The Postholder will provide direct line management support to the Pharmacy General Admin Office clerical team in line with Trust Policies, working in a flexible and co-operative way, providing administration support to the Pharmacy Administration Manager, Pharmacy Senior Leadership Team and Pharmacy Clinical Teams as required.
The post holder will be accountable to the Pharmacy Administration Manager and manage the day to day running of the Pharmacy General Office, overseeing the workload of the office clerical team and providing a fully comprehensive administration service to colleagues. Liaising with members of the Pharmacy Senior Leadership Team and working with staff in other areas of the Care Group to facilitate a streamlined service.
To create and maintain effective working relationships at all levels both internal and external to the Trust.
To oversee data quality issues, co-ordinating the running of the General Pharmacy Office, ensuring adequate office cover is maintained for periods of annual leave and sickness and when conducting staff appraisals in line with Trust Policies.
Main duties of the job
The post holder will undertake a range of responsibilities including:
* Coordinate and organise the workload of the Pharmacy General Office clerical team and support the Pharmacy Admin Manager with all administration functions. Ensuring that in the absence of the Pharmacy Admin Manager the Senior Pharmacy Leadership Team are appropriately briefed and up to date with any planned meetings and visits, internal and external appointments, as well as any planned external engagements or events.
* Assist with the organisation of any high level meetings with NHSE/I, HEE, Trust Executives, National Leads and ICB stakeholders as required.
* Providing efficient and high quality confidential and comprehensive support to the Pharmacy Admin Manager on all key projects.
* Reviewing agendas for critical key meetings, reviewing all papers to ensure that they are correct and submitted in a timely manner. Liaise with senior managers and line managers, as appropriate, to co-ordinate reports and information as required.
* Be part of a team working in a busy operational and clinical environment supporting the Pharmacy Senior Leadership Team with all aspects of administration.
About us
We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure.
Please note that all communication will be electronic; please check your email account regularly. If you have any issues with applying online and need additional support including reasonable adjustments with the application process, please contact the recruitment team on 01752 432100. We recognise that work-life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Job responsibilities
* Develop close working relations with the wider Pharmacy team and colleagues to ensure all processes are dealt with in an efficient and timely manner.
* The postholder will provide support to the Pharmacy Administration Manager and Senior Clinical Leadership Team, often covering matters of a strictly confidential nature, to guarantee an overall high standard of service.
* Maintaining clear and timely communication with staff within the pharmacy department, to include senior management, hospital medical staff, GPs, Primary Care Trusts and other external agencies within the NHS South West health community and beyond.
* Using discretion when dealing with sensitive issues and complaints, taking information and referring on as required. Such complaints may originate from patients, former patients, or their family members and will require tact to resolve.
* Prepare correspondence as directed by the Pharmacy Administration Manager and/or Pharmacy Senior Leadership Team.
* In the absence of the Pharmacy Administration Manager, ensure that any urgent matters coming into the office are appropriately and efficiently directed to the appropriate person/department.
* As required, open and action emails, using own judgement and initiative to progress any issues, bringing urgent or contentious matters to attention.
* Book travel and accommodation for team meetings/conferences, as required.
* Take responsibility to ensure annual leave and absences are co-ordinated, regular meetings arranged for updates - assist with and monitor actions, co-ordinate responses.
* Assist the Pharmacy Administration Manager in arranging meetings, collating papers and allocating meeting rooms when required. Assisting with general administrative tasks, including circulating papers as required.
* Providing a communication link for the wider Pharmacy Department initiating the cascades of relevant information in any absence, which can be complex or of a sensitive nature. This will routinely involve matters of a confidential nature, particularly information relating to the diagnosis and/or treatment of patients.
* Assist with the arrangement, preparation and distribution of agendas and papers for meetings, in accordance with Trust policies, procedures and timescales. Take and transcribe complex accurate minutes at specified formal meetings or committees, as required, in a timely fashion, ensuring that all follow-up action is taken. Assisting in the compilation and production of reports for various meetings across the Care Group.
* To accurately prepare presentations, letters and other correspondence using Word, Excel, PowerPoint, Outlook and the internet/intranet to the highest standard and within agreed deadlines using the Trust's corporate branding.
* Respond to internal queries, correspondence and telephone calls coming into the office, in a timely and professional manner.
* The Pharmacy Team does not observe rigid working hours and the post holder is expected to demonstrate flexibility in their working arrangement and resourcefulness in their approach to meeting deadlines.
* Expertise within specialism, underpinned by practical experience knowledge of the full range of administrative and organisational policies and procedures, acquired through training and relevant experience to degree level or equivalent.
* To assist with the facilitation of any recruitment processes for the Pharmacy team, to include organising vacancy advertising, assisting with the co-ordination of interviews, and preparation of induction packs.
* At all times, ensure that a high degree of confidentiality is maintained so that sensitive and contentious information is appropriately handled and shared where necessary.
Person Specification
Qualifications
* NVQ in business & administration or equivalent demonstrable experience
* Maths and English GCSE A - C or equivalent
* Demonstrable experience in a large clinical setting
Knowledge
* Comprehensive understanding of administrative procedures
* Demonstrable experience of maintaining Healthroster
* Proven knowledge of using TRAC and recruitment processes
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.
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