NHS Greater Glasgow and Clyde is one of the largest healthcare systems in the UK employing around 40,000 staff in a wide range of clinical and non-clinical professions and job roles. We deliver acute hospital, primary, community and mental health care services to a population of over 1.15 million and a wider population of 2.2 million when our regional and national services are included.

BAND 4, PERMANENT , 37 HOURS PER WEEK

We are a large team of friendly pharmacy staff looking for someone with good communication and organisational skills to manage a comprehensive and effective clerical administrative service to our Pharmacy Team. You will manage/lead the admin team in dealing with routine day to day enquiries from approximately 180 pharmacy staff within QEUH/RHC pharmacy department, often being the first point of contact for pharmacists, pharmacy technicians and pharmacy support workers. You will ensure that all enquiries are dealt with in a timely manner and communicate appropriately and efficiently either face to face, by telephone or through email, taking appropriate action within clearly defined protocols. You will carry out appraisals & deal with performance/absence issues of other admin staff within the QEUH/RHC Pharmacy Department.
The successful candidate will be responsible for using the Scottish Time Standard System to enter and amend staff shifts, recording staff overtime, recording staff absences and for updating a variety of reports on a monthly basis. You will process sensitive and personal data onto electronic systems and be responsible for ordering department resources. A key responsibility of this post is processing and recording staff annual leave requests.
You will attend departmental meetings, prepare agendas, record and distribute minutes when required and input clinical/non-clinical data from prescription charts onto a database and scan and upload sensitive documents onto electronic databases. You will be required to maintain an efficient, accurate, up to date and effective filing system and prepare standard documentation for authorisation. You will also be responsible for typing letters and other types of correspondence when required and be responsible for the onward circulation of organisational information to all relevant pharmacy staff.
You will be required to participate in the completion of monthly audits using all office systems and machinery (see Systems and Equipment Section). You will adhere to and comply with, Quality Assurance Guidelines, Pharmacy Services Policies and Procedures. The post holder may be required to provide cross cover for other sites, in line with duties above and will be required to undertake training in all aspects of the role.

THE FOLLOWING EXPERIENCE AND SKILLS ARE REQUIRED:

ECDL or equivalent, proficient in all Microsoft packages. You must demonstrate excellent written and verbal communication skills, good planning and organisation skills, ability to work with little or no supervision e.g. using initiative, ability to work to deadlines, ability to work as part of a team, ability to follow protocols for work areas and contribute to review of these protocols, flexible approach to working and be able to prioritise workload.

THE FOLLOWING SKILLS ARE DESIRABLE:

Previous NHS experience and the knowledge/ability to use: eESS, SSTS, PECOS and Rotawatch.
Previous experience of managing staff is desirable.
The attached job description is a general outline of the above post however it is not exhaustive. The job description is subject to periodic review with the post holder. Duties may change in line with service changes and the post holder’s own personal development. Previous NHS experience is desirable, but not essential as induction and training will be provided. New employees will undertake an induction/training program. This will be a minimum of 4 weeks depending on the department and location.

If you think you have the skills required for this post and would like further information or an informal chat, please contact:

• Lindsay Cassidy, Interim Chief Pharmacy Technician, South Sector - 01414522980, lindsay.cassidy2@nhs.scot
• David Hughes, Pharmacy Team Lead, South Sector - 01414518292 david.hughes3@nhs.scot
• Wendy Connell, Pharmacy Team Lead, South Sector – 01414515713 Wendy.connell@nhs.scot

Please note we anticipate a high level of interest in this position and may close the advert once a sufficient number of applications are received. Therefore, please ensure you complete and submit your application at an early stage.
Details on how to contact the Recruitment Service can be found within the Candidate Information Packs.

Please refer the Job description for details