About this role
Job summary
We are looking for a pro-active administrator to work in the Pharmacy/Medicines Management Team that has excellent interpersonal and organisational skills and is proficient in managing meetings (including minute-taking) and has experience in diary management.
Experience of the use of Excel, Word, PowerPoint and Microsoft Teams is essential.
There is the opportunity to work flexibly with some hours in the office and some working from home.
This post is a fixed term post to support maternity leave cover.
This is a fixed term role and for those with current NHS service, the role will be offered on a secondment basis only. Please obtain permission to be released on a secondment before submitting an application.
Please note visa sponsorship for this role is unfortunately not available. Ensure you hold valid right to work in the UK and will not require sponsorship if successful.
Main duties of the job
- To manage the ordering and distribution of FP10 prescriptions,including the setting up of new codes/pads.- To co-ordinate prescribing and drug usage data and providecomplex reports.- To provide administrative support for the Pharmacy/MedicinesManagement Team, in particular the education, training andsafety portfolios- To manage high-level co-ordination between staff at all levelsof the Trust in order to produce papers and reports formeetings.- To coordinate meetings and events, including the preparationof agendas and minutes.- To create and maintain effective working relationships at alllevels.- To liaise with a wide range of Departments internal andexternal to the organisation
Employment in this post requires Standard Disclosure and Barring Service (DBS) check, which the Trust will cover the cost of. Applicants who subscribe to the DBS update service are able to present a valid DBS certificate instead of requiring a new check.
About us
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 almost800,000 people.
We do things differently here - it's one of the reasons the CQC rated us 'outstanding' in 2019. It's also why 95% of patients across our services say they have a good or very good experience of our services and 89% of staff feel they can really make a difference. Whether you're looking to work with us in one of our bustling market towns, vibrant urban locations, thriving seaside spots, or among the rolling hills of Dorset, there are lots of ways you can make a difference in our communities.
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.
Working with us you'll be part of a strong team, challenge yourself, build a career, and teach us what we don't know. And you'll be working towards our vision to create healthier lives, empowered citizens and thriving communities.
Job description Job responsibilities
To ensure that secretarial, administrative and clerical support services are provided in a timely and efficient manner. This will include a wide range of duties from routine to exercising personal and professional initiative.
In the absence of the PA to the Chief Pharmacist, to provide cover for their responsibilities, including diary management, organising meetings and ensuring effective use of the Chief Pharmacists time.
To prioritise emails in an effective manner, responding as appropriate and ensuring the Chief Pharmacist is alerted to urgent requests/correspondence.
To plan, develop and maintain efficient filing systems where appropriate. To ensure information is securely filed and easily retrievable (electronically and paperwork).
To arrange training events, book venues, invite delegates and arrange hospitality where necessary.
To confirm attendance at events, manage travel and accommodation arrangements for senior staff, assessing and making accurate judgements of the time commitments involved, in order to minimise disruption.
Distribute information to the Trust-wide team, as appropriate.
To support maintenance the Trust prescribers register.
To be responsible for the management and distribution of FP10s (prescriptions).
To be responsible for maintaining the FP10 database and ensuring that all codes are relevant, up to date and aligned to appropriate cost centres.
To support staff with regard to follow the process for lost/missing FP10s, and to alert concerns to the Chief Pharmacist or Deputy.
Take minutes/record action points for staff meetings, and to follow-up any action points, as required.
To provide administrative support to Trust Medicines Management Groups and other groups/committees, as required. This will include minute taking, developing meeting schedules, booking venues and hospitality, organising speakers and following up actions as appropriate.
To receive/disseminate information from groups/committees that the Chief Pharmacist and team represent and arrange attendance.
To select, retrieve and collate papers and information for meetings, enquiries and other activities of senior staff in an orderly and timely manner, and in relation to the high volume, complexity and sensitivity of the workload of those staff.
For further information, please refer to the attached job description.
Person Specification
Knowledge, skills and training Essential
Excellent and demonstrable skills in Microsoft Office suite and use of the internet Minimum 4 GCSE passes at grade C or above, or equivalent, including English and Mathematics Evidence of self development or training in administration and/or office practices, including update training on software applications NVQ Level 3 or equivalent level of knowledge of office procedures
Desirable
Professional secretarial qualifications/ courses NVQ Level 4 or equivalent level of knowledge of office procedures
Job specific experience Essential
Previous experience in a similar senior Personal Assistant role Extensive experience of working with senior level staff and in managing confidential issues and matters
Desirable
Clear, demonstrable understanding of the NHS; previous experience working in the NHS Demonstrable PA experience in a busy/ large organisation
Information Technology Essential
Demonstrable experience of using word processing , spreadsheet, database and or presentation software to RSA lll or equivalent standard
Personal Attributes/qualities Essential
Problem solving skills Able to act with minimal guidelines setting own targets and standards within the parameters of the role. Able to manage and prioritise all incoming and outgoing correspondence, initiating responses where appropriate Excellent analytical skills and ability to investigate a variety of issues and deal with enquiries Ability to work independently within clearly defined occupational policies and procedures Able to deal with a range of competing and priorities Ability to use own initiative within sphere of responsibility.
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 Dorset HealthCare University NHS Foundation Trust
Address 2NR
Nuffield Industrial Estate
Poole
BH17 0RB
Employer's website https://www.dorsethealthcare.nhs.uk/work-for-us (Opens in a new tab)