Job summary The post-holder will be required to provide a comprehensive and responsive administrative and clerical support service to the Pharmacy Administration Manager, Pharmacy Office Manager and Lead Pharmacist for Education and Training. To ensure the smooth running of the pharmacy administrative service and support the co-ordination and recruitment of the pharmacy workforce The post holder will be expected to contribute to the daily delivery of the office 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. Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification. Main duties of the job The main purpose of this role is to provide a comprehensive administrative support service to the main Pharmacy Office, the Pharmacy Education & Training Team & Senior Leadership Team. To provide a comprehensive and high-quality administration service to support the general pharmacy office. To develop and assist with providing comprehensive support for all things related to the delivery of general recruitment for the pharmacy department. The post may involve covering for colleagues who are on annual leave or absent due to sickness and will involve making independent judgements but referring to seniors when necessary. About us We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted. Date posted 06 November 2024 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year £24,071 - £25,674 Per Annum Pro Rata Contract Permanent Working pattern Full-time, Part-time, Job share Reference number 216-LA-C6698379 Job locations Derriford Hospital Plymouth PL6 8DH Job description Job responsibilities 1. To be first point of contact for managers, staff and employees to the Pharmacy Department. This includes dealing with visitors to the department. 2. To provide administrative support to the Pharmacy Administration Manager, Pharmacy Office Manager and Lead Pharmacist for Education and Training. 3. To be aware of sensitive and confidential issues when they arise and to handle/deal with them in the correct and appropriate manner. 4. Organise and maintain filing systems and ensure filing is completed in a timely manner. 5. To assist with the confidential management of personnel records, including prompt filing, ensuring accurate recording of all documentation and compliance with GDPR when required by the Pharmacy General Office Manager. 6. To sort and open incoming mail and distribute correspondence as appropriate. 7. To create and maintain spreadsheets, databases and other forms of computer or manual records for purposes such as recording information about activity and performance as directed. 8. Maintain diary facilities (electronic) in relation to appointment making, answering queries and telephone work. 9. Arrange meetings, managing diaries and resolving conflicting entries, and send invites. 10. When required, to provide administrative support for meetings, producing minutes, preparing agendas and papers, and sending meeting invites in a timely manner. 11. To send DMS Referrals / Pharmoutcomes to Community Pharmacies and GPs in line with Trust policies and procedures. 12. To maintain adequate stock levels of stationery and forms and place orders as necessary, including ad hoc procurement requirements. Follow through with receipt and invoice verification. 13. Assist in the review and set-up of existing and new maintenance contracts (under the instruction of the Senior Managers) and co-ordinate servicing of Pharmacy equipment ensuring the completeness and accuracy of all contract records. 14. Provide general clerical duties including general typing, photocopying, scanning. 15. To work with the General Office Manager and senior pharmacy staff with regards to the introduction and development of any processes and procedures required. 16. Deputise for the General Office Manager during periods of absence including sickness, annual leave or training which for short periods of time throughout the year (with support and guidance from seniors when required). 17. Prioritising workload, working on own initiative as far as possible and ensuring work is carried out in specific timescales, meeting both Trust and Government deadlines. For longer periods of cover, acting-up arrangements may be put in place. 18. To ensure FP10 documents have appropriate tracking records in place in line with Controlled Stationery guidelines. Fir further details please see the attached JD & PS Job description Job responsibilities 1. To be first point of contact for managers, staff and employees to the Pharmacy Department. This includes dealing with visitors to the department. 2. To provide administrative support to the Pharmacy Administration Manager, Pharmacy Office Manager and Lead Pharmacist for Education and Training. 3. To be aware of sensitive and confidential issues when they arise and to handle/deal with them in the correct and appropriate manner. 4. Organise and maintain filing systems and ensure filing is completed in a timely manner. 5. To assist with the confidential management of personnel records, including prompt filing, ensuring accurate recording of all documentation and compliance with GDPR when required by the Pharmacy General Office Manager. 6. To sort and open incoming mail and distribute correspondence as appropriate. 7. To create and maintain spreadsheets, databases and other forms of computer or manual records for purposes such as recording information about activity and performance as directed. 8. Maintain diary facilities (electronic) in relation to appointment making, answering queries and telephone work. 9. Arrange meetings, managing diaries and resolving conflicting entries, and send invites. 10. When required, to provide administrative support for meetings, producing minutes, preparing agendas and papers, and sending meeting invites in a timely manner. 11. To send DMS Referrals / Pharmoutcomes to Community Pharmacies and GPs in line with Trust policies and procedures. 12. To maintain adequate stock levels of stationery and forms and place orders as necessary, including ad hoc procurement requirements. Follow through with receipt and invoice verification. 13. Assist in the review and set-up of existing and new maintenance contracts (under the instruction of the Senior Managers) and co-ordinate servicing of Pharmacy equipment ensuring the completeness and accuracy of all contract records. 14. Provide general clerical duties including general typing, photocopying, scanning. 15. To work with the General Office Manager and senior pharmacy staff with regards to the introduction and development of any processes and procedures required. 16. Deputise for the General Office Manager during periods of absence including sickness, annual leave or training which for short periods of time throughout the year (with support and guidance from seniors when required). 17. Prioritising workload, working on own initiative as far as possible and ensuring work is carried out in specific timescales, meeting both Trust and Government deadlines. For longer periods of cover, acting-up arrangements may be put in place. 18. To ensure FP10 documents have appropriate tracking records in place in line with Controlled Stationery guidelines. Fir further details please see the attached JD & PS Person Specification Knowledge Essential Good communication both written and verbally. Proven knowledge in the use of Microsoft Outlook and Microsoft Office (Word and Excel). Demonstrable experience of working within a busy administration office. Desirable Previous demonstrable experience of working within a large organisation Qualifications Essential NVQ Level 3 in Business and Administration (or equivalent). GCSE Math and English (Minimum Grade C). Or equivalent demonstrable experience Desirable IT Qualification Aptitude & Abilities Essential Confident in communicating with Trust employees of all levels. Accuracy/attention to detail. Good concentration level for minute taking and dealing with complicated documents Person Specification Knowledge Essential Good communication both written and verbally. Proven knowledge in the use of Microsoft Outlook and Microsoft Office (Word and Excel). Demonstrable experience of working within a busy administration office. Desirable Previous demonstrable experience of working within a large organisation Qualifications Essential NVQ Level 3 in Business and Administration (or equivalent). GCSE Math and English (Minimum Grade C). Or equivalent demonstrable experience Desirable IT Qualification Aptitude & Abilities Essential Confident in communicating with Trust employees of all levels. Accuracy/attention to detail. Good concentration level for minute taking and dealing with complicated documents Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name University Hospitals Plymouth NHS Trust Address Derriford Hospital Plymouth PL6 8DH Employer's website https://www.plymouthhospitals.nhs.uk/ (Opens in a new tab)