Job summary
An exciting opportunity to join the Pharmacy Business Administration Team at Dorset County Hospital. We are looking for an experienced administrator who shows passion, dynamism and a desire to work in a fast paced environment. The post holder will be required to support the Pharmacy Business Manager in providing administration support to the Senior Pharmacy Management team, other senior members of staff within Pharmacy and across the Trust .
Main duties of the job
To provide support in delivering effective administrative support to the Pharmacy Business Manager & Pharmacy Team. The post holder will be responsible for receiving phone calls, emails & responding efficiently & promptly to queries. To prepare meeting agendas and take minutes ensuring distribution is in line with Trust guidance To prepare a range if documents, some of which maybe of a confidential/sensitive nature(e.g. reports, business cases, procedures, spreadsheets or presentations). To be responsible in producing the departments newsletter. The post holder will be responsible in the administration &monitoring of PGD's, the PGD register and auditing process. To provide support in the management of Controlled Stationery including FP10{HNC} and Hospital Only Prescription pads, including auditing when required. To produce data for quality reports as required, including graphs and reports using various pharmacy IT systems. To maintain the administration of the department HealthRoster system. Be proficient in the use of different software packages e.g. Word, Excel, Power Point, Outlook, Publisher. To be compliant in all aspects of IG governance. The post holder will also be required to undertake any other duties consistent with the grade which are deemed appropriate by the Chief Pharmacist and will comply with all DCHFT policies and procedures.
About us
Dorset County Hospital NHS Foundation Trust is a multi-award winning hospital which officially opened in May 1998 and is situated within easy walking distance of the historic town centre of Dorchester. It employs around 3,000 members of staff, who provide acute hospital services to a population of around 250,000, living within Weymouth and Portland, West Dorset, North Dorset and Purbeck. We also provide renal services for patients throughout Dorset and South Somerset. Dorchester itself is an intriguing mix of historic and the modern, with the new Brewery Square development offering a vibrant and sophisticated leisure and shopping complex. Take a look atVisit Dorsetto see what the area has to offer.
At Dorset HealthCare we're on a mission to empower people to make the most of their lives through our outstanding, joined-up healthcare services. We're a dynamic, forward-looking Trust, running 12 community hospitals, specialist inpatient facilities and a wide range of integrated community and mental health services for a population of almost 800,000 people.
Our 7,000-strong workforce is at the heart of what we do and our success is a testament to our brilliant people. We're all about building a workplace for the future - we believe in equal opportunities and we celebrate diversity. We're an inclusive workplace, where everyone is welcome, everyone can be authentic, and we are all encouraged to be the best version of ourselves.
Job description
Job responsibilities
- provide support in delivering effective administrative support to the Pharmacy Business Manager and Pharmacy Team.
- To provide effective and efficient personal assistant to the pharmacy senior team.
- To provide support in developing and co-ordinating current administrative processes within the department.
- The post holder will be responsible for receiving telephone calls, emails and responding efficiently and promptly to queries, either personally; by re-directing to the appropriate person/department; or taking a message, and ensuring that appropriate priority is given to urgent enquires/matter;
- To prepare/draft meeting agendas and supporting paperwork, as appropriate, ensuring that this information is circulated to the relevant individuals in good time;
- To attend meeting and take minutes/notes as required, initiating action on identified issues, as appropriate. To ensure that these are produced in-line with the agreed format, and distributed as necessary;
- To open, sort/redirect and prioritise incoming post for the Chief Pharmacist, other seniors and department.
- To product word-process and/or prepare a range if other documents, some of which maybe of a confidential/sensitive nature(e.g reports, business cases, porcedures, spreadsheets or presentations);
- To be responsible in producing the departments newsletter.
- The post holder will be responsible in the administration and monitoring of PGDs, the PGD register and auditing process.
- The post holder will be responsible in monitoring and managing the register of NMPs declarations across the Trust,
- To complete auditing of controlled stationery (FP10s) across the trust, compile reports and support departments/areas across the trust in adhering to the policy.
- To provide support in the management of Controlled Stationery including FP10{HNC} and Hospital Only Prescription pads.
- To maintain the signature holders for controlled stationery register
- To produce data for quality reports as required [i.e. sickness rates, operational dashboard/KPI board etc.] for internal use and external contract assurance
- To product graphs and reports using various pharmacy IT systems.
- Monitoring mandatory training to ensure the department are fully compliant
- To maintain the administration of the department HealthRoster and departments staff leave/toil request
- To maintain an up-to-date diary, including the organisation of meetings and seminars
- To make travel and accommodation arrangements on behalf of the department in accordance with Trust policies.
