Job Responsibilities:
1. Be the first point of contact for managers, staff, and employees to the Pharmacy Department, including dealing with visitors.
2. Provide administrative support to the Pharmacy Administration Manager, Pharmacy Office Manager, and Lead Pharmacist for Education and Training.
3. Handle sensitive and confidential issues appropriately.
4. Organise and maintain filing systems, ensuring timely completion of filing.
5. Assist with the confidential management of personnel records, ensuring accurate recording and compliance with GDPR as required by the Pharmacy General Office Manager.
6. Sort and open incoming mail, distributing correspondence as appropriate.
7. Create and maintain spreadsheets, databases, and other records for activity and performance as directed.
8. Maintain electronic diary facilities for appointment making, answering queries, and telephone work.
9. Arrange meetings, manage diaries, resolve conflicting entries, and send invites.
10. Provide administrative support for meetings, including producing minutes, preparing agendas, and sending meeting invites in a timely manner.
11. Send DMS Referrals/Pharmoutcomes to Community Pharmacies and GPs in line with Trust policies and procedures.
12. Maintain adequate stock levels of stationery and forms, placing orders as necessary and verifying receipts and invoices.
13. Assist in reviewing and setting up existing and new maintenance contracts, coordinating servicing of Pharmacy equipment, and ensuring accuracy of contract records.
14. Perform general clerical duties including typing, photocopying, and scanning.
15. Work with the General Office Manager and senior pharmacy staff on developing required processes and procedures.
16. Deputise for the General Office Manager during periods of absence, with support from seniors as required.
17. Prioritise workload, work on own initiative, and ensure work is completed within specified timescales, meeting Trust and Government deadlines.
18. Ensure FP10 documents have appropriate tracking records in line with Controlled Stationery guidelines.
For further details, please see the attached JD & PS.
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