About this role
Job summary
15 hours per week - Wednesday - Friday (hours to be agreed)
An exciting opportunity has arisen for an organised and motivated Pharmacy Administrator to join our Pharmacy Team. In this role, you will play a key part in providing efficient administrative support and helping the team deliver high-quality services.
We are looking for someone with excellent organisational skills, a keen eye for detail, and a positive, adaptable approach. If you enjoy working as part of a supportive team and are committed to delivering excellent administrative support, we would be delighted to hear from you. The Pharmacy Administrator will provide an efficient, accurate and confidential administrative service to the Lead Clinical Pharmacist and Pharmacy Team. The post holder will support the smooth running of pharmacy admin.
Main duties of the job
Receive, record, process and distribute routine and non-routine information relating to pharmacy administration, including documents containing clinical and pharmaceutical terminology.
Provide administrative support to the Lead Clinical Pharmacist and Pharmacy Team, including diary support, meeting co-ordination, minute taking at meetings, document preparation, audit support and maintenance of electronic records.
Support the administration of pharmacy governance meetings, committees and medication-related policy processes under the direction of the Lead Clinical Pharmacist.
Maintain accurate systems for pharmacy records, including prescription pad allocation, stock monitoring, distribution lists, action logs and relevant databases or spreadsheets.
Act as a first point of administrative contact for internal and external pharmacy-related enquiries, resolving routine matters where appropriate and escalating queries outside agreed procedures.
About us
Hello!
We are Navigo. We look after North East Lincolnshire's mental health and well-being, an award-winning social enterprise that provides mental health services to the NHS and beyond.
The whole basis of our work is to deliver services that we would be happy for our own family to use.
We offer a range of mental health services, including acute and community facilities as well as specialist support such as outstanding older adults inpatient services, rehabilitation and recovery community mental health and an outstanding specialist eating disorder facility.
Ranked as one of the top UK companies to work for, we feature in the Best Companies top 100 large company list.
As a social enterprise, we do things a little bit differently and have also developed income-generating commercially viable businesses that provide training, education and employment opportunities including Grimsby Garden Centre.
Working at Navigo is not like working anywhere else. Lots of places say that, but we really mean it.
We like to work with forward-thinking people who want to make a difference.
Come and Join us !
Please note: Whilst we value all applications, if we believe an application to be AI generated, we will use a checking tool and may reject any application that has been automatically generated.
Should you require any assistance in completing this application due to a disability or other needs please contact [email protected]
Job description Job responsibilities
COMMUNICATION
Monitor designated pharmacy email inboxes each working day, responding to routine enquiries within agreed administrative procedures and escalating clinical, medicines-related or governance queries to the Lead Clinical Pharmacist or Pharmacy Team.
Communicate clearly and professionally with service users, carers, clinicians, managers, community services, external agencies and other stakeholders, ensuring messages are accurate, timely and appropriately recorded.
Handle confidential and sensitive information in line with organisational policies, data protection requirements and information governance standards.
Maintain regular communication with the Lead Clinical Pharmacist, including at least weekly contact to review current administrative priorities, outstanding actions, risks, issues and deadlines.
Draft routine correspondence, responses and standard documents on behalf of the Pharmacy Team, seeking approval where required before circulation.
PLANNING AND ORGANISATION
Arrange pharmacy meetings, committees and forums, including room or online meeting set-up, calendar invites, agendas, papers, attendance records and distribution of documentation.
Take accurate notes or minutes at pharmacy meetings, record decisions and actions, maintain action logs and follow up outstanding actions with the chair or action owner.
Maintain circulation lists, distribution groups and contact lists for pharmacy meetings, forums and relevant communications.
Prioritise own workload to meet agreed deadlines, seeking guidance where demands conflict or where issues require escalation.
Support administrative preparation for audits, policy reviews, governance reports and other pharmacy-related workstreams as directed.
GENERAL ADMINISTRATIVE DUTIES
Maintain accurate electronic and paper records relating to pharmacy administration, ensuring information is filed, updated and retrievable in accordance with local procedures.
Maintain databases and spreadsheets used by the Pharmacy Team, inputting and checking data accurately and escalating discrepancies or missing information.
