Pharmacy Administrative Officer

3 weeks ago

Warwick, United Kingdom South Warwickshire University NHS Foundation Trust Full time

Job summary

Presenting an exciting opportunity for an Administrator to join us in the Pharmacy Department at South Warwickshire University NHS Foundation Trust to support our Pharmacy Admin Team

We are a small, lively, friendly and dynamic team that supports the pharmacy management team as well as the wider pharmacy team.

You will be involved in varied aspects of routine admin tasks and participate in the provision of clerical support services to the Pharmacy department. The post holder has a large involvement in the efficient and timely processing of invoice verification and will support the department as a whole to include answering the telephone, filing, and copying, printing, and general office administrative tasks.

This is a non-patient facing role.

Main duties of the job

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

About us

Come and join a Trust rated Outstanding by the CQC. South Warwickshire University 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. In addition our staff survey results have placed us 4th in the country for recommended place to work.

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 values can be summed up in one sentence. We are 'Trusted to provide safe, inclusive, 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.

Job description

Job responsibilities

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 Departments 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 Pharmacy department. To manage rental contracts for the departmental photocopier and fax machines. To raise requisitions on the Estates department for maintenance and monitor progress as necessary To process Departmental documents and journal subscription. To prepare committee agendas and papers, liaising with members to organise. To support the production of reports, and of copy for bulletins, screensavers, campaign materials in medication safety and medicines information. Person Specification

Qualifications

Essential

GCSE or equivalent level of education, to include English and Maths NVQ level 2 or equivalent experience

Experience

Essential

Previous experience in hospital or healthcare work

Desirable

Previous Pharmacy experience

Skills

Essential

Keyboard skills and general IT knowledge Able to organise and plan own workload and others Able to analyse and respond to various requests, prioritising as necessary Able to instruct others of changing priorities, some of whom will be more senior Has a good understanding of specialist area

Personal Qualities

Essential

Good manual dexterity Good verbal communication skills Enthusiastic Able to create a rapport Presentable appearance Ability to work alone and as part of a team Accurate and observant Invariably follows standard operating procedures

Other

Essential

Able to meet the physical demands of the post lifting, standing, delivering materials and moderate lifting (

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