Admin Team Support

at  University Hospitals Coventry and Warwickshire NHS Trust

Provides a comprehensive, confidential and effective administration service in accordance with Trust/National and Departmental polices & procedures to all Pharmacy/Dispensary staff.
Deputise for the Administration Team Leader in times of absence providing a secretarial service as required and supporting Band 2 work.

Closing Date: Please be advised that this job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.
In brief, providing an efficient and comprehensive administrative service to our department is imperative to ensure that the Pharmacy Department align with our Trust Values. Duties include but are not limited to: attending and taking minutes at committee meetings, providing support to pharmacy colleagues and signposting to the appropriate departments. Supporting annual leave/sickness enquiries. End of month/year finances, ordering department uniform and stationary, photocopying, filing, scanning, binding, printing, typing, laminating, dissemination of post. Ensuring all documents are accurately and appropriately archived.
To act as a first point of contact to address queries from UHCW colleagues and external clients both via communication systems and face to face. Ensure that all queries are dealt with in a professional manner within appropriate timescales and in line with departmental and trust guidelines, policies and procedures. Ensuring all relevant personnel are informed as necessary and appropriate records maintained.
Support team members by demonstrating and explaining Departmental practices and procedures by carrying out Admin Inductions; undertaking appropriate training and development with new and existing staff ensuring high standards of practice are maintained at all times.
University Hospitals Coventry and Warwickshire NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK.
We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.
Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.
We are proud to be recognised as a Pathway to Excellence ® designated organisation – please click the link for further details about this prestigious award. Pathway To Excellence ® - University Hospitals Coventry & Warwickshire (uhcw.nhs.uk)
By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.
The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care.
We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation’s core values.
Assisting in the supervision and managing of the admin team workload and performance, ensuring all processes and procedures are adhered to. Supporting the Admin Team Leader with the personal development needs and organisation of the team on a day-to-day basis to provide excellent support to Pharmacy Team
Communicate regularly with the Administration Team Leader, escalating any concerns to the PA/Admin Manager to secure the effective and efficient functioning of the departmental admin team. Provide ongoing support to colleagues to ensure statutory/mandatory training compliance and are equipped to undertake their roles.
To undertake any project work as requested, including obtaining information from the Internet, collation and reporting data accurately in order to produce reports and spreadsheets, use relevant trust IT systems, as determined by the role, including ESR, JAC or other Pharmacy and Trust systems. To share ideas for potential improvement
To act as a first point of contact to address queries from internal and external clients and pharmacy. Ensure that all queries are dealt with in a professional manner within appropriate timescales and in the line with departmental and trust guidelines, policies and procedures. Ensuring all relevant personnel are informed as necessary and appropriate records maintained.
Ensuring office equipment and stationary is maintained and processing orders as required.
Support team members by demonstrating and explaining Departmental practices and procedures; undertaking appropriate training and development with new and existing staff ensuring high standards of practice are maintained at all times.
Assisting in the supervision of the admin team workload and performance, ensuring all processes and procedures are adhered to. Overseeing the personal development needs and organisation of the team on a day-to-day basis to provide excellent support to Pharmacy Team
Communicate regularly with the Administration Team Leader, escalating any concerns to the PA/Admin Manager to secure the effective and efficient functioning of the departmental admin team. Provide ongoing support to colleagues to ensure statutory/mandatory training compliance and are equipped to undertake their roles.
Provide a comprehensive secretarial/clerical service to ALL areas of the department.
To maintain a streamlined recruitment process for new starters transition to Pharmacy. Supporting Senior Pharmacy team to undertaking new starter admin inductions and maintaining up to date records.
Processing timely amendment to contract and leavers forms, keeping an up to date log, assisting the Pharmacy Team in resolving queries related to payroll. Sending out any correspondence related to changes including changes to flexible working hours, Maternity leave, retirement etc.
Raise invoice requests, purchase requisitions and reports for drug/services provided as appropriate including Clinical trials. Advise line manager/senior pharmacist of discrepancies and forward all documentation to finance as appropriate.
Monitor, prepare and maintain staff personal statistics, ie sickness absence/ attendance, annual leave, PDRs, training and support the admin manager to produce end of month reports to meet targets within appropriate timeframes.
Managing administration of meetings from Calling for Papers and ensuring papers are circulated to the relevant people in a timely manner, arrange meetings, booking rooms, ordering refreshments, sending out calendar invites and updating group circulation. Attending departmental meetings, composing and transcribing minutes proactively ensuring action points are raised and completed.
Provide appropriate cover in the absence of other members of the team working flexibly across all areas of the pharmacy department
For further details please see the attached job description

Please refer the Job description for details