Job summary
We have an exciting opportunity within the Pharmacy department for an enthusiastic and motivated person to join our busy pharmacy team. 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!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.
Main duties of the job
The Pharmacy Department provides pharmaceutical services to all wards and departments within the Royal Surrey, including the St Luke's cancer centre and the paediatric unit. It also provides a service to external hospitals and clinics include Milford, Haslemere and Cranleigh Hospitals. This post holder will provide a high quality Personal Assistant role 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 with agreed time frames.You may also be required to provide additional minute taking support to the wider triumvirate.
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
Job description
Job responsibilities
To be responsible for all activities in the Pharmacy Office.To be responsible for activities consistent with being PA to Chief Pharmacist.To be responsible for minute taking and associated tasks as required by Chief Pharmacist and Deputy Pharmacists, as well as the wider division and other areas of the Trust.To be responsible for keeping accurate details of and helping to manage Chief Pharmacists diary.To effectively manage all information received by appropriately referring or dealing with it in a timely and efficient manner.To be responsible for the ordering, stockholding, issuing and security of all FP10 prescription pads for use both around the Trust and outside hospitals, ensuring that records around this process are robust and policy is followed.To be responsible for ensuring the inputting of all bank staff hours and overtime hours onto the Health Rostering system to strict deadlines.To be responsible for monitoring the stockholding and ordering of goods and services, including stationery, furniture, certain Dispensary and Stores stock and other ad hoc items as and when required.To be responsible for the processing of all yearly licenses and contracts relating to various software and information packages.To assist the Chief Pharmacist with the management of Patient Group Directions (PGDs) for the Trust, keeping the electronic database up to date in liaison with the relevant Lead Pharmacists and uploading current PGDs onto Roogle and deleting those which have expired.To be responsible for keeping securely personnel information.To ensure filing and retrieving of off-site storage is actioned appropriately. To be responsible for management of end of month tasks.To be responsible for ensuring all Health Roster records for Pharmacy staff are accurate, including updating working restrictions as and when necessary and annual leave entitlement is calculated correctly.To act discretely, on own judgment and initiative, when dealing with information of a private, confidential or sensitive nature.To carry out an Office Induction for all new starters and ensure their Health Roster record is accurate.To support line managers with any leavers, to include the calculation of annual leave entitlement.To be responsible for keeping accurate records of bank and agency staff.To be responsible for keeping accurate records of time in lieu for individual members of staff.To ensure locum staff payments are recorded accurately and invoice details entered weekly on appropriate spreadsheet; and make spreadsheet available to Finance on a weekly basis.To be responsible for the checking and coding of all electronic non drug invoices before passing to the Chief Pharmacist or Deputy for clearing to Finance.
To be responsible for activities consistent with being PA to Chief Pharmacist.To be responsible for minute taking and associated tasks as required by Chief Pharmacist and Deputy Pharmacists, as well as the wider division and other areas of the Trust.To be responsible for keeping accurate details of and helping to manage Chief Pharmacists diary.To effectively manage all information received by appropriately referring or dealing with it in a timely and efficient manner.To be responsible for the ordering, stockholding, issuing and security of all FP10 prescription pads for use both around the Trust and outside hospitals, ensuring that records around this process are robust and policy is followed.To be responsible for ensuring the inputting of all bank staff hours and overtime hours onto the Health Rostering system to strict deadlines.To be responsible for monitoring the stockholding and ordering of goods and services, including stationery, furniture, certain Dispensary and Stores stock and other ad hoc items as and when required.To be responsible for the processing of all yearly licenses and contracts relating to various software and information packages.To assist the Chief Pharmacist with the management of Patient Group Directions (PGDs) for the Trust, keeping the electronic database up to date in liaison with the relevant Lead Pharmacists and uploading current PGDs onto Roogle and deleting those which have expired.To be responsible for keeping securely personnel information.To ensure filing and retrieving of off-site storage is actioned appropriately. To be responsible for management of end of month tasks.To be responsible for ensuring all Health Roster records for Pharmacy staff are accurate, including updating working restrictions as and when necessary and annual leave entitlement is calculated correctly.To act discretely, on own judgment and initiative, when dealing with information of a private, confidential or sensitive nature.To carry out an Office Induction for all new starters and ensure their Health Roster record is accurate.To support line managers with any leavers, to include the calculation of annual leave entitlement.To be responsible for keeping accurate records of bank and agency staff.To be responsible for keeping accurate records of time in lieu for individual members of staff.To ensure locum staff payments are recorded accurately and invoice details entered weekly on appropriate spreadsheet; and make spreadsheet available to Finance on a weekly basis.To be responsible for the checking and coding of all electronic non drug invoices before passing to the Chief Pharmacist or Deputy for clearing to Finance.
