Pharmacy Team Administrator and Pa

2 weeks ago

London, United Kingdom Lewisham and Greenwich NHS Trust Full time

We are looking for enthusiastic and experienced administrative staff to join the pharmacy team at LGT. We currently have two posts available, one based at University Hospital Lewisham and one based at Queen Elizabeth Hospital Woolwich.

You will be responsible for the provision of comprehensive secretarial, professional administrative and clerical support at a senior level to the Chief Pharmacist and the Pharmacy Department.

There are positions at University Hospital Lewisham and Queen Elizabeth, Woolwich
- To take responsibility for coordinating, collecting, compiling and maintaining accurate workforce information on the e-rostering system, including annual leave and sickness records.
- To arrange appointments/meetings as directed by the chief pharmacist and support with diary management.
- To ensure the efficient distribution of all post and other documents received. This includes the opening and distribution of all mail addressed to the Chief Pharmacist, making judgements about the appropriateness for forwarding information and referring on to other staff or agencies.
- To manage the pharmacy administrative support to Trust and Pharmacy committees including preparation and circulation of papers, minute taking, follow-up correspondence and circulation of notes. This includes but is not limited to the Trust Medicines Management Committee, Pharmacy Senior Management Group, Outsourced Outpatient Meetings and Pharmacy Governance Meeting.

This is an exciting opportunity to join the pharmacy team at LGT. We are a large, busy department responsible for all aspect of medicines management across the Trust, including the two main hospital sites and community services in Lewisham. We work closely with other teams and healthcare professionals to ensure that patients get the right medicines at the right time.

You will be working with a supportive and friendly senior management team, who are collectively responsible for the different services within our department including; ward based clinical pharmacy, dispensary, stores & procurement, education & training.

**Post Title**: Pharmacy Team Administrator and PA

**Base Location**: Queen Elizabeth Hospital / University Hospital Lewisham

**Department**: Pharmacy

**Responsible to**: Chief Pharmacist

**Grade**: Band 4

**Hours**: 37.5 hours per week, Monday to Friday
- _________________________________

**Job Summary**:
To ensure the provision of comprehensive secretarial, professional administrative and clerical support at a senior level to the Chief Pharmacist and the Pharmacy Department.

**This will include**:
1. To manage own workload.
2. To maintain and manage workload in an environment which can be unpredictable, where there are frequent interruptions e.g. answering phone calls, responding to staff queries and rescheduling and prioritising as required.
3. To take responsibility for coordinating, collecting, compiling and maintaining accurate workforce information on the e-rostering system, including annual leave and sickness records.
4. To arrange appointments/meetings as directed by the chief pharmacist and support with diary management.

6. To ensure the efficient distribution of all post and other documents received. This includes the opening and distribution of all mail addressed to the Chief Pharmacist, making judgements about the appropriateness for forwarding information and referring on to other staff or agencies.
7. To manage the pharmacy administrative support to Trust and Pharmacy committees including preparation and circulation of papers, minute taking, follow-up correspondence and circulation of notes. This includes but is not limited to the Trust Medicines Management Committee, Pharmacy Senior Management Group, Outsourced Outpatient Meetings and Pharmacy Governance Meeting.

Workforce
- To take responsibility for coordinating, collecting, compiling and maintaining accurate workforce information on the e-rostering system, including annual entitlements, weekend/bank holiday shifts, annual leave and sickness records.
- To collate and report pharmacy performance indicators, monthly and ad hoc as necessary.
- To maintain trackers for staff sickness, Freedom of Information Requests (FOIs), Complaints, mandatory training and appraisal.
- To organise and update confidential staff files.
- To maintain and organise the induction packs for all new starters.
- To be responsible for part of the departmental induction for all new staff.
- To invigilate with internal examinations for student staff and interviewees.

Communications and Relationships
- To liaise with the recruitment department and HR to assist with recruitment regarding: - Advertisements for posts
- Job descriptions
- Start dates
- And to obtain references when necessary.
- To liaise with locum agencies and the Trust Bank regarding temporary staff and keep appropriate records.
- To manage the pharmacy administrative support to Trust and Pharmacy committees including preparation and circulation of

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