Pharmacy Office Manager and PA to Chief Pharmacist

Royal Surrey NHS Foundation Trust

This job is now closed

Job summary

We have an exciting opportunity within the Pharmacy department for an enthusiastic and motivated person to join our busy pharmacy team. This post is ideally full time but part time will be considered for the right candidate.

You will be working in a fast-paced environment which requires the successful candidate to be flexible and quick thinking, extremely well organised with good time management skills and the ability to demonstrate diplomacy, in particular when dealing with matters of a confidential or sensitive nature. Excellent communication skills by email, telephone and face to face are a must!

If you enjoy working on your own initiative, are looking for a fresh challenge and think you have what it takes to join our friendly, hardworking team then this job is for you.

This is a fixed term / secondment opportunity.

Main duties of the job

As Office Manager you will lead a small team made up of one full time Administration Assistant and one part time Office Assistant. You will be responsible for their line management including regular 1-2-1's and annual appraisals. You will also oversee the smooth running of the Pharmacy Office which is responsible for the day to day administration of a large Pharmacy Department.

In addition you will provide high quality secretarial and administrative support to the department, but primarily to the Chief Pharmacist. This will include minute taking and maintaining an efficient system for meetings by co-ordinating papers and agendas, and acting as key point of contact including during their absence.

About us

Royal Surrey is a compassionate and collaborative acute and community Trust. Recognising that our 5000 colleagues are our greatest strength, we offer a comprehensive health and wellbeing program along with a commitment to developing and advancing your career. Our diverse and welcoming Royal Surrey family will ensure you that you feel valued from your initial interview through your entire tenure.

We are clinically led and provide joined up care by bridging the gap between hospital and community services alongside regional specialist cancer care. Our main acute hospital site is in Guildford with community hospital sites at Milford, Haslemere and Cranleigh. We provide adult community health services in homes across Guildford and Waverley.

The Care Quality Commission (CQC) have given us an overall rating of Outstanding.

Royal Surrey has a strong reputation and history to build on. We are proud of our achievements and we are investing in our colleagues through our commitment to supporting professional development as well as investing more than £45 million in our physical environment and new equipment in the next few years. There has never been a better time to join us.

Although it isn't the Trusts normal practice, adverts may close early, so you are encouraged to submit an application as soon as possible.

A video about the Royal Surrey - https://www.youtube.com/watch?v=R96pMboIYdo

Date posted

08 January 2025

Pay scheme

Agenda for change

Band

Band 5

Salary

£31,469 to £38,308 a year per annum - includes high cost area supplements (HCAS)

Contract

Fixed term

Duration

12 months

Working pattern

Full-time

Reference number

384-JH-EMF17661-B5

Job locations

Royal Surrey Hospital

Guildford

GU2 7XX

Job description

Job responsibilities

The post holder will be expected to:

Provide a high quality Personal Assistant service to the Chief Pharmacist and additional administration support to the Deputy Chief Pharmacists and wider Senior Management Team, including responsibility for taking, transcribing and circulating minutes of meetings as required and within agreed timeframes.Provide additional minute taking support to the wider division and other areas of the Trust.To be responsible for managing the pharmacy office and all related activities, and acting as line manager for all pharmacy assistants within the office team.Act autonomously ensuring that daily tasks and on-going workloads are prioritised and completed in agreed timeframes. The post holder will have sole responsibility for some areas of the job. The post holder will ensure that confidential and sensitive information in relation to staff is kept secure, and will follow the policies and procedures for the Department.Be responsible for the planning and implementation of certain projects as they arise, and taking forward delegated tasks on behalf of the Chief Pharmacist, Deputy Chief Pharmacists or wider Senior Management Team.The post requires someone with initiative, common sense and a calm and professional manner, with a high standard of communication skills.

Job description

Job responsibilities

The post holder will be expected to:

Person Specification

Qualifications

Essential

Educated to GCSE/RSAIII OR equivalent level of experience of working as a PA/Office Manager

Knowledge

Essential

Extensive knowledge/experience of PA and current office practices, including processing of databases and spreadsheets.
Internet awareness and previous general office experience an advantage

Desirable

Must have an understanding of the background to and aims of current healthcare policy/national guidance/CQC/ and appreciate the implications of this on engagement
Previous NHS experience an advantage

Person Specification

Qualifications

Essential

Educated to GCSE/RSAIII OR equivalent level of experience of working as a PA/Office Manager

Knowledge

Essential

Extensive knowledge/experience of PA and current office practices, including processing of databases and spreadsheets.
Internet awareness and previous general office experience an advantage

Desirable

Must have an understanding of the background to and aims of current healthcare policy/national guidance/CQC/ and appreciate the implications of this on engagement
Previous NHS experience an advantage

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.