- Set up and co-ordinate meetings/courses for the Senior Management Team
- Prepare necessary papers and information in readiness for attendance at meetings on behalf of the Chief Pharmacist and others as appropriate.
- Prepare statistical information and presentations
- Be proficient in the use of different software packages e.g. Word, Excel, Power Point, Outlook, Publisher.
- Maintain training records.
- To support the implementation of document management systems
- To support staff training in departmental and trust systems
- Co-ordinate bookings of meeting rooms internally and externally.
- To receive, open, prioritise and distribute mail.
- Taking telephone enquiries and dealing with them appropriately. Be aware of the need for sensitivity and confidentiality at all time.
- The post holder will also be required to undertake any other duties consistent with the grade which are deemed appropriate by the Chief Pharmacist and will comply with all DCHFT policies and procedures.
Job description
Job responsibilities
- provide support in delivering effective administrative support to the Pharmacy Business Manager and Pharmacy Team.
- To provide effective and efficient personal assistant to the pharmacy senior team.
- To provide support in developing and co-ordinating current administrative processes within the department.
- The post holder will be responsible for receiving telephone calls, emails and responding efficiently and promptly to queries, either personally; by re-directing to the appropriate person/department; or taking a message, and ensuring that appropriate priority is given to urgent enquires/matter;
- To prepare/draft meeting agendas and supporting paperwork, as appropriate, ensuring that this information is circulated to the relevant individuals in good time;
- To attend meeting and take minutes/notes as required, initiating action on identified issues, as appropriate. To ensure that these are produced in-line with the agreed format, and distributed as necessary;
- To open, sort/redirect and prioritise incoming post for the Chief Pharmacist, other seniors and department.
- To product word-process and/or prepare a range if other documents, some of which maybe of a confidential/sensitive nature(e.g reports, business cases, porcedures, spreadsheets or presentations);
- To be responsible in producing the departments newsletter.
- The post holder will be responsible in the administration and monitoring of PGDs, the PGD register and auditing process.
- The post holder will be responsible in monitoring and managing the register of NMPs declarations across the Trust,
- To complete auditing of controlled stationery (FP10s) across the trust, compile reports and support departments/areas across the trust in adhering to the policy.
- To provide support in the management of Controlled Stationery including FP10{HNC} and Hospital Only Prescription pads.
- To maintain the signature holders for controlled stationery register
- To produce data for quality reports as required [i.e. sickness rates, operational dashboard/KPI board etc.] for internal use and external contract assurance
- To product graphs and reports using various pharmacy IT systems.
- Monitoring mandatory training to ensure the department are fully compliant
- To maintain the administration of the department HealthRoster and departments staff leave/toil request
- To maintain an up-to-date diary, including the organisation of meetings and seminars
- To make travel and accommodation arrangements on behalf of the department in accordance with Trust policies.
- Set up and co-ordinate meetings/courses for the Senior Management Team
- Prepare necessary papers and information in readiness for attendance at meetings on behalf of the Chief Pharmacist and others as appropriate.
- Prepare statistical information and presentations
- Be proficient in the use of different software packages e.g. Word, Excel, Power Point, Outlook, Publisher.
- Maintain training records.
- To support the implementation of document management systems
- To support staff training in departmental and trust systems
- Co-ordinate bookings of meeting rooms internally and externally.
- To receive, open, prioritise and distribute mail.
- Taking telephone enquiries and dealing with them appropriately. Be aware of the need for sensitivity and confidentiality at all time.
- The post holder will also be required to undertake any other duties consistent with the grade which are deemed appropriate by the Chief Pharmacist and will comply with all DCHFT policies and procedures.
Person Specification
Essential
Essential
- GCSE (or equivalent) (grade C or above) in English and Maths
- Knowledge in the use of MS Office suite and/or ECDL
- Good command of written English
Desirable
- Evidence of knowledge and experience in administration and office procedures
- Significant experience in the use of various IT, particularly Microsoft suite
- Experience of planning and organising own workload
- Experience of supporting a multi-disciplinary team
Desirable
Essential
- Demonstrate sound working knowledge of the Microsoft Office package
Desirable
Desirable
- To have recent experience working in a busy office
Person Specification
Essential
Essential
- GCSE (or equivalent) (grade C or above) in English and Maths
- Knowledge in the use of MS Office suite and/or ECDL
- Good command of written English
Desirable
- Evidence of knowledge and experience in administration and office procedures
- Significant experience in the use of various IT, particularly Microsoft suite
- Experience of planning and organising own workload
- Experience of supporting a multi-disciplinary team
Desirable
Essential
- Demonstrate sound working knowledge of the Microsoft Office package
Desirable
Desirable
- To have recent experience working in a busy office
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
