PA to Chief Pharmacist

at  Mersey Care NHS Foundation Trust

We are looking for an enthusiastic, proactive and motivated individual to join our Business Admin Team, as the Personal Assistant to the Chief Pharmacist.
Applicants will need to be able to demonstrate excellent organisation and communication skills, be able to work efficiently, have a proven track record of delivering accurate information in a timely manner and be able to prioritise their own workload.
As an experienced Personal Assistant, the post holder will provide comprehensive day-to-day management of the Chief Pharmacist’s business which will include communicating complex administrative information, organising and prioritising of own workload to meet tight deadlines, utilising Microsoft Office skills, diary and mailbox management.
The successful applicant will demonstrate proven experience of working as a Personal Assistant as well as excellent communication, planning and organisational skills. Applicants will need to have a good knowledge of Microsoft packages and possess confident minute taking skills.
We offer hybrid working between home and base and as our clinical services are geographically dispersed across the footprint of the Trust so there will be occasions when you will be required to travel to other sites, to meet the needs of the business.
Shortlisting planned for: 28 October 2024

Interview planned for: 6 November 2024

• To provide Personal Assistant support to the Chief Pharmacist to enable efficient and effective discharge of their roles and responsibilities.
• To set up and manage databases as appropriate to support them in the

management of the business in the Medicines Management Team.

• To liaise with a wide range of people and agencies, both internally and externally on their behalf, ensuring that a professional image is maintained, and that urgent business is dealt with appropriately.
• The post holder will form part of the Business Admin function within for the Medicines Management Team and will provide comprehensive administrative support to the Chief Pharmacist.
• Therefore, there will be a requirement to provide cover arrangements for

colleagues during periods of absence and increased activity.

• In collaboration with the other administration support ensure that the admin for the Chief Pharmacist is covered between the hours of 0830 – 1700 hours.

Flexibility will be required on occasion to accommodate the needs of the
business
Mersey Care is one of the largest trusts providing physical health and mental health services in the North West, serving more than 1.4 million people across our region and are also commissioned for services that cover the North West, North Wales and the Midlands.
We offer specialist inpatient and community services that support physical and mental health and specialist inpatient mental health, learning disability, addiction and brain injury services. Mersey Care is one of only three trusts in the UK that offer high secure mental health facilities.
At the heart of all we do is our commitment to ‘perfect care’ – care that is safe, effective, positively experienced, timely, equitable and efficient. We support our staff to do the best job they can and work alongside service users, their families, and carers to design and develop future services together. We’re currently delivering a programme of organisational and service transformation to significantly improve the quality of the services we provide and safely reduce cost as we do so.
Flexible working requests will be considered for all roles.
To undertake the operational and administrative functions this will include:
1. Provide comprehensive PA support to the Chief Pharmacist including word processing documents, correspondence, reports as required for the assisting them with the processing of documents that she/he produces filing, photocopying and the composition of letters.
2. Provide a full diary management service - booking meetings organising travel and preparing complex travel itineraries.
3. Being first contact for the Chief Pharmacist and taking autonomous action as appropriate.
4. Manage all incoming and outgoing mail, ensuring that urgent correspondence and messages are given priority.
5. Produce PowerPoint presentations and overheads for presentations.
6. Update and maintain mailing for distributing information and contact details.
7. Maintain an effective and secure filing system.
8. Set up and maintain an effective bring forward system.
9. Take responsibility for tasks that are delegated and ensure information and/or replies requested are pursued and received within the appropriate timescales. This will entail a good understanding of the work of the Chief Pharmacist and the ability to foster good working relationships with staff internal and external to the Trust.
10. Maintain knowledge of NHS developments/initiatives both locally and nationally and Trust policies and procedures.
11. Organise and prepare meetings and agendas.
12. Planning, organising and managing events including Team Events, Away Days and External Events.
13. Take minutes as required, liaising with the Chief Pharmacist to ensure deadlines for producing and circulating papers and minutes are agreed and met.
14. Arrange specific events and hospitality as required, e.g., conferences, seminars and workshops
Please refer to Job Description for more information

Please refer the Job description for details