Administrative Support Officer
6 months ago
This objective of this role is to provide an efficient administrative support service to the Pharmacy Directorate. This will involve supporting the day to day activities within the directorate undertaking administrative duties, scanning and filing of information on the hospital electronic systems. Also, advanced knowledge of MS Excel, Word and Outlook would be beneficial.
To provide a comprehensive Administrative support service to the Pharmacy Directorate, ensuring the highest level of confidentiality is maintained at all times.
To provide secretarial support for general Pharmacy and Trust meeting eg Pharmacy Governance meetings, producing agendas, minutes, reports, correspondence and other documents as required.
To perform word processing, data entry and data collection tasks as required.
To support the implementation and transfer of records onto Healthroster and maintain Roster records on a regular basis.
To work as part of the Pharmacy Administration team, including providing clerical support for administrative duties and to provide cross cover for the Administrative Support team during absences colleagues within the Directorate office.
The post holder will be required to demonstrate a significant level of initiative and the ability to organise his/her own workload, some of which will be without immediate advice within clear procedural guidelines.
The Royal Wolverhampton NHS Trust is one of the largest NHS trusts in the West Midlands providing primary, acute and community services and we are incredibly proud of the diversity of both our staff and the communities we serve. We are building a workforce that can help us to fulfil our values, improve quality of care for patients, and solve the health care problems of tomorrow. We’re passionate about the value that diversity of thinking and lived experience brings in enabling us to become a learning organisation and leader in delivering compassionate care for our patients.
We are delighted that we have been rated as“Good”by CQC. We have achieved numerous awards; The Nursing Times Best Diversity and Inclusion Practice and Best UK Employer of the Year for Nursing Staff in 2020.
The Trust is a supportive working environment committed to creating flexible working arrangements that suit your needs and as such will consider all requests from applicants who wish to work flexibly.
To communicate complicated administrative information to staff from other departments, external contacts
To exercise judgements when dealing with enquiries and to analyse information to resolve problems
To plan and organise straightforward activities, some ongoing. (i.e. Plan rotas and cover; Healthroster, schedules clinics; arranges meetings; manages diaries)
May need to communicate with patients, but on non-clinical matters (i.e. appointment times, provide directions or explain local procedures)
To follow Trust and Local department policies, may be asked to provide comments when necessary
May maintain stock levels and to make orders through the appropriate systems
Demonstrates own activities to new or less experienced employees, may supervise other members of staff
Undertake surveys or audits, as necessary to own work i.e. Completes staff surveys, complete basic audit pro-formas
To monitor and maintain information systems
To develop databases/spreadsheets, to collate or produce reports on a regular basis.
To input data onto relevant systems, required to store and retrieve information or to collate and report data
May manage some aspects of a project/service
Ability to accurately take complex meeting minutes incl transcribing from audio recordings
Working experience with MS Teams and basic experience of MS Access also desirable,
Raising purchase requisitions and liaising with suppliers and credit control to facilitate timely payments and investigate and resolve payment queries.
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