University Hospitals of Leicester NHS Trust
An exciting opportunity has arisen for an Administration and Clerical Assistant to join our Pharmacy Administration team working to support pharmacy colleagues across sites.
We are looking for an enthusiastic, committed, and motivated individual who can demonstrate using their own initiative and can prioritise their workload.
Main duties of the job
The role of the Pharmacy Clerical Officer is to support the Admin Team Leader and Administration Manager in providing efficient, high-quality administration support to the Senior Pharmacy Management team and other senior members of staff within Pharmacy. Responsibilities include providing comprehensive staff support, secretarial service, monitoring and controlling department, stock ordering, and customer invoicing to minimise unnecessary expenditure and maximise timely income. Additionally, the role involves maintaining and reporting on pharmacy staff and workload performance and metrics, and undertaking all general office duties.
The work is varied, interesting, and demanding, and the successful candidate will need to be organised, flexible, and reliable. We are looking for someone who possesses the ability to meet the demands of the service, and someone who can communicate with confidence within the team and with staff across the Trust.
You will need to demonstrate a track record of strong interpersonal skills, along with strong skills in Microsoft Office for email data entry and data gathering.
We are looking for a team player with excellent communication skills and an eye for detail.
The successful applicant will primarily be based at Glenfield Hospital and Leicester General Hospital, but there will be a requirement to cover all three hospital sites. The post will also involve weekend and Bank Holiday cover on a rota basis.
If you require further information or have any questions, please contact Daljeet Minhas - 0116 258 3314.
About us
Our new strategy, developed with the support and feedback of colleagues, patients, and partners, is our compass for the next seven years (2023-2030). We have four primary goals:
* High-quality care for all,
* Being a great place to work,
* Partnerships for impact, and
* Research and education excellence.
We will embed health equality in all we do, taking active steps to reduce the avoidable differences in healthcare that some people face, working in partnership with communities. Our strategy is underpinned by new values, and we will work to ensure they are an everyday reality for all:
* We are compassionate,
* We are proud,
* We are inclusive, and
* We are one team.
This is an exciting moment as we look to the future with clarity on what we already do well and where we need to focus our energies to make an even bigger difference for the people we serve.
Job responsibilities
* To check and prepare invoices for goods supplied to and by the department to achieve clear and timely requests for payment, reporting to the Pharmacy General Manager any discrepancies.
* Produce monthly reports on finance and stock performance, stock values, and stock adjustments, as well as monthly and annual reports on creditor accruals for audit, liaising with internal and external customers where appropriate.
* To monitor and place orders for stationery and other ad hoc supplies for the department in a timely and accurate manner, ensuring the most cost-effective items are ordered. To receive stationery stock and follow up discrepancies.
* To record and produce monthly reports on Pharmacy performance indicators as identified.
* To answer incoming telephone calls from pharmacy staff and internal and external customers, referring to the appropriate people as necessary.
* To maintain personnel files for all designated staff in strict confidentiality, ensuring all correspondence relating to sickness, appraisal, performance, and contract details are current.
* To ensure timesheets and sickness and absence returns are signed and submitted in a timely manner to meet departmental and Trust standards, checking e-rostering for accuracy and correcting if necessary.
Person Specification
* Admin and Clerical qualification
* GCSE Grade C or equivalent in Maths and English
* Previous admin and clerical experience in the healthcare sector
* Basic computer skills
* Previous minute-taking 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.
University Hospitals of Leicester NHS Trust
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