To take full management responsibility of office staff providing leadership, recognising and developing the team, mentoring, coaching and training them to utilise their strengths to enhance the departments performance and build organisational capability.To assess staff performance against agreed performance standards/objectives and/or competencies at least annually and develop meaningful and achievable personal development plans and objectives.To be responsible for the self- development of skills and competencies through participation in learning and development activities, and to maintain up to date technical and professional knowledge relevant to the post.To manage visitors to department.To be responsible for non-clinical procedure updates and proactively participate in the development and implementation of procedures to ensure high quality administrative services.To be responsible for checking and processing travel claims in a timely fashion.To be responsible for arranging ad hoc payments as required.To ensure daily collection and distribution of post.To be responsible and take ownership for resolving queries/problems related to administration functions of department.Be responsible for maintaining office access for pharmacy team Administrative and SecretarialProvide high quality administrative and secretarial support to the department at all times.Maintain an efficient system for meetings attended by the Chief Pharmacist by co-ordinating papers and agendas and highlighting areas for action in preparation for all meetings.Establish and maintain efficient filing systems, including creating electronic filing systems where appropriate.Manage the safety, security and tidiness of the office environment. This will include ordering supplies and liaising with departments such as Estates.Act as key point of contact for the Chief Pharmacist including during his/her absence, which will include monitoring and fielding telephone calls as appropriate and ensuring that any enquiries are dealt with in a professional, reassuring and sensitive manner.Acting as information resource for the department and representing the department as required
Job description
Job responsibilities
To be responsible for all activities in the Pharmacy Office.To be responsible for activities consistent with being PA to Chief Pharmacist.To be responsible for minute taking and associated tasks as required by Chief Pharmacist and Deputy Pharmacists, as well as the wider division and other areas of the Trust.To be responsible for keeping accurate details of and helping to manage Chief Pharmacists diary.To effectively manage all information received by appropriately referring or dealing with it in a timely and efficient manner.To be responsible for the ordering, stockholding, issuing and security of all FP10 prescription pads for use both around the Trust and outside hospitals, ensuring that records around this process are robust and policy is followed.To be responsible for ensuring the inputting of all bank staff hours and overtime hours onto the Health Rostering system to strict deadlines.To be responsible for monitoring the stockholding and ordering of goods and services, including stationery, furniture, certain Dispensary and Stores stock and other ad hoc items as and when required.To be responsible for the processing of all yearly licenses and contracts relating to various software and information packages.To assist the Chief Pharmacist with the management of Patient Group Directions (PGDs) for the Trust, keeping the electronic database up to date in liaison with the relevant Lead Pharmacists and uploading current PGDs onto Roogle and deleting those which have expired.To be responsible for keeping securely personnel information.To ensure filing and retrieving of off-site storage is actioned appropriately. To be responsible for management of end of month tasks.To be responsible for ensuring all Health Roster records for Pharmacy staff are accurate, including updating working restrictions as and when necessary and annual leave entitlement is calculated correctly.To act discretely, on own judgment and initiative, when dealing with information of a private, confidential or sensitive nature.To carry out an Office Induction for all new starters and ensure their Health Roster record is accurate.To support line managers with any leavers, to include the calculation of annual leave entitlement.To be responsible for keeping accurate records of bank and agency staff.To be responsible for keeping accurate records of time in lieu for individual members of staff.To ensure locum staff payments are recorded accurately and invoice details entered weekly on appropriate spreadsheet; and make spreadsheet available to Finance on a weekly basis.To be responsible for the checking and coding of all electronic non drug invoices before passing to the Chief Pharmacist or Deputy for clearing to Finance.
To be responsible for activities consistent with being PA to Chief Pharmacist.To be responsible for minute taking and associated tasks as required by Chief Pharmacist and Deputy Pharmacists, as well as the wider division and other areas of the Trust.To be responsible for keeping accurate details of and helping to manage Chief Pharmacists diary.To effectively manage all information received by appropriately referring or dealing with it in a timely and efficient manner.To be responsible for the ordering, stockholding, issuing and security of all FP10 prescription pads for use both around the Trust and outside hospitals, ensuring that records around this process are robust and policy is followed.To be responsible for ensuring the inputting of all bank staff hours and overtime hours onto the Health Rostering system to strict deadlines.To be responsible for monitoring the stockholding and ordering of goods and services, including stationery, furniture, certain Dispensary and Stores stock and other ad hoc items as and when required.To be responsible for the processing of all yearly licenses and contracts relating to various software and information packages.To assist the Chief Pharmacist with the management of Patient Group Directions (PGDs) for the Trust, keeping the electronic database up to date in liaison with the relevant Lead Pharmacists and uploading current PGDs onto Roogle and deleting those which have expired.To be responsible for keeping securely personnel information.To ensure filing and retrieving of off-site storage is actioned appropriately. To be responsible for management of end of month tasks.To be responsible for ensuring all Health Roster records for Pharmacy staff are accurate, including updating working restrictions as and when necessary and annual leave entitlement is calculated correctly.To act discretely, on own judgment and initiative, when dealing with information of a private, confidential or sensitive nature.To carry out an Office Induction for all new starters and ensure their Health Roster record is accurate.To support line managers with any leavers, to include the calculation of annual leave entitlement.To be responsible for keeping accurate records of bank and agency staff.To be responsible for keeping accurate records