A Vacancy at NHS Lancashire and South Cumbria Integrated Care Board.
Are you ready to take your career to the next level? We are looking to expand our dynamic pharmacy team with innovative and passionate individuals. We are looking for team players with a collaborative spirit and ability to work well in a team-oriented environment, with innovative thinking and the confidence to bring new ideas to the table.
The Medicines Optimisation Administrator is required to provide high quality, professional administrative support and secretarial services to the Medicines Optimisation team in South Cumbria Locality (a team of pharmacists and pharmacy technicians) and support the Head of Medicines Optimisation in Morecamaby Bay in the establishment, development and maintenance of systems and processes making best use of IT.
The role takes a lead on the administration of the local Medicines Optimisation group, including the preparation of agendas, minutes and reports and leads on the administration of the Head of Medicines Optimisation’s portfolios of work and project correspondence and organisation.
The ICB is committed to support staff to reach their potential and so some work could involve working with the wider ICB Medicines Optimisation team.
The role will be varied and will adapt over time as the ICB develops. However, the post holder is expected to fulfil the following key functions:
1. Provide a professional, efficient and comprehensive administrative and support service to the locality embedded Medicines Optimisation team working across all GP practices in the Morecambe Bay locality.
2. Act as first point of contact for the team, dealing with routine and specialist enquiries, communicating relevant information to stakeholders, referring to others as appropriate.
We are looking for team players with a collaborative spirit and ability to work well in a team-oriented environment, with innovative thinking and the confidence to bring new ideas to the table. We are particularly looking for someone with the ability to work under pressure in a busy working environment, multi-task and be organised, prioritise your own and others workload to changing and often tight deadlines. The post holder will demonstrate an understanding of confidentiality, data protection legislation and a sound knowledge of IT systems and software programmes including Outlook, Word, Excel, Teams, PowerPoint and Access. The post will also need to be a clear communicator with good written, data entry and presentation skills and be capable of constructing and delivering clear information/instructions to staff and service users.
You will be part of a supportive and inclusive team that values your unique skills and perspectives. You will enjoy a balance that suits your lifestyle and explore opportunities to widen your portfolio. Please read our information for candidates document to find out more about how we work.
You will have a work base, although the role is hybrid working including home working and you will be free to use any of our offices we have across Lancashire and South Cumbria.
At Lancashire and South Cumbria Integrated Care Board (ICB), we believe in fostering a collaborative environment where your creativity and expertise can thrive. We prioritise our workforce by implementing our Education and Training Plan with a particular focus on pharmacy workforce development, training and support.We support pharmacy leadership at all levels and weare building an integrated pharmacy workforce that is agile, engaged and enabled to actively improve health outcomes.
Lancashire and South Cumbria offers a unique blend of natural beauty, vibrant communities, and affordable living, making it an attractive destination for those looking to relocate. The region is renowned for its stunning landscapes, from the rolling hills of the Ribble Valley to the picturesque Lake District, providing ample opportunities for outdoor activities such as hiking, cycling, and boating. The area is also rich in history and culture, with numerous museums, galleries, and historic sites to explore.
The main duties of the role are:
1. Effectively organise and store files, documents and computer-based information.
2. Receive telephone calls using initiative to deal with calls and messages or ensuring the most appropriate person is referred to.
3. Complete monthly staff attendance record and ensure travel claims are completed correctly and processed within deadlines.
4. Provide a professional, efficient and comprehensive administration and support service to the team.
5. Arrange meetings, conferences, training and presentations for the team as well as external organisations; ensuring all resources required for the meeting are in place and liaising with GP practices, and other key organisations as required.
6. Administer meetings and organise agendas, minutes and other papers, utilising Microsoft Teams or face to face.
7. Liaise with staff in other departments and with external contacts including pharmaceutical representatives.
8. Receive, record and distribute all incoming correspondence.
9. Work with other administrators/PAs within the wider ICB Medicines Optimisation team to provide an effective network of communication, including dealing with visitors to the base and being flexible to cover other administrators’ general duties.
10. Compile, prepare and produce agendas and papers for internal and external meetings, take formal and informal minutes/action notes and ensure these are followed up.
11. Take a lead on the administration of the medicines optimisation group for Morecambe Bay locality compiling, preparing and distributing agendas and papers on a monthly basis. Taking formal minutes and action notes and ensuring these are followed up. Able to take extensive notes of sometimes high levels of clinical and drug related information.
12. Take a lead on the administration of the Head of Medicines Optimisation’s portfolios of work and project correspondence and organisation.
13. Collate local project workload to contribute to the ICB medicines optimisation strategy.
14. Utilise all Microsoft Office packages when producing correspondence, emails, reports, presentations and spreadsheets, ensuring formatting protocols are in place.
15. Undertake email management on behalf of the head of Medicines Optimisation for Morecambe Bay locality.
16. Organise and plan the diary commitments of the head of Medicines Optimisation for Morecambe Bay locality including bring forward systems.
17. Develop and maintain databases, spread sheets and reports as required.
18. Maintain and support data entry systems, text processing and storage of data.
19. Undertake data analysis producing information in tabular and graphical formats. The post holder will also be required to process incoming data from various providers, collate the findings and produce data analysis in tabular and chart format for inclusion in reports produced by the team.
20. Assist the team in the preparation and formatting of all reports.
21. Participate in projects or assignments as agreed with senior management.
22. Provide and receive routine and occasionally sensitive information.
23. Manage department requisitions and invoice reconciliation.
Person Specification
Please see the attached Job Description for the details of the person specification.
This advert closes on Tuesday 10 Dec 2024