Job summary
To provide administrative support to the operational management of the pharmacy department and assist the Deputy Director of Pharmacy through skilful application and delivery of robust administrative systems, processes and secretarial activities.
Main duties of the job
You will support the Deputy Director of Pharmacy in the operational management of the service. You will work with department leads in maintaining the Health Roster system by recording staff leave, sickness, training, overtime and change in hours.
You will provide comprehensive administrative support to the pharmacy team, ensuring efficient operations and workflow and you will assist in coordinating schedules and workloads of pharmacy staff, including junior team members.
You will support financial processes by processing invoices, tracking expenditures, and assisting with budget management.
You will act as a point of contact between pharmacy services and other healthcare professionals, ensuring effective communication and collaboration.
Participate in quality control processes, audits and data collection for research helping to maintain high standards of service delivery.
You will ensure adherence to NHS policies and procedures, and assist in the implementation of new guidelines and best practices.
About us
South London and Maudsley NHS Foundation Trust (SLaM) provide the widest range of NHS mental health services in the UK as well as substance misuse services for people who are addicted to drugs and alcohol. We work closely with the Institute of Psychiatry, Psychology and Neuroscience (IoPPN), King's College London and are part of King's Health Partners Academic Health Sciences Centre. There are very few organisations in the world that have such wide-ranging capabilities working with mental illness. Our scope is unique because it is built on three major foundations: care and treatment, science and research, and training.
SLaM employ around 5000 staff and serve a local population of 1.1 million people. We have more than 230 services including inpatient wards, outpatient and community services. Currently, provide inpatient care for approximately 5,300 people each year and treat more than 45,000 patients in the community in Croydon, Lambeth, Lewisham and Southwark; as well as substance misuse services for residents of Bexley, Bromley and Greenwich.
By coming to work at SLaM, you will gain experience of being part of an organisation with a rich history and international reputation in mental health care. You will have access to professional development and learning opportunities, and have the chance to work alongside people who are world leaders in their field.
Job description
Job responsibilities
- To support the Deputy Director of Pharmacy in the operational management of the service.
- Accurately maintain the Health Roster by recording staff leave, sickness, training, overtime and change in hours. Manage and monitor other administrative systems to support team and business needs.
- To provide high calibre administrative services in the production and management of rotas and spreadsheets. Provide information analysis and reports, producing business letters, minutes and other documentation as required.
- Responsible for monitoring and ordering of equipment, supplies, furniture, books and subscriptions as appropriate via Procurement or purchase card.
- Arrange student placements and work experience. Organising honorary contract and KHP Passports when required.
- Processing and coding of invoices, raising invoice requests and reconciling monthly financial reports.
- Add shifts and authorise time sheets for locum staff on NHS Professionals.
- To assist in the collection and processing of data for of audits, research and service performance.
- Provide a comprehensive administrative induction and timetables to new and temporary members of staff.
- Answering queries, dealing efficiently, effectively and professionally with a range of telephone, email and personal enquiries from members of staff, other departments, outside organisations and agencies. Act as a source of advice and support for troubleshooting HR and Payroll matters. Providing information, directing and prioritising queries as appropriate and filtering correspondence.
- Receive highly confidential and sensitive information, ensuring that such information is handled with care and tact.
- Use judgement and insight to manage and prioritise own work unsupervised in accordance with changing priorities. Liaising and negotiating with all relevant parties in an efficient and effective way, using communication techniques to gain cooperation and understanding.
Job description
Job responsibilities
- To support the Deputy Director of Pharmacy in the operational management of the service.
- Accurately maintain the Health Roster by recording staff leave, sickness, training, overtime and change in hours. Manage and monitor other administrative systems to support team and business needs.
- To provide high calibre administrative services in the production and management of rotas and spreadsheets. Provide information analysis and reports, producing business letters, minutes and other documentation as required.
- Responsible for monitoring and ordering of equipment, supplies, furniture, books and subscriptions as appropriate via Procurement or purchase card.
