Pharmacy Administration Assistant

5 months ago

Nottingham, United Kingdom Nottingham University Hospitals NHS Trusts Full time

General Admin To provide a comprehensive administrative service to the Pharmacy Department To assist with the production of the Pharmacy Newsletter including collation of articles, production and uploading to the Intranet. To assist with updating the Pharmacy intranet with new policies, procedures, template documents, etc. To assist with chasing progress for appraisals and mandatory training in Pharmacy, ensuring all documentation is received, recorded and reported. With support from the other Administrators, to organise and maintain the filing system.

To arrange and book meeting venues for Pharmacy staff. Assist in updating all records for the staff database. To answer incoming calls to the Pharmacy Admin Offices and directing the enquiries to the relevant member of staff or Pharmacy area. To maintain strictest confidentiality at all times.

Work Flexibly and Undertake any other duties that may reasonably be required. Pay-related Activities To support the inputting of staff timesheets onto the monthly payroll e-Timesheets to be signed off by the Pharmacy Business, Finance and Commercial Support Lead and to co-ordinate the monthly submission to pay services. To liaise between staff and Pay Services to ensure that pay queries are dealt with in a timely and effective fashion and to complete any associated paperwork. To complete HR documentation (Appointment forms, Amendment to Contract forms and Termination forms) in a timely manner for submission to HR and pay services.

To maintain the system to record the completed HR documentation to enable easy reference in the future. Recruitment Supporting the other administrators in conducting part of the induction for new starters (including providing paperwork and information surrounding annual leave, TOIL, sickness, overtime, etc). To ensure all new starters have paperwork ready for first working day including ID badge, booking annual leave, etc, and to ensure New starter mandatory training courses are completed. Liaise with the Pharmacy appointing managers to ensure vacancies are correctly managed through TRAC.

Record and monitor the various stages of the vacancies through the recruitment process. To be responsible for setting up of personnel files for the new starters. To assist the training team with preparing induction paperwork, planning training timetables, coordinating training sessions and general admin support as required. Sickness and Leave Management To ensure managers receive and return any necessary paperwork relating to sickness management, and to ensure all paperwork is completed and filed in line with Trust Wellbeing and Attendance policy and procedures.

Resolve leave and TOIL queries. Processing flexible working requests which have been signed off by the Pharmacy Leadership Team (PLT), including calculating leave, producing a letter with the outcome, updating the database. Overseeing Special Leave process such as checking member of staff has not overtaken entitlement, checking for consistency, checking adherence to procedure, producing letter with outcome of request and updating the staff database.

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