Pharmacy Administrator

Job summary

The postholder is required to provide secretarial and administrative support to the Senior Management Team and to the Pharmacy Service as a whole. The post holder will proactively support the Pharmacy team to provide an efficient and effective service. The role will include maintenance and administration of leave and rostering systems.

In addition to administrative tasks the postholder will be expected to support the dispensary with telephone systems, reception areas, and shop stock.

Applications from job seekers who require current Skilled Worker Sponsorship to work in the UK are welcome and will be considered alongside all other applications. Job seekers should be aware that not all roles will be eligible for Skilled Worker Sponsorship. For further information visit UK Visas and Immigration - (

Main duties of the job

o The post holder is expected to deliver a high standard of customer care service to all staff, visitors and patients with whom they come into The post holder may be required to work in other areas of the department at short notice to cover unplanned sickness or annual leave impacts.

o Ensure that telephone calls are made, received and transferred according to correct procedures and messages are relayed timely and accurately.

o Undertake reception duties as required, ensuring all visitors are received and assisted accordingly and queries are dealt with appropriately.

o The postholder will liaise with estates regarding necessary maintenance and repairs of the Pharmacy Department.

o Provide and receive complex or sensitive information.

o Communicate complicated information to staff from other departments and external contracts using tact where required.

o Deal with incoming post and monitor and order consumables.

o Raise pharmacy consumable orders to finance systems for approval.

o Pass orders to procurement for replenishing shop stock.

o Ensure shop items have been received and liaise with staff to resolve any Maintain up to date prices for on the till system for shop stock

o Ensure subscriptions to pharmacy resources are up-to-date and passwords maintained for shared systems.

o To work within tight deadlines.

About us

The Robert Jones and Agnes Hunt Orthopaedic NHS Trust (RJAH) is one of the leading orthopaedic hospitals in the country, with some of the highest levels of staff and patient satisfaction, as well as a strong reputation for research and innovation.

Joining RJAH is more than just a job - we want our people to have the best opportunities to thrive in their role.

We have a range of fantastic staff benefits on offer to everyone who joins RJAH and you'll have access to outstanding professional development opportunities and state-of-the-art facilities - including our recently-opened £6 million Headley Court Veterans' Orthopaedic Centre (the first unit of its kind in the UK).RJAH has strong links with a range of universities including Staffordshire, Keele, Glyndwr, Chester and hospital is located on a site outside Oswestry in Oswestry, just off the A5. The nearest train station is in Gobowen, approximately two miles from the hospital. The station is part of the Chester to Birmingham are based in North Shropshire, close to the border with North and Mid Wales. It is one of the most attractive parts of the country, with a rich historic culture and excellent transport links. It offers outstanding opportunities for anyone who enjoys an outdoor lifestyle or is looking to raise a family.

Job description

Job responsibilities

Knowledge and experience of various elements of Microsoft Office to process correspondence, documents, spreadsheets and presentation material to a high standard.

To work with relevant members of the Pharmacy Team to design, prepare and publish rotas.

The job will involve prioritisation of work for others involving resolution of diary conflicts and schedules.

The post holder may need to make judgements involving facts or situations, some requiring analysis.

Ensure rotas are published and distributed in a timely manner and where changes are required, this is communicated to affected teams.

The postholder will be required to maintain the departmental shared folder on the IT system.

The post holder will be required to monitor policies and SOPs ensuring that documents approaching expiry are reviewed by appropriate staff, updated in line with Trust procedures and are accessible for all relevant staff.

Support with advertising vacancies and co-ordinating recruitment such as filing documentation, notifying the relevant departments regarding new starters and leavers, and liaising with the pharmacy manager as needed.

Regularly update the staff ESR system with updates and changes as and when they take place.

Liaise with payroll, eRoster and people services regarding staff changes.

Prepare induction packs for new staff.

Ensure that all new starters receive local induction and ensure that Induction procedures are followed through.

Monitor and maintain staff attendance details, including annual leave, appraisals and mandatory training.

To receive and confirm annual leave in line with guidance, seeking advice and support from team leads when needed.

Arrange sickness reviews across the service, ensuring relevant paperwork is distributed in a timely manner.

Process Study Leave forms.

Accurately file confidential documentation in the Department as required.

Signpost Staff to wellbeing resources and regularly liaise with Trust leads for relevant information.

To work confidentially and efficiently, using sound organisational and technical skills in carrying out such duties, exercising initiative, proactively and with minimal supervision.

Arrange meetings on a regular basis and co-ordinate the diaries of the senior management team where required.

Provide administrative support to meetings, including the production and circulation of agendas and minutes, carrying out any necessary actions.

Ensure that all paperwork for meetings is easily accessible on the shared drive and available to appropriate staff.

Distribute divisional papers, Trust newsletters and announcements and requests as appropriate

Person Specification

Qualifications/Training

Essential

GCSE English and maths C or above (or equivalent)

Desirable

Further general training / experience in administrative tasks

Experience

Essential

Customer Care experience

Desirable

Hospital experience Experiencing managing staff systems

Skills and Competencies

Essential

Good Customer Care skills/Good Communication skills Knowledge and experience of various elements of Microsoft Office to process correspondence, documents, spreadsheets and presentation material to a high standard and familiar with Microsoft teams and outlook Ability to deal confidently and directly with all members of healthcare teams and members of the public Ability to prioritise own workload Ability to work unsupervised within departmental guidelines/SOPs. Pride in establishing and maintaining high standards of work and attention to detail Good organisational skills /Minute taking skills/Accurate numerical skills Ability to work under pressure and maintain concentration for long periods. Ability to be flexible and adaptable to the service needs

Desirable

Previous work experience of:- Dealing with customers Hospital environment

Knowledge

Essential

Pharmacy related computer systems Health and Safety at Work, Manual Handling and COSHH

Desirable

Understanding of stock control systems /Understanding of Pharmacy supply processes

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