Administration Assistant - Pharmacy Department

Nottingham University Hospitals NHS Trusts

An exciting opportunity has arisen for an experienced and motivated individual to join our dynamic and friendly pharmacy department administration team, to ensure efficient and professional administrative and clerical services are delivered within our busy department to all Pharmacy staff (this role does not involve contact with patients).

Main duties of the job

The successful applicant must have proven ability in establishing and developing working relationships with all stakeholders and will have demonstrable administrative skills. The applicant must be able to use their own initiative, multi-task and work with integrity, tact and diplomacy at all times. Good working knowledge of Microsoft applications is essential.

The post holder will be responsible for providing comprehensive administrative support to the members of the Pharmacy department, including the Pharmacy Leadership Team (PLT) and to assist in the departmental HR processes and administration of recruitment, sickness and payroll related documentation.

The post holder will be based at: QMC but may need to provide cover at City Campus on occasions.

About us

With more than 19,000 colleagues, we are the largest employer in Nottinghamshire and one of the biggest and busiest NHS Trusts in the country, serving more than 2.5m residents of Nottingham and Nottinghamshire and a further four million people across the East Midlands and beyond. Our Trust spans over three sites including Queen's Medical Centre (QMC), Nottingham City Hospital and Ropewalk House.

Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at NUH we will endeavour to turn your job into a career!

Job responsibilities

General Admin

To provide a comprehensive administrative service to the Pharmacy Department

To assist with the production of the Pharmacy Newsletter including collation of articles, production and uploading to the Intranet.

To assist with updating the Pharmacy intranet with new policies, procedures, template documents, etc.

To assist with chasing progress for appraisals and mandatory training in Pharmacy, ensuring all documentation is received, recorded and reported.

With support from the other Administrators, to organise and maintain the filing system.

To arrange and book meeting venues for Pharmacy staff.

Assist in updating all records for the staff database.

To answer incoming calls to the Pharmacy Admin Offices and directing the enquiries to the relevant member of staff or Pharmacy area.

To maintain strictest confidentiality at all times.

Work Flexibly and Undertake any other duties that may reasonably be required.

Pay-related Activities

To support the inputting of staff timesheets onto the monthly payroll e-Timesheets to be signed off by the Pharmacy Business, Finance and Commercial Support Lead and to co-ordinate the monthly submission to pay services.

To liaise between staff and Pay Services to ensure that pay queries are dealt with in a timely and effective fashion and to complete any associated paperwork.

To complete HR documentation (Appointment forms, Amendment to Contract forms and Termination forms) in a timely manner for submission to HR and pay services. To maintain the system to record the completed HR documentation to enable easy reference in the future.

Recruitment

Supporting the other administrators in conducting part of the induction for new starters (including providing paperwork and information surrounding annual leave, TOIL, sickness, overtime, etc).

To ensure all new starters have paperwork ready for first working day including ID badge, booking annual leave, etc, and to ensure New starter mandatory training courses are completed.

Liaise with the Pharmacy appointing managers to ensure vacancies are correctly managed through TRAC. Record and monitor the various stages of the vacancies through the recruitment process.

To be responsible for setting up of personnel files for the new starters.

To assist the training team with preparing induction paperwork, planning training timetables, coordinating training sessions and general admin support as required.

Sickness and Leave Management

To ensure managers receive and return any necessary paperwork relating to sickness management, and to ensure all paperwork is completed and filed in line with Trust Wellbeing and Attendance policy and procedures.

Resolve leave and TOIL queries.

Processing flexible working requests which have been signed off by the Pharmacy Leadership Team (PLT), including calculating leave, producing a letter with the outcome, updating the database.

Overseeing Special Leave process such as checking member of staff has not overtaken entitlement, checking for consistency, checking adherence to procedure, producing letter with outcome of request and updating the staff database.

Person Specification

Training & Qualifications

• GCSE Grade 4 or above in English and Maths or equivalent

Experience

• Experience in an administrative role with the ability to work without close supervision
• Quick and accurate typing skills with experience of producing a variety of documents
• Evidence of IT skills including experience in using Microsoft office applications - Word, Outlook, PowerPoint and Excel
• Experience in providing a high standard of service to staff of all levels
• Experience of working with confidential, sensitive or contentious information.
• Microsoft office experience
• Recent and relevant experience in a similar role

Communication and relationship skills

• Excellent communication skills - written and verbal
• Excellent interpersonal skills
• Ability to work in and promote team working and co-operation, commands respect of colleagues
• Ability to complete letters, forms, reports & tables using IT from information collected
• Friendly and professional telephone manner

Planning and organisation skills

• Able to keep to deadlines and deliver work to agreed timescales
• Good organisational and planning skills
• Demonstrates an ability to organise own work schedule and to work independently and as a member of a team
• Consistently works to a high standard
• Sets and achieves high standards for own behaviour and personal presentation

Physical skills

• Required to use a computer for protracted periods
• Ability to use a range of computer software

Analytical and Judgement skills

• Able to use judgement to make decisions in order to solve problems/enquiries
• Able to handle sensitive information confidentially
• Uses own initiative

Other requirements specific to the role

• Hard working, committed and reliable, methodical approach
• Remains calm and co-operative under pressure or in difficult and uncertain situations
• Displays self-confidence, innovation and positive image

Commitment to Trust Values and Behaviours

• Must be able to demonstrate behaviours consistent with the Trust's behavioural standards

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 name

Nottingham University Hospitals NHS Trusts