Administrative Assistant

2 weeks ago

Coventry, United Kingdom University Hospitals Coventry and Warwickshire NHS Trust Full time

The Pharmacy department at UHCW NHS Trust is looking for an enthusiastic and dedicated individual to support the Pharmacy Homecare Team.

You will work closely with the Pharmacy Homecare Team to provide high quality care and service to all patients.

Applicants should have good communication and organisational skills, be self-motivated and possess excellent interpersonal skills. You must be flexible and able to work well in an environment of change and transition. Applicants must also have good computer skills, be able to work well under pressure and understand your role within the team passing on queries to appropriate personnel when required.

You must be willing to learn and take responsibility, working well within a diverse team consisting of Pharmacy Technicians, Pharmacy Assistants, Pharmacists, Nurses and other administrative staff. You will also be expected to develop good working relationships with other departments across the Trust, independent Homecare Providers and suppliers.

Part time post15 hrs per week(with weekends/bank holidays as per rota)

**Please be advised that interview is due to take place 5th September 2023**

**Post Specific Duties and Responsibilities**:
1. Act as the first point of contact for the Pharmacy HomeCare Team, dealing with routine queries and referring to the appropriate member(s) of the pharmacy team where appropriate.
2. Assisting in the day-to-day smooth communication between the Pharmacy HomeCare Team and other areas of the Pharmacy Department, the clinical areas and patients.
3. Undertake administrative tasks to facilitate the efficient and timely running of the Pharmacy HomeCare Service.
4. Help to setup and maintain systems for accurate and efficient recording of Home delivery prescriptions and hospital FP10s
5. Process HomeCare invoices and highlight any discrepancies to pharmacy homecare admin team lead.
6. Manage and collate statistical data on Pharmacy HomeCare Team activity.
7. Support the Pharmacy HomeCare Team at operational and governance meetings.
8. Assist with the archiving of records.
9. To carry out any other duties deemed appropriate for the role as delegated by the Lead Technician - Drug Utilisation/Financial/Information Reporting and Contract Performance Management.

We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.

Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.

We are proud to be recognised as a Pathway to Excellence®designated organisation - please click the link for further details about this prestigious award.Pathway To Excellence ® - University Hospitals Coventry & Warwickshire (uhcw.nhs.uk)

By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.

The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care. We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation's core values.

**Departmental Duties and Responsibilities**:
1. Act as the first point of contact for dealing with routine enquiries and take appropriate action as necessary liaising with others as appropriate.
2. Review, update and maintain pharmacy management systems and transpose into access and/or excel database and distribute reports as required.
3. Review the communication systems for staff, patients and /or external sources using appropriate communication tools.
4. Responsible for implementing and maintaining both manual and electronic filing systems and database as required by the department ensuring all documents are accurately and appropriately archived.
5. Assist with training new team members in operational trust systems and department procedures.
6. Responsible for ordering stationery and other equipment whilst monitoring and maintaining stock levels.
7. Responsible for the dissemination of all relevant information to departments, external and internal users (e.g dissemination of minutes, memos)
8. Responsible for the receipt and distribution of incoming/outgoing post and action accordingly
9. Undertake filing and photocopying as necessary ensuring all documents are accurately and appropriately archived.
10. Prioritise daily tasks to achieve timescales set.
11. Maintain the efficient and comprehensive clerical service provided to the departments and other team members as requested.
12. Work flexibly across a

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