-9 in Maths and English or Functional Skills level 2 in Maths and English.
* NVQ Level 3 in Business and Administration (or equivalent).
Aptitude & Abilities Essential
* Confident in communicating with Trust employees of all levels.
* Accuracy/attention to detail.
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and will require a Disclosure submission to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome.
Employer details
University Hospitals Plymouth NHS Trust
Derriford Hospital
Derriford Road
Plymouth
PL6 8DH
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