About this role
Job summary
We have a fantastic opportunity for an experienced team administrator to join our friendly, established and respected team to support the pharmacy team and provide secretarial support to the Trust Medicine Optimisation Committee.
This job is 2 days a week (0.4 WTE), with at least one of these days being a Thursday.
The job location is a hybrid role of working from home and based at Kingsway Hospital.
We actively encourage Continual Professional Development, education and training and will support bespoke role development.
If this sounds like who you are, then please get in touch to discuss.
Main duties of the job
Provides secretarial support forinternal pharmacymeetingswhererequired, such as the formal minute taking, provision and circulation of agendas and minutes with supporting documents circulatedin accordance withagreed standards.
Provide secretarial support for the Medicine Optimisation Committee and associated Groups, working closely with the secretaries of the meetings. Take the lead of finalisingagenda'sand ensuring paperwork meets Trust standards,maintainingelectronic Declaration of Interests of committee members, providing secretarial support duringmeetingsand producing minutes.
Provide core administrative services to the wider pharmacy department.
About us
Join 'Team Derbyshire Healthcare' and become part of a talented, compassionate and enthusiastic workforce committed to a vision of 'making a positive difference in people's lives'.
CQC rated us as 'GOOD' overall, commenting on how our colleagues "treated patients with compassion and kindness" and "felt positive and proud about working for the trust."
Benefits include:
Commitment to flexible working where this is possible
27 days annual leave/year plus bank holidays, increasing to 29 days after 5 years & 33 days after 10 years' service
Yearly appraisal and commitment to ongoing training
Generous NHS pension scheme
Good maternity, paternity and adoption benefits
Health service discounts and online benefits
Incremental pay progression
Free confidential employee assistance programme 24/7
Access to our LGBT+ network, BAME Network and Christian Network
Health and wellbeing opportunities
Structured learning and development opportunities
Job description Job responsibilities
To use computer software systems asrequired,includingspecialist clinical and pharmacy systems i.e.SystmOne, Microsoft and any relevant AI tools such as co-pilot, and willingness to undertake any trainingrequiredfor any new systems.
Provides a comprehensive secretarial and administrative service to Senior Pharmacy Leadership Team and Pharmacy Department.
Plan and manage own time effectively and work unsupervisedon a daily basis.
Maintain confidentiality.Ensure all personal information relating to staff and service users and carers are managedin accordance withthe information governance policy.
Undertake all mandatory training,in accordance withrole.
Provides secretarial supportand organisationforinternal pharmacymeetingswhererequired, such as the formal minute taking, provision and circulation of agendas and minutes with supporting documents circulatedin accordance withagreed standards, including but not exclusive to Team Brief.
Provide secretarial support for the Medicine Optimisation Committee and associated Groups, working closely with the secretaries of the meetings. Take the lead of finalisingagendasand ensuring paperwork meets Trust standards,maintainingelectronic Declaration of Interests of committee members, providing secretarial support duringmeetingsand producing minutes.
Upload ratifiedpoliciesand procedures to Trust intranet and ensure the pharmacy Trust intranet sections aremaintainedasaccurate.
Support the pharmacy team inmaintainingup-to-date policies and procedureswithin the department including use ofSharePoint.
Photocopying,scanningand collating of documents to support meetings,
Providesemployee relationssupport for all members of the department, including:
Toparticipatein the workplace induction ofnew staffand trainees asrequired.
Maintains current records forprofessionalregistration
Preparation and management of interview paperwork to support recruitment including use of TRAC.
Production of annual leave forms, calculating and re-calculating entitlement upon commencing, leaving, changing hours, length of service, etc.
Supportnew staffinductionsby ensuringnew starters have office forms,fire register/signing in sheetsmaintained,etc.
Support with distribution of staff uniforms.
Assists Senior Pharmacy Leadership Team with monthly audits such as, inputting data, printing off reports from electronic dashboards and excel spreadsheets and filing documents in an effective andtimelymanner.
Responsible for various administrative tasks on behalf of theSeniorPharmacy Leadership Team and Pharmacy Department, such as reports, pharmacy projects, letters, memos, emails,PowerPointpresentations, excel spreadsheets and rotas.
Responsible for organising meetings on behalf of the Chief Pharmacist, Senior Pharmacy LeadershipTeamand Pharmacy Department.Providing Microsoft team meeting requests or sourcingappropriate venues, equipment and catering when necessary.
To undertake general office duties forallthe Pharmacy Department asrequired
Supports the department in preparation for quality visits, MHRA inspections, Pharmacy premisesregistrationand CQC inspections.
Work with other administrative team members to collectively implement policies and procedures within the service, in an effort tointroduce smarter and more efficient working practices.
Communicate and liaise with other internal Trust departments and individuals through a range of interpersonal and IT media.
Toparticipatein Individual Performance Review and Personal Development plans on an annual basis and to undertake training asidentifiedwithin these discussions and asindicatedby the requirements of the post.
To support Clinical Governance initiatives from within the Team as specified.
Person Specification
Qualifications Essential
English GCSE or equivalent at grade C or higher
Desirable
RSA III typewriting/word processing or equivalent
Skills Essential
Excellent communication and interpersonal skills Ability to work on own initiative Excellent organisational skills Time management skills Excellent attention to detail Team working
Desirable
Experience working within the NHS
Knowledge Essential
Knowledge of using IT including Microsoft Office Accurate minute taking skills Able to manage competing and rapidly-changing priorities and requirements
Desirable
Use of co-pilot or other AI tool to generate meeting minutes Providing secretarial support to Trust-wide meetings
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.
Employer details Employer name Derbyshire Healthcare NHS Foundation Trust
Address Kingsway Hospital, Ashbourne Centre
Derby
DE22 3LZ
United Kingdom
Employer's website http://www.derbyshirehealthcareft.nhs.uk/ (Opens in a new tab)