Secretary/administrator Aseptic Services

3 weeks ago

Salford, United Kingdom Northern Care Alliance NHS Foundation Trust Full time

An excellent opportunity has arisen for an experienced and organised administration/secretarial assistant to join our friendly Aseptic Services Team within the Pharmacy Department at Salford Royal.

You will provide comprehensive secretarial/admin support to assist in the day to running in the office/reception area supporting the Senior Managers and the wider team where required.

APPLICANTS MUST HAVE RSA LEVEL 3 NVQ OR EQUIVALENT

The core purpose of this role is to undertake administrative duties to support the Aseptics Team.

Duties include arranging meetings, booking rooms, attending meetings to take minutes, data entry, maintaining various databases and systems, dealing with incoming calls and post, maintaining pharmacy policies and procedures, using the ESR system for staff information/times/annual leave/other leave, occasionally ordering of goods, maintaining filing systems and general office duties.

The Aseptic Services Department provides Chemotherapy, TPN and other specialised products to adult’s inpatients and outpatients. The post will involve several different activities to support the smooth running of the service. These include dealing with telephone queries, inputting service activity on excel spreadsheet, and typing and formatting documents. There can be several conflicting demands and ability to prioritise work is essential.

Main Tasks & Overview of Responsibilities

To maintain accurate filing systems for patient prescriptions and departmental monitoring records for easy access.

To assist patients/clients/relatives during incidental contacts.

Ensure a customer friendly service is provided and that a responsive service to telephone and personal callers is maintained.

Communications and Relationships

Communicate professionally and effectively with other members of the Directorate and senior management colleagues from external partner organisations.

Provide and receive complex, sensitive, and confidential information to Senior staff

Ensure a customer friendly service is provided and that a responsive service to telephone and personal callers is maintained.

To produce monthly workload activity figures and facilitate financial activity if applicable

Accurate minute taking at relevant meetings, distributing a record in a timely manner

To communicate with internal/external service providers and users’ information. relating to aseptically prepared products. This information may be of a complex and confidential nature.

Analytical and Judgemental Skills

Maintain Staffing data bases sickness annual leave, study leave on Trust software

Collate activity data and forward to Head of production on a monthly basis.

Planning and Organisational Skills

Prior planning and preparation of papers, agendas and other relevant information for meetings and appointments.

Electronic diary management, organising appointments and meetings to support the Aseptic services manager and senior staff to maximise the time available.

Prioritise and ensure completion of all word processing requirements.

Plans and organises departmental meetings/functions, booking meeting facilities as required.

Maintain spreadsheets and databases.

Arrange travel and course booking requirements for staff within department.

Arrange additional pay requirements on Trust Systems when appropriate

Work in a self-directed way to progress elements of senior management actions that do not require the direct involvement of the senior management.

Implement and maintain effective manual and electronic filing and bring forward systems.

Manage the administration of recruitment for all permanent, temporary and locum staff in liaison with Human Resources, Finance Department, and outside organisations.

Responsible for the security of all departmental keys and maintain a record of distribution/return of keys.

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