Job summary
The Team Administrator will act as a primary point of contact for the Pharmacy Team dealing with or escalating queries as necessary.
The post holder will assist the Chief Pharmacist and Management Team in the day to day running of the department to ensure efficient and effective personal assistance, secretarial and administrative support and communication and collaboration with other departments and external agencies.
The post holder will be responsible for the accurate input of all adjustments to the Health Roster and will ensure that the Health Roster is an accurate record of all changes to work patterns.
Main duties of the job
Acts as a primary point of contact for the Department, dealing with and escalating queries. Assists the Senior Pharmacy Management Team and colleagues in administrative duties to support the day to day running of the department whilst ensuring efficient and effective organisation and communication.
Uses judgement and planning to prioritise work schedules in accordance with changing and often conflicting priorities, liaising and negotiating with all relevant parties.
Provide a comprehensive administrative and secretarial service including the organisation of meetings, compiling and circulating agendas, minute taking and distribution of minutes within agreed time scales. Update of action trackers, following up and documenting progress effectively. Responsible for diary management, arranging appointments and meetings as directed to ensure the most efficient use of meeting, office and travel time.
Responsible for the accurate input into the Health Roster system for overtime and on call payments, TOIL, shift patterns and all absence, ensuring input is in line with Trust Guidance. Ensure the Health Roster is accurate for all staff members, meeting weekly and monthly deadlines prior to finalisation and submission to payroll.
Closing date of applications: 22 September 2024
Interview date: 4 October 2024
About us
As a trusted organisation at the heart of our communities, we recognise the important role we can play in supporting the public, patients, our own people and local partners in achieving the best of health for the local population and the communities in which they live by providing Exceptional Care Together
Our fundamental Values of Compassion, Openness and Excellence underpin how we intend to work as a Trust and the associated behaviours are becoming embedded in all aspects of how we work.
In return we will offer:
1. Development opportunities, both professional and leadership development
2. On-going support from recruitment to when you join our team and beyond.
3. Staff benefits including employee assistance programme, discounted gym membership, onsite fitness classes, car schemes
Key Facts:
4. We see on average 4810 OP appointments a day.
5. We are the 4th busiest Trauma & Orthopaedic outpatients department in England - an average of 2077 per week.
6. An average of 1115 patients are seen in A&Es across our network every day - 3rd largest in the country.
7. Our hospitals admit an average of 195 emergency patients daily.
8. Last year we undertook almost 33,700 planned surgical operations in our 57 operating theatres.
9. We are one of only 7 Trusts nationally with more than 50 operating theatres.
10. We carry out more than 140 elective procedures each working day.
11. UHDB is a research active University Hospital with a large and varied portfolio of clinical trials and research opportunities for all staff.
Job description
Job responsibilities
Please see attached Job description and Person Specification. To apply please click APPLY FOR THIS JOB this link will take you to the TRAC Recruitment Site. You will need to register if you do not already have an account.
Following the recent update on UK immigration policy for those on a Health and Care Visa or Skilled Worker Visa, please click on the link to check your eligibility before applying for this post as we may be unable to provide sponsorship Impacts of the changes to the UK immigration policy | NHS Employers
Person Specification
Education, Training and Qualifications
Essential
12. 5 GCSE's at Grade C or above (or equivalent)
Desirable
13. RSA11 Typing/Word Processing European Computer Driving Licence
Experience & Knowledge
Essential
14. Previous experience in an office environment including demonstrable experience with minute taking and transcription. Experience of managing and prioritising workload often with conflicting and challenges deadlines.
Desirable
15. Previous NHS admin and clerical experience Database / spreadsheet management Knowledge of Trust Guidelines
Skills and Ability
Essential
16. Ability to use variety of office equipment laptops, photocopiers, printers. Competent in the use of Microsoft Word and Excel.Frequent prolonged concentration for minute taking and input into Health Roster
Desirable
17. Ability to use computer systems (ESR, Health Roster, Meditech, intranet) to perform analytical
Communications and interpersonal skills
Essential
18. Ability to communicate effectively orally and in writing good telephone manner, polite face-to-face communicator
Values and Behaviours
Essential
19. Ability to maintain strict confidentiality Willingness to work flexibly in the interests of the service
Other requirements
Essential
20. Ability to work in a busy environment to deadlines Ability to manage own workload Ability to cope with distractions and interruptions