Produce, format and distribute correspondence, reports, presentations, meeting packs, action logs and other documents using Microsoft Office and relevant organisational systems.
Support document control processes for medication-related policies, standard operating procedures and governance papers, including version control, circulation and approved storage locations.
Ensure data entered or recorded by the post holder is relevant, accurate, complete and captured in a timely manner.
Maintain accurate records of prescription pad allocation, receipt, issue and stock levels in accordance with organisational procedures.
Arrange replenishment of prescription pad stock when required, escalating low stock, discrepancies, losses or governance concerns promptly to the Lead Clinical Pharmacist and Pharmacy Team.
Support routine checks of pharmacy administrative stock and documentation, ensuring records are available for audit or governance review when requested.
WORKFORCE
Have input into training new team members on internal processes and procedures.
PERSONAL RESPONSIBILITIES
Complete and maintain mandatory training in line with organisational requirements, aiming to maintain personal compliance at or above the required organisational standard.
Take responsibility for the quality, accuracy and timeliness of own work, seeking guidance where required.
Work in accordance with Navigo values, code of conduct, policies, procedures and standards of professional behaviour.
Maintain confidentiality at all times and comply with requirements relating to information governance, data protection, access to health records and records management.
Comply with health and safety, fire safety, infection prevention and control, safeguarding, equality and diversity, business continuity, Mental Capacity Act and Deprivation of Liberty requirements relevant to the role.
Participate in supervision, appraisal, personal development review and relevant training to support performance in the role.
Person Specification
Knowledge Essential
Understands the importance of confidentiality, data protection and secure handling of service user, staff and organisational information. Understands the need to follow agreed procedures and escalate clinical, governance or risk issues appropriately. Understands the importance of accurate data entry, version control and timely record keeping.
Desirable
Awareness of Caldicott principles, information governance or records management in health/social care. Knowledge of mental health services, medicines management administration or hospital administration systems. Knowledge of prescription pad controls or controlled document processes.
Additional Requirements Essential
Able to produce accurate typed documents, emails, meeting notes, minutes and spreadsheets with appropriate spelling, grammar, formatting and layout. Able to prioritise a varied workload, meet agreed deadlines and seek guidance when priorities conflict. Able to use Microsoft Word, Excel, Outlook and PowerPoint to a standard required for routine administration, including formatting documents and maintaining spreadsheets. Able to identify errors, missing information or discrepancies in routine administrative records and escalate them appropriately.
Desirable
Experience of supporting more than one workstream or senior colleague at the same time. Able to use electronic patient record, governance, rota or document management systems. Experience of checking records for quality, audit or governance purposes. Audio typing or advanced word processing skills.
Experience Essential
Experience of providing administrative support in an office, healthcare, social care, public service, customer service or similar environment. Experience of arranging meetings, preparing papers, taking notes or minutes, maintaining action logs or task trackers, maintaining accurate electronic records, databases and spreadsheets. Experience of document control, policy administration or audit support. Experience of managing telephone, email or face-to-face enquiries professionally and escalating matters when outside own responsibility.
Desirable
Experience of working in NHS, mental health, pharmacy or clinical administration setting. Experience of taking minutes for governance, clinical, medicines management or multi-disciplinary meetings. Experience handling enquiries from service users, carers, professionals or external agencies.
Qualifications Essential
GCSE Mathematics and English Language at grade 4/C or above, Functional Skills Level 2, or demonstrable equivalent literacy and numeracy skills. NVQ Level 2 or Level 3 in Business Administration, Customer Service or equivalent relevant qualification. Able to use Microsoft Outlook, Word and Excel to create, edit, save, retrieve and share routine documents, emails and spreadsheets. Willing and able to complete mandatory training and role-specific training required for pharmacy administration systems and processes.
Desirable
ECDL/ICDL or other recognised IT qualification.
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 Navigo Health and Social Care CIC
Address Harrison House (and other Acute Sites)
Peaks Lane
Grimsby
DN33 2BA
United Kingdom
Employer's website https://navigocare.co.uk/ (Opens in a new tab)