Job summary
We are looking for a proactive and enthusiastic senior Pharmacy Administrator for the Pharmacy Department at the Royal Sussex County hospital and Princess Royal hospital.
The successful candidate will be an experienced administrator with excellent communication and organisational skills and ability to work autonomously and to a high degree of accuracy under pressure.
The successful candidate will provide administration support to the Trust-wide Medicines Governance Committee, Pharm@Sea Contract Management Group, the Senior Pharmacy Management team, and the Pharmacy Department across both hospitals and will be required to work cross-site at Brighton and Haywards heath.
Main duties of the job
To provide administration support to the Pharmacy Department cross-site at the Royal Sussex County Hospital (RSCH) and Princess Royal Hospital (PRH).
Provide support to the Pharmacy Admin Lead and to the wider Pharmacy team.
Provide meetings management support to Medicines Governance Committee, Pharm@Sea Contract Management Group, Pharmacy Operational Meeting and Pharmacy Local Faculty Group.
Provide administration support to the Pharmacy Education and Training team.
Management of HealthRoster system for RSCH and PRH.
About us
At UHSussex, diversity is our strength, and we want you to feel included to help us always put the Patient First. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of Staff Networks to help break down barriers, and can offer a buddy to help new members settle in. We're proud to be a Disability Confident Employer (Level 2) and a Veteran Aware Trust.
We treat our patients and staff with the same compassion and empathy we expect for ourselves. We're here for them when they need us, and we go above and beyond to meet their needs. This can be seen in ourWellbeing Programme for staff which is extensive and designed to support you when you need it, including where possible, flexible working to support work life balance - because we know that to look after others we must first look after ourselves.
As a university trust and a leader in healthcare research, we value learning, teaching and training so that we can be the best that we can be. From the moment you start with us and throughout your career we will help you to grow and develop. We hope that in choosing UHSussex you are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that you do.
We look forward to receiving your application and the start of your journey with UHSussex.
Candidate Information Pack: https://www.uhsussex.nhs.uk/resources/candidate-information-pack/
Job description
Job responsibilities
Provide administrative support to the Pharmacy Lead Administrator and the wider Pharmacy department.
Provide support to the Trust Medicines Governance Committee and Pharm@Sea Contract Management Group by preparing meeting agendas and circulate meeting details including minute taking and transcribing.
Confirm submission approvals post-meeting and follow up on conditions of approval.
Support the Medicines Governance Technician with action log follow-ups.
Provide administrative support to the Education and Training team.
Support Pharmacy Operational and dispensary stand-up meetings, including minute-taking and action follow-ups.
Provide secretarial support to senior team members, producing quality documentation and reports using Microsoft software.
Create and maintain spreadsheets for the department.
Assist the Pharmacy Lead Administrator in maintaining the HealthRoster system by recording weekend working hours, assigning overtime, adding annual leave and monitoring sickness absence in preparation for month-end payroll.
Ensure staff records and HealthRoster contain accurate information.
Create, process and finalise bank shifts for temporary staff on HealthRoster in a timely manner.
Monitor and maintain stationery supplies, process invoices, and manage PO numbers using the I-proc oracle system.
Maintain health and safety standards, reporting incidents on the Datix system.
Assist the Dispensary team with archiving tasks and maintaining accurate records.
Provide induction training for new staff, including administrative set-up.
Maintain and update Pharmacy policy and procedure production and SOPs.
Assist the Development and Improvement Team Lead rota preparation.
Provide cover for the Pharmacy Admin Lead to ensure smooth service operation.
Travel between Royal Sussex County Hospital and Princess Royal Hospital sites as needed.
Job description
Job responsibilities
Provide administrative support to the Pharmacy Lead Administrator and the wider Pharmacy department.
Provide support to the Trust Medicines Governance Committee and Pharm@Sea Contract Management Group by preparing meeting agendas and circulate meeting details including minute taking and transcribing.
Confirm submission approvals post-meeting and follow up on conditions of approval.
Support the Medicines Governance Technician with action log follow-ups.
Provide administrative support to the Education and Training team.
Support Pharmacy Operational and dispensary stand-up meetings, including minute-taking and action follow-ups.
Provide secretarial support to senior team members, producing quality documentation and reports using Microsoft software.
Create and maintain spreadsheets for the department.
Assist the Pharmacy Lead Administrator in maintaining the HealthRoster system by recording weekend working hours, assigning overtime, adding annual leave and monitoring sickness absence in preparation for month-end payroll.
Ensure staff records and HealthRoster contain accurate information.
Create, process and finalise bank shifts for temporary staff on HealthRoster in a timely manner.
Monitor and maintain stationery supplies, process invoices, and manage PO numbers using the I-proc oracle system.
Maintain health and safety standards, reporting incidents on the Datix system.
Assist the Dispensary team with archiving tasks and maintaining accurate records.
Provide induction training for new staff, including administrative set-up.
Maintain and update Pharmacy policy and procedure production and SOPs.
Assist the Development and Improvement Team Lead rota preparation.
Provide cover for the Pharmacy Admin Lead to ensure smooth service operation.
Travel between Royal Sussex County Hospital and Princess Royal Hospital sites as needed.
Person Specification
Experience/Qualification
Essential
- English GCSE or equivalent
- Maths GCSE or equivalent
- NVQ Level 3 or equivalent level of competency
- Keyboard skills to RSA Level 3 or equivalent
- A minimum of 5 years' experience in Administration
- A minimum of 5 years' experience in using Microsoft office
Desirable
- Experience of working in a hospital environment.
- Recognised IT qualification e.g. ECDL or equivalent
Skills
Essential
- Evidence of having undertaken own development to improve skills
- Minute taking and transcribing skills
- Excellent IT skills and knowledge
- Good level of literacy and numerical skills
- Ability to demonstrate attention to detail
- Ability to communicate well
- Good organisational skills
- Good people management skills
Desirable
- Experience in using payroll system
- Experience in using I-proc oracle system
Specific Requirements
Essential
- Computer literate in Word, Excel and Powerpoint
Desirable
- Ability to work cross-site on a weekly basis
Equality, Diversity & Inclusion
Essential
- Evidence of having undertaken own development to improve understanding of equalities issues
- Evidence of having championed diversity in previous roles (as appropriate to role).
Person Specification
Experience/Qualification
Essential
- English GCSE or equivalent
- Maths GCSE or equivalent
- NVQ Level 3 or equivalent level of competency
- Keyboard skills to RSA Level 3 or equivalent
- A minimum of 5 years' experience in Administration
- A minimum of 5 years' experience in using Microsoft office
Desirable
- Experience of working in a hospital environment.
- Recognised IT qualification e.g. ECDL or equivalent
Skills
Essential
- Evidence of having undertaken own development to improve skills
- Minute taking and transcribing skills
- Excellent IT skills and knowledge
- Good level of literacy and numerical skills
- Ability to demonstrate attention to detail
- Ability to communicate well
- Good organisational skills
- Good people management skills
Desirable
- Experience in using payroll system
- Experience in using I-proc oracle system
Specific Requirements
Essential
- Computer literate in Word, Excel and Powerpoint
Desirable
- Ability to work cross-site on a weekly basis
Equality, Diversity & Inclusion
Essential
- Evidence of having undertaken own development to improve understanding of equalities issues
- Evidence of having championed diversity in previous roles (as appropriate to role).
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
University Hospitals Sussex NHS Foundation Trust (279)
Address
Princess Royal Hospital/Royal Sussex County Hospital
Lewes Road
Haywards Heath
RH16 4EX
Employer's website
https://www.uhsussex.nhs.uk/ (Opens in a new tab)
