Business Administration Officer

4 weeks ago

Somerset, United Kingdom Community Pharmacy Somerset Full time

**Business Administration Officer**

**ROLE TITLE**: Business Administration Officer **REPORTS TO**:Chair

**ROLE PURPOSE**:
Local Pharmaceutical Committees (LPCs) are the recognised statutory bodies that represent community pharmacy contractors in discussions with the wider health and care system in their defined healthcare geography.
In Somerset the LPC (known as Community Pharmacy Somerset or CPS) represents the 100+ community pharmacy contractors across the county.

We need a self-motivated individual to help support the LPC operation in providing an efficient, administrative services as directed by the Chair and Chief Executive Officer.

Also, to provide support to Contractors, LPC Committee and CPS Officers.

To use various methods of communication (including social media) to engage contractors and to publicise services and to build relationships.

**Key Elements Key Activities**

**Business Focus and ** *Maintain records of all pharmacy contractors (and where appropriate
**Efficiencies **their teams) represented by CPS.*
- Maintain records of all stakeholders in relation to CPS.
- Take responsibility for managing the events calendar for CPS and that it is appropriately communicated.
- Take responsibility for communication with pharmaceutical companies and political figures/organisation.
- Take responsibility for supporting the planning of promotional and marketing campaigns including social media in consultation with the team supported by CPS for engagement with the general public, political figures and organisations, community pharmacy contractors and stakeholders.
- Support the Chief Officer and Treasurer in the day to day running of

LPC finances.
- Take responsibility for CPS Committee meeting administration and all associated, agenda, actions and papers.
- Take responsibility for supporting other meeting administration as directed.
- Take responsibility for statutory responsibilities including Health and

Safety, Insurance requirements and Data Protection as directed by theResponsible Officer.
- Take responsibility for ensuring that office administration is operated as cost effectively as possible through regular review of office contracts.
- Attend meetings as necessary.
- Keep all CPS systems and data up to date and fit for purpose.
- Deal with all routine and specific correspondence on behalf of CPS.
- Keep abreast of changes in pharmacy and understand what is happening locally.
- Ensure that operational standards are communicated effectively and understood by all.
- Act on CPS decisions at the direction of the Chief Officer or CPS.
- Undertake or delegate appropriately all administration related to CPS.

**Contractor Focus and ** *Support all other team members.
*Relationship Building Manage any processes and the needs of the community pharmacy
contractors where appropriate.
- Ensure that strong relationships are built with contractors, stakeholders, community pharmacies and their teams.
- Be responsible for communications with contractor queries dealing with them in a timely way.
- Support with all training and education meetings/events.

**Building Relationships and ** *Act as the face of CPS being the first point of contact for all queries.
*Delivery Focus Lead on communications between CPS and community pharmacy teams by way of newsletters or other methods including electronic media.
- Prepare press releases and be the key point of contact for all media queries and requests.
- Manage and maintain office filing and record management system whilst also providing any necessary administrative support including diary management to other members of the team where required.
- Take responsibility for keeping the website and social media up-to
- date considering the different needs of the audiences accessing it.
- Assist in event administrative tasks associated with CPS events including preparing paperwork, taking and monitoring bookings, developing a delegate and attendance list and any other tasks as required.
- Communicate with contractors in a timely manner.
- Organise social media strategies such as Facebook and Twitter and ensuring these are kept up to date and relevant.

**Team Working and ** *Actively participate in an open and supportive team environment.
*Relationship Building Regularly request constructive feedback.
- Respond to opportunities for development of self.
- Develop relationships with contractors and stakeholders as appropriate.
- Support and work with others to ensure communications to all is maintained at an optimum level.

**Supporting a High Performing ** *Take responsibility for supporting the Chief Officer to prepare the
**Organisation **annual report and AGM and any other CPS governance requirements.*
- Develop strong and harmonious relationships both internally and externally thereby producing a high level of performance.
- Flexibility to travel to meetings and other locations in order to fulfil the requirements of the post.
- Undertake all tasks requested by the Chi

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