Pharmacy Administrator

2 months ago

Oxford, United Kingdom Oxford University Hospitals NHS Foundation Trust Full time

You will be expected to liaise with staff and colleagues at all levels. You will have proven secretarial skills with the ability to prioritise and manage your own workload to tight deadlines.

The post holder will be dealing with queries from various teams within Pharmacy Directorate, and will be working with other team members to devise and maintain an efficient and effective administrative system within the department.

The Trust comprises four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury.

Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call this Delivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence. These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via the OUH YouTube channel.

To post holder will be responsible for providing administrative and secretarial support to the OUH Pharmacy Administration Team. The role requires to work closely with the various pharmacy teams and all relevant staff members, and will provide a comprehensive, professional, and confidential administrative support service.

Some of the responsibilities and tasks involved in this role are listed below.Please refer to attached document for detailed job description.
- To devise and maintain an efficient and effective administrative system including, filing, message-taking, scanning etc.
- To ensure appropriate supplies of office stationery and pharmacy equipment are ordered, to process invoices and maintain stock control of departmental stationery levels.
- Assist in servicing of meetings i.e. covering for the Directorate PA with arranging and minute taking, providing administration support to the Pharmacy Directorate Senior Pharmacy Managers.
- To manage the accurate and timely collection, processing and submission of payroll and related data, including sickness records (including the collection of any paperwork related to sickness leave), overtime and travel claims, for pharmacy staff and to help resolve any queries from payroll staff or individual pharmacy staff. Ensuring that the payroll cut off is met each month.
- To support Lead Pharmacy Administrator with co-ordination of all aspects of recruitment for the pharmacy department in liaison with line managers, including, effective communication with the Human resources department and to be involved in recruitment interviews for Pharmacy Admin staff.
- Sorting incoming mail
- Liaise with facilities, estates regarding maintenance and upkeep of the Pharmacy on across all sites.
- To support communication within the department generally - including organising the production of the Pharmacy Newsletter, monthly staff briefings.
- To ensure efficient filing systems are in place and documents are stored and destroyed in accordance with appropriate guidance.
- Identify improvements and make suggestions on how they can be implemented with help of Pharmacy Admin Team.
- Manage the cashing-up of till register - training admin staff on the procedure of cashing -up, including the completion of relevant paperwork for money to be processed in cashier’s office.

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