Pharmacy Administrative Assistant

2 days ago

Chelmsford, Essex, United Kingdom Essex Partnership NHS Foundation Trust Full time
Job Summary

We are seeking a highly organized and detail-oriented Pharmacy Administrative Assistant to join our dynamic team at Essex Partnership NHS Foundation Trust. As a key member of our pharmacy team, you will provide administrative support to the procurement function and provide comprehensive secretarial and administrative support to the Senior Pharmacy Management Team and members of the pharmacy and medicines optimisation team.

Key Responsibilities
  • Provide administrative support to the procurement function of the pharmacy department, ensuring timely and effective reconciliation of invoices and credit notes from pharmaceutical wholesalers and manufacturers.
  • Provide comprehensive and effective secretarial and administrative support to the Senior Pharmacy Management Team and members of the pharmacy and medicines optimisation team, ensuring strict confidentiality at all times.
  • Communicate with internal and external stakeholders, maintaining a professional image of the Trust at all times.
  • Act as the primary point of contact for the pharmacy and medicines optimisation team for internal and external communication, screening calls/visitors as appropriate.
  • Assist with the monitoring, chasing and actioning of performance reports and activity.
  • Process all incoming and outgoing correspondence, ensuring rapid and appropriate distribution of information, and to co-ordinate responses.
  • Organise and control effective filing systems for correspondence, reports, handouts and other general information maintained by the pharmacy and medicines optimisation services.
  • Use initiative to action incoming queries from internal and external sources, or to bring to the attention of the appropriate person.
  • Receive and deal with telephone and e-mail enquiries.
  • Arrange meetings, book rooms and distribute papers as requested.
  • Be responsible for ordering and maintaining the office stationery needs of the pharmacy team.
  • Assist with all photocopying required by the teams.
  • Develop and maintain a good working relationship with all internal and external contact and to be professional, flexible and a team player.
  • Co-ordinate the positive returns for the pharmacy and medicines optimisation service, ensuring those that relate to the Chief Pharmacist's direct reports are forwarded to the PA to the Chief Pharmacist for submission.
Requirements
  • Highly organized and detail-oriented individual with excellent communication and interpersonal skills.
  • Ability to work effectively in a fast-paced environment with multiple priorities and deadlines.
  • Proficient in using technology such as scanners, laptops and projectors to provide support for team members as and when required.
  • Ability to maintain confidentiality and handle sensitive information with discretion.
  • Flexibility to work varying hours to meet the needs of the job.
What We Offer

We offer a range of benefits and development opportunities, including season ticket loans, NHS discounts, excellent training facilities and opportunities, buying and selling annual leave scheme, the opportunity to work bank shifts and expand knowledge and experience in other areas, salary sacrifice schemes including lease cars and Cycle to Work, and day one flexible employer.

The Trust supports and actively encourages flexible working for all employees. We offer many options and you are encouraged to ask the recruiting manager what is possible for this role. If appointed, you will have the opportunity to apply for a flexible working request from the first day of your employment.

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