Project Administrator - Pharmacy

Job description

Job responsibilities

Core Administration:

• Meeting management taking ownership of meetings including invitations, room booking, room layout and equipment set-up.
• Admin duties for reporting as directed by the Lead Clinical Pharmacist, Pharmacy Service Operations Manager and Pharmacy Service Manager.
• Establish and maintain electronic and manual filing systems.
• Administration as required for incident reports in the pharmacy and warfarin services.
• Arrange agendas and take minutes for all service, team and practice meetings.
• Ordering and monitoring of office stationery supplies and warfarin service supplies as needed
• Onboarding of staff and customers in the pharmacy and warfarin services, with responsibility for Smartcard set-ups.
• Offboarding of staff and customers in the pharmacy and warfarin services, with responsibility for Smartcard governance.
• Coordination and scheduling of Clinical Supervisions for all clinical staff on behalf of the Lead Clinical Pharmacist.
• Coordination and scheduling of appraisals and probationary reviews for all staff on behalf of the Pharmacy Service and Operations Managers.
• Build ledgers as needed to cover eg sickness, annual leave and training commitments.

TPC General Duties:

• Support other TPC teams with general tasks as requested, by agreement with the Pharmacy Services Operations Manager (line manager) on assessment of workload.
• Office Admin, such as updating notice boards, stock ordering etc.
• Work collaboratively with all members of the pharmacy and wider TPC team.
• Maintain colleague, customer and patient confidentiality.
• To respond effectively and professionally to all telephone and in-person enquiries using tact, discretion, and sensitivity as appropriate to the situation, ensuring patient and colleague confidentiality is maintained.
• Adhere to departmental work rotas, to ensure all tasks are achieved, planning and prioritising work appropriately reporting any problems to the Team Manager
• Ensure compliance with own Mandatory training.

Personal & Professional Development

The post-holder will participate in any training programme implemented by the organisation the as part of this employment, such training to include:

• Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
• Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
• Engaging and participating in any opportunities arising within the development and expansion of the organisation.

Other

• This job description is not intended to be exhaustive. The post-holder will be expected to adopt a flexible attitude towards the duties outlined which may be subject to amendment at any time in line with the needs of the organisation.
• The post holder may be required to fulfil other duties, as agreed with the Chief Operating Officer, to meet the needs of the organisation. This may involve travel to other sites within the organisation.
• The post holder will need to be present in the office at all times to ensure adequate support from managers, and on all days where there are meetings to ensure rooms and equipment can be set up appropriately.

Equality & Diversity

The post-holder will support the equality, diversity and rights of patients, carers, and colleagues, to include:

• Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation.
• Respecting the privacy, dignity, needs and beliefs of patients, carers, and colleagues.
• Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Quality

The post-holder will strive to maintain quality within TPC, and will:

• Alert other team members to issues of quality and risk.
• Assess own performance and take accountability for own actions, either directly or under supervision.
• Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
• Effectively manage own time, workload, and resources.

Communication

The post-holder should recognise the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members.
• Communicate effectively with stakeholders.
• Recognise peoples needs for alternative methods of communication and respond accordingly.

Contribution to the Implementation of Services

The post-holder will:

• Apply TPCs policies, standards, and guidance.
• Discuss with other members of the team how the policies, standards and guidelines will affect own work.

• Participate in audit where appropriate.

Confidentiality

• While seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
• In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential.
• Information relating to patients, carers, colleagues, other healthcare workers or the business of the organisation may only be divulged to authorised persons in accordance with TPCs policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Health & Safety

The post-holder will implement and lead on the full range of promotion and management of their own and others health, safety and security as defined in TPCs health & safety policy, health & safety manual, infection control policy and published procedures. This will include (but will not be limited to):

• Adherence to their individual responsibilities for infection control and health and safety.
• Maintaining an up-to-date knowledge of health and safety and infection control statutory and best practice guidelines.
• Using personal security systems within the workplace according to TPC guidelines.
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks across the business.
• Making effective use of training to update knowledge and skills.
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way free from hazards, and initiation of remedial/corrective action where needed.
• Actively identifying, reporting, and correction of health and safety hazards and infection hazards immediately when recognised.
• Keeping own work areas and general/patient areas generally clean, identifying issues and hazards/risks in relation to other work areas within the business, and assuming responsibility in the maintenance of general standards of cleanliness across the organisation.
• Undertaking periodic infection control training (minimum annually).
• Routine management of own team/team areas, and maintenance of workspace standards.
• Demonstrating due regard for safeguarding and promoting the welfare of children.

Person Specification

Qualifications

Essential

• Educated to GCSE standard (or equivalent)

Experience

Essential

• Experience of administrative duties
• Experience of working face to face and/or telephone contact with the public
• Previous clerical experience in an administrative setting
• Experience of meetings management (including agendas, minutes and room/venue management)
• Experience of offering suggestions for improving own or team working practices.

Desirable

• Experience of working within a Primary Care environment

Personal effectiveness

Essential

• Robust and resilient personality that can respond and function under high pressure
• Drive to achieve outputs results driven
• Problem solver, and self-starter
• A hands-on approach and can do attitude; we are a growing team, but need to understand that we may sometimes carry out tasks outside of our roles to the benefit of the wider team and TPC as needed
• Willingness to learn
• Honest and reliable

Knowledge and understanding

Essential

• Understanding the importance of timely and accurate work to ensure the smooth-running of a service and a team.

Desirable

• Knowledge of NHS structures and primary care delivery models

Skills and abilities

Essential

• Excellent communication skills both verbal and written (with the ability to interpret technical language and clarify information)
• Attention to detail
• Professional telephone manner
• Problem solving and analytical skills
• Working experience/knowledge of computers, data input Microsoft Office applications
• Effective time management
• Ability to work as a team member and autonomously
• Ability to communicate with staff at all levels on issues within your area
• Ability to follow policy and procedures

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

Trust Primary Care Ltd

Address

Trust Primary Care Ltd

The Ridge Medical Centre

Bradford

West Yorkshire

BD7 3JX

Employer's website

http://www.trustprimarycare.co.uk/ (Opens in a new tab)