University Hospitals Birmingham NHS Foundation Trust
An exciting opportunity has arisen for an enthusiastic and motivated individual to join the Pharmacy team at Heartlands Hospital as a Pharmacy Administrator.
We are seeking someone with strong interpersonal skills, the ability to organise and manage tasks within defined timeframes, and the capability to work both independently and as part of a team. The ideal candidate will be highly proficient in Microsoft Office, including Word and Excel, and will demonstrate excellent communication skills. Attention to detail is crucial, and the successful applicant must be resourceful, able to prioritise their workload, and handle a busy office environment with regular interruptions.
Duties will include providing administrative support to staff and line managers, as well as maintaining strict confidentiality at all times.
This is an excellent opportunity for a candidate who can maintain productivity in a dynamic setting while managing multiple tasks efficiently.
Main duties of the job
1. Provide administrative support to line managers.
2. Undertake typing tasks, including audio transcription and copy typing of various documents (e.g. letters, emails, reports, spreadsheets).
3. Support departmental meetings, including preparing agendas, taking minutes, and circulating them.
4. Manage incoming mail, prioritising and redirecting as necessary.
5. Assist with the onboarding of new colleagues as directed by the Line Manager.
6. Support the introduction of new technology and working practices.
7. Photocopy, scan, and file documents while maintaining confidentiality and ensuring easy retrieval.
8. Handle invoices and chase procurement orders.
9. Use Microsoft Office (Outlook, Word, PowerPoint, Excel, Access) to produce correspondence, presentations, and reports.
10. Carry out additional administrative duties including photocopying, ordering stationery, and managing office equipment repairs.
11. Record and monitor staff absence calls ensuring to liaise with the respective line managers and provide appropriate information.
12. Provide cover for the Administration Team during annual leave or sickness absence.
This is not an exhaustive list of roles and responsibilities.
About us
We are recognised as one of the leading NHS Foundation Trusts in the UK. Our vision is to Build Healthier Lives, and we recognise that we need incredible staff to do this.
Our commitment to our staff is to create the best place for them to work, and we are dedicated to investing in the health and wellbeing of our staff, including a commitment of offering flexible working where we can; offering a wide variety of training and development opportunities to support their personal and career development objectives.
UHB is committed to ensuring that our staff are treated fairly and feel that they belong, by creating a kind and inclusive environment. This is about equity of opportunity; removing all barriers, including discrimination and ensuring each individual member of staff reaches their true potential, achieves their ambitions and thrives in their work.
Job responsibilities
*Please Note: For a detailed job description for this vacancy, please see the attached Job Description.*
Person Specification
Qualifications
* Good General Education (e.g. GCSE English and Maths A-C/ 4-9 or equivalent)
* RSA level II or equivalent experience
* Business Administration NVQ level 3 or equivalent experience in an administrative environment
Experience
* Experience of dealing with the Public/Customer service experience
* Experience of working in a Secretarial/Administrative role with a proven track record of problem solving
* Experience of working with a range of Microsoft Office packages (e.g. Word, Excel and Outlook)
* Knowledge of dealing with non-routine issues such as problem solving for an area of work
* Full understanding of Information Governance and Patient Confidentiality
* Previous experience of transcribing formal minutes
* Experience of using Trust IT systems
* Experience of working in a busy environment
* Experience of working in Healthcare
Additional Criteria
* Flexible approach to work
* Demonstrates care and compassion
* Team Player
* Demonstrates reliability, motivation and commitment
* Ability to travel to other Trust sites
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.
Employer name
University Hospitals Birmingham NHS Foundation Trust
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