Pharmacy Admin Assistant

If you are an enthusiastic individual, with a good eye for detail this is the post for you.

This post will be based at George Eliot Hospital to work within a small friendly administration team that offer a range of administrative support for both George Eliot Hospital and South Warwickshire University NHS Foundation Trust. The post will involve some remote working but you will need to be flexible to cover your counterparts in similar roles across both sites.

To participate in the provision of administrative support services to the Pharmacy department.

Each post also has a specialist area in which the postholder will provide a service.

Provides support to the line Manager and provides cover in their absence.

Manages own workload, and provides supervision and support to more junior staff.

Trains other staff working in the specialist area.

Acts as a first point of contact for enquiries from end users.

Come and join a Trust rated Outstanding by the CQC. South Warwickshire NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further.

We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.

Our values can be summed up in one sentence. We are ‘Trusted to provide safe, effective and compassionate care’. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn’t matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.

Acts as first point of contact for suppliers and contractors, in relation to order/invoice queries and deals with complex drug-related information.

Has a good understanding of purchasing, procurement and invoicing principles.

Reconciles delivery notes, invoices and orders for medical gas supplies received in the Trust liaising as necessary with portering staff, supplies staff and the medical gas suppliers to resolve any issues/discrepancies.

Expedites orders and liaises with suppliers on any order/account queries. To identify, analyse and resolve problems with contract/non-contract prices.

Works independently and in accordance with Standard Operating Procedures, referring to someone more senior if clarification is needed.

Plans and prioritises own workload to ensure timely submission of information for payment by Finance Department.

Identifies and documents non-compliance with regional contracts and local purchase deals, and to inform the Lead Technician for resolution.

Receives and distributes incoming mail for all staff.

Ensures security of confidential contracting data.

Provides and receives confidential data in contact with suppliers and contractors.

Provides regular and ad-hoc training and supervision for other staff in relation to office and purchasing/invoicing duties, including Pharmacy staff, work experience and volunteer staff.

Contributes to the full office/administrative functions of the department.

Provides secretarial support, filing, database management and photocopying for Pharmacy staff as required.

Contributes to the stock-control management of the department.

Participates in periodic stocktakes.

Processes non-stock requisitions for all requirements of the Pharmacy department.

Maintains the Pharmacy document archives in a neat, orderly and safe fashion to ensure that any document is readily retrievable.

The post requires concentration to check/process invoices for large sums of money, working at a keyboard for as significant portion of the day.

To provide short-term cover for counterpart and other colleagues during periods of leave.

Any other duties as required by the Pharmacy Administrative Manager or Head of Pharmacy, in accordance with this grade of post.

Specialist Duties - Invoice Processing, and Departmental Administrative Support

To verify invoice prices for all purchases made into Pharmacy, and to notify discrepancies as appropriate, for routine and non-routine invoices.

To process purchase documents on the Pharmacy computer system (currently JAC) in accordance with Standing Financial Instructions.

To raise invoices for all goods supplied to ‘outside’ bodies, for monies owed to the Trust, as determined by the line Manager, according to the Department’s charging procedure.

To produce end-of-month financial reports, and to ensure they are distributed to the correct wards, departments or agencies, and to contribute to the production of ad-hoc reports, as requested.

To manage diary systems for senior pharmacy staff as required.

To maintain adequate stationery stocks efficiently in the Pharm