Pharmacy Office Manager and PA to Chief Pharmacist
| Posting date: | 03 March 2026 |
|---|---|
| Salary: | £32,602.00 to £39,686.00 per year |
| Additional salary information: | £32602.00 - £39686.00 a year |
| Hours: | Full time |
| Closing date: | 17 March 2026 |
| Location: | Guildford, GU2 7XX |
| Company: | NHS Jobs |
| Job type: | Permanent |
| Job reference: | C9384-26-0160 |
Summary
To be responsible for all activities in the Pharmacy Office.To be responsible for activities consistent with being PA to Chief Pharmacist.To be responsible for minute taking and associated tasks as required by Chief Pharmacist and Deputy Pharmacists, as well as the wider division and other areas of the Trust.To be responsible for keeping accurate details of and helping to manage Chief Pharmacists diary.To effectively manage all information received by appropriately referring or dealing with it in a timely and efficient manner.To be responsible for the ordering, stockholding, issuing and security of all FP10 prescription pads for use both around the Trust and outside hospitals, ensuring that records around this process are robust and policy is followed.To be responsible for ensuring the inputting of all bank staff hours and overtime hours onto the Health Rostering system to strict deadlines.To be responsible for monitoring the stockholding and ordering of goods and services, including stationery, furniture, certain Dispensary and Stores stock and other ad hoc items as and when required.To be responsible for the processing of all yearly licenses and contracts relating to various software and information packages.To assist the Chief Pharmacist with the management of Patient Group Directions (PGDs) for the Trust, keeping the electronic database up to date in liaison with the relevant Lead Pharmacists and uploading current PGDs onto Roogle and deleting those which have expired.To be responsible for keeping securely personnel information.To ensure filing and retrieving of off-site storage is actioned appropriately. To be responsible for management of end of month tasks.To be responsible for ensuring all Health Roster records for Pharmacy staff are accurate, including updating working restrictions as and when necessary and annual leave entitlement is calculated correctly.To act discretely, on own judgment and initiative, when dealing with information of a private, confidential or sensitive nature.To carry out an Office Induction for all new starters and ensure their Health Roster record is accurate.To support line managers with any leavers, to include the calculation of annual leave entitlement.To be responsible for keeping accurate records of bank and agency staff.To be responsible for keeping accurate records of time in lieu for individual members of staff.To ensure locum staff payments are recorded accurately and invoice details entered weekly on appropriate spreadsheet; and make spreadsheet available to Finance on a weekly basis.To be responsible for the checking and coding of all electronic non drug invoices before passing to the Chief Pharmacist or Deputy for clearing to Finance. To be responsible for activities consistent with being PA to Chief Pharmacist.To be responsible for minute taking and associated tasks as required by Chief Pharmacist and Deputy Pharmacists, as well as the wider division and other areas of the Trust.To be responsible for keeping accurate details of and helping to manage Chief Pharmacists diary.To effectively manage all information received by appropriately referring or dealing with it in a timely and efficient manner.To be responsible for the ordering, stockholding, issuing and security of all FP10 prescription pads for use both around the Trust and outside hospitals, ensuring that records around this process are robust and policy is followed.To be responsible for ensuring the inputting of all bank staff hours and overtime hours onto the Health Rostering system to strict deadlines.To be responsible for monitoring the stockholding and ordering of goods and services, including stationery, furniture, certain Dispensary and Stores stock and other ad hoc items as and when required.To be responsible for the processing of all yearly licenses and contracts relating to various software and information packages.To assist the Chief Pharmacist with the management of Patient Group Directions (PGDs) for the Trust, keeping the electronic database up to date in liaison with the relevant Lead Pharmacists and uploading current PGDs onto Roogle and deleting those which have expired.To be responsible for keeping securely personnel information.To ensure filing and retrieving of off-site storage is actioned appropriately. To be responsible for management of end of month tasks.To be responsible for ensuring all Health Roster records for Pharmacy staff are accurate, including updating working restrictions as and when necessary and annual leave entitlement is calculated correctly.To act discretely, on own judgment and initiative, when dealing with information of a private, confidential or sensitive nature.To carry out an Office Induction for all new starters and ensure their Health Roster record is accurate.To support line managers with any leavers, to include the calculation of annual leave entitlement.To be responsible for keeping accurate records of bank and agency staff.To be responsible for keeping accurate records of time in lieu for individual members of staff.To ensure locum staff payments are recorded accurately and invoice details entered weekly on appropriate spreadsheet; and make spreadsheet available to Finance on a weekly basis.To be responsible for the checking and coding of all electronic non drug invoices before passing to the Chief Pharmacist or Deputy for clearing to Finance. To take full management responsibility of office staff providing leadership, recognising and developing the team, mentoring, coaching and training them to utilise their strengths to enhance the departments performance and build organisational capability.To assess staff performance against agreed performance standards/objectives and/or competencies at least annually and develop meaningful and achievable personal development plans and objectives.To be responsible for the self- development of skills and competencies through participation in learning and development activities, and to maintain up to date technical and professional knowledge relevant to the post.To manage visitors to department.To be responsible for non-clinical procedure updates and proactively participate in the development and implementation of procedures to ensure high quality administrative services.To be responsible for checking and processing travel claims in a timely fashion.To be responsible for arranging ad hoc payments as required.To ensure daily collection and distribution of post.To be responsible and take ownership for resolving queries/problems related to administration functions of department.Be responsible for maintaining office access for pharmacy team Administrative and SecretarialProvide high quality administrative and secretarial support to the department at all times.Maintain an efficient system for meetings attended by the Chief Pharmacist by co-ordinating papers and agendas and highlighting areas for action in preparation for all meetings.Establish and maintain efficient filing systems, including creating electronic filing systems where appropriate.Manage the safety, security and tidiness of the office environment. This will include ordering supplies and liaising with departments such as Estates.Act as key point of contact for the Chief Pharmacist including during his/her absence, which will include monitoring and fielding telephone calls as appropriate and ensuring that any enquiries are dealt with in a professional, reassuring and sensitive manner.Acting as information resource for the department and representing the department as required