Job summary To work as part of the Business and Information team to provide secretarial and administration support to the Pharmacy Department To be responsible for the efficient and effective management and organisation of secretarial and administrative support services to the Pharmacy Department at Bishop Auckland Hospital (BAH), Darlington Memorial Hospital (DMH) and the University Hospital of North Durham (UHND). To act as first point of contact for all communication with the Pharmacy department (this will include liaising with members of the public, fellow healthcare professionals both within and external to the Trust and other agencies). Main duties of the job The role is based in the Pharmacy Business and Information Team Responsible for the provision of a comprehensive, secretarial and administration service to the Leadership team and department staff at BAH, DMH and UHND and other teams within the directorate using initiative in dealing with enquires (oral, written and via email) in their absence. Responsible for the management, control and security of controlled stationery (including FP10HNC prescriptions) used in BAH, DMH and UHND and peripheral hospitals Responsible for supporting the management of sickness processes within the department About us If you are being interviewed you must accept an interview slot in the system to continue, even if you have arranged with the manager You must be able to produce ALL certificates stated essential in the person specification or you will not be able to complete pre-employment checks We provide hospital services from two acute sites - Darlington Memorial Hospital and University Hospital of North Durham. We have a centre for planned care in Bishop Auckland and provide care from community hospitals in Chester-le-Street, Shotley Bridge, Barnard Castle, Sedgefield and Weardale as well as over 80 other community based settings and providing care in patients' homes. We particularly welcome applications from disabled and Black, Asian and Minority Ethnic (BAME) candidates as BAME and disabled people are currently under-represented From April 1 2024 we are unable to offer sponsorship for healthcare roles that do not meet the minimum salary, If you are in the UK on a VISA please ensure you have no restrictions that would prevent you from taking this post. Full Job Descriptions can be found in the adverts supporting documents Date posted 24 October 2024 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year PRO RATA Contract Permanent Working pattern Part-time Reference number C9439-24-1082 Job locations Darlington Memorial Hospital NHS Trust Hollyhurst Road Darlington County Durham DL3 6HX Job description Job responsibilities To be responsible for providing secretarial and administration support to the Pharmacy Leadership Team. The post holder will: Maintain electronic diaries including arranging appointments and entering pre-arranged meetings. Resolving conflicting diary appointments and schedules. Use own initiative in dealing with enquires (oral, written and via email) in absence of managers in order to forward to the most appropriate individuals. Organise meetings on a regular basis, compiling a schedule of meeting dates and venues for the year for pharmacy meetings, entering into managers diaries and distributing to members. Arrange venues for meetings and events and sending out invitations and compiling attendance lists. Type and record all correspondence as requested. Liaise with the Trust travel team booking courses and conferences and organising travel arrangements where necessary. Arrange meetings, distribute meeting papers, transcribe minutes and update action logs. Receive, prioritise and segregate all mail appropriately and the record and send registered post. Deal with telephone and face-to-face enquiries from all staff groups and third party organisations. Order security swipe cards and maintenance of register. Maintain the DMH pharmacy meeting room diary in conjunction with IT, taking bookings from Trust staff. Undertake photocopying, scanning and laminating as requested Perform yearly DSE assessments for members of pharmacy, escalating identified actions. Create, format and update word documents and spreadsheets. Format Policies and Procedures using Microsoft Word. Actively participate in the induction programme of all new starters within the department. Manage the controlled stationery (including FP10HNC prescriptions) used in the Trust including: setting up new cost centres with the Business Services Authority (BSA) ordering and issuing ensuring supplies are securely stored recording and stock taking of inventory Organise and support the administration of HR functions Assist team members with regard to Registration Authority duties as an RA Agent Job description Job responsibilities To be responsible for providing secretarial and administration support to the Pharmacy Leadership Team. The post holder will: Maintain electronic diaries including arranging appointments and entering pre-arranged meetings. Resolving conflicting diary appointments and schedules. Use own initiative in dealing with enquires (oral, written and via email) in absence of managers in order to forward to the most appropriate individuals. Organise meetings on a regular basis, compiling a schedule of meeting dates and venues for the year for pharmacy meetings, entering into managers diaries and distributing to members. Arrange venues for meetings and events and sending out invitations and compiling attendance lists. Type and record all correspondence as requested. Liaise with the Trust travel team booking courses and conferences and organising travel arrangements where necessary. Arrange meetings, distribute meeting papers, transcribe minutes and update action logs. Receive, prioritise and segregate all mail appropriately and the record and send registered post. Deal with telephone and face-to-face enquiries from all staff groups and third party organisations. Order security swipe cards and maintenance of register. Maintain the DMH pharmacy meeting room diary in conjunction with IT, taking bookings from Trust staff. Undertake photocopying, scanning and laminating as requested Perform yearly DSE assessments for members of pharmacy, escalating identified actions. Create, format and update word documents and spreadsheets. Format Policies and Procedures using Microsoft Word. Actively participate in the induction programme of all new starters within the department. Manage the controlled stationery (including FP10HNC prescriptions) used in the Trust including: setting up new cost centres with the Business Services Authority (BSA) ordering and issuing ensuring supplies are securely stored recording and stock taking of inventory Organise and support the administration of HR functions Assist team members with regard to Registration Authority duties as an RA Agent Person Specification Experience Essential Previous secretarial and administrative experience Experience of diary management Experience of minute taking Desirable Previous experience in a health-related environment Previous experience with the HealthRoster system Special Requirements Essential Able to travel across Trust sites when necessary Special Skills and Knowledge Essential Good communication and organisational skills. Excellent customer care skills Good oral and written communication skills Able to demonstrate own initiative and to anticipate and pre-empt problems. Excellent organisational skills Ability to manage and prioritise own workload and to work to agreed deadlines Ability to work effectively as part of a team Desirable Knowledge of pharmaceutical terms and drug names Qualifications Essential Good standard of education minimum GCSE standard (4 Cs and above) or equivalent including Maths and English Computer literate with good keyboard skills (RSA 3 or equivalent) NVQ3 Business and Administration (or equivalent experience ) Person Specification Experience Essential Previous secretarial and administrative experience Experience of diary management Experience of minute taking Desirable Previous experience in a health-related environment Previous experience with the HealthRoster system Special Requirements Essential Able to travel across Trust sites when necessary Special Skills and Knowledge Essential Good communication and organisational skills. Excellent customer care skills Good oral and written communication skills Able to demonstrate own initiative and to anticipate and pre-empt problems. Excellent organisational skills Ability to manage and prioritise own workload and to work to agreed deadlines Ability to work effectively as part of a team Desirable Knowledge of pharmaceutical terms and drug names Qualifications Essential Good standard of education minimum GCSE standard (4 Cs and above) or equivalent including Maths and English Computer literate with good keyboard skills (RSA 3 or equivalent) NVQ3 Business and Administration (or equivalent experience ) 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 County Durham & Darlington NHS Foundation Trust Address Darlington Memorial Hospital NHS Trust Hollyhurst Road Darlington County Durham DL3 6HX Employer's website https://www.cddft.nhs.uk/ (Opens in a new tab)