- Arrange student placements and work experience. Organising honorary contract and KHP Passports when required.
- Processing and coding of invoices, raising invoice requests and reconciling monthly financial reports.
- Add shifts and authorise time sheets for locum staff on NHS Professionals.
- To assist in the collection and processing of data for of audits, research and service performance.
- Provide a comprehensive administrative induction and timetables to new and temporary members of staff.
- Answering queries, dealing efficiently, effectively and professionally with a range of telephone, email and personal enquiries from members of staff, other departments, outside organisations and agencies. Act as a source of advice and support for troubleshooting HR and Payroll matters. Providing information, directing and prioritising queries as appropriate and filtering correspondence.
- Receive highly confidential and sensitive information, ensuring that such information is handled with care and tact.
- Use judgement and insight to manage and prioritise own work unsupervised in accordance with changing priorities. Liaising and negotiating with all relevant parties in an efficient and effective way, using communication techniques to gain cooperation and understanding.
Person Specification
Qualifications
Essential
- Educated to degree level or equivalent experience
- ECDL or equivalent
Experience
Essential
- Experience in confidently engaging all members of staff at all levels.
- Experience of working in an office environment.
- Demonstrate knowledge of secretarial procedures acquired through training and/or experience.
- Experience of developing and managing administration systems, processes and functions for a service or team.
- Experience of HR and Payroll processes.
- Experience in dealing with sensitive information whilst maintaining confidentiality.
Desirable
- Previous NHS or healthcare experience.
- Experience as a personal assistant.
- Experience in developing and managing staff timetables and rotas.
Knowledge and skills
Essential
- Good knowledge and use of the English Language with excellent spelling, grammar and punctuation.
- Be confident in the use of a range of software including advanced Excel functions and Word.
- Knowledge of Healthroster systems, DATIX, eProcurement.
- Meticulous attention to detail.
- Excellent communications and interpersonal skills both face to face and over the phone.
- Ability to exercise judgment and initiative.
- Ability to interrogate, analyse and validate a variety of computer based systems in order to ensure accurate reporting.
- Flexible and adaptable.
- Approachable, able to relate to people with tact and diplomacy.
- Possess an articulate confident manner.
- Analytical ability and problem solving skills.
- A sound knowledge of financial practices and procedures.
- Ability to work across organisational/professional boundaries.
- Multitask, organising and planning multiple work streams.
- Excellent time management and task management reaching deadlines within agreed timescales.
- Ability to work under pressure, independently without direct supervision.
Person Specification
Qualifications
Essential
- Educated to degree level or equivalent experience
- ECDL or equivalent
Experience
Essential
- Experience in confidently engaging all members of staff at all levels.
- Experience of working in an office environment.
- Demonstrate knowledge of secretarial procedures acquired through training and/or experience.
- Experience of developing and managing administration systems, processes and functions for a service or team.
- Experience of HR and Payroll processes.
- Experience in dealing with sensitive information whilst maintaining confidentiality.
Desirable
- Previous NHS or healthcare experience.
- Experience as a personal assistant.
- Experience in developing and managing staff timetables and rotas.
Knowledge and skills
Essential
- Good knowledge and use of the English Language with excellent spelling, grammar and punctuation.
- Be confident in the use of a range of software including advanced Excel functions and Word.
- Knowledge of Healthroster systems, DATIX, eProcurement.
- Meticulous attention to detail.
- Excellent communications and interpersonal skills both face to face and over the phone.
- Ability to exercise judgment and initiative.
- Ability to interrogate, analyse and validate a variety of computer based systems in order to ensure accurate reporting.
- Flexible and adaptable.
- Approachable, able to relate to people with tact and diplomacy.
- Possess an articulate confident manner.
- Analytical ability and problem solving skills.
- A sound knowledge of financial practices and procedures.
- Ability to work across organisational/professional boundaries.
- Multitask, organising and planning multiple work streams.
- Excellent time management and task management reaching deadlines within agreed timescales.
- Ability to work under pressure, independently without direct supervision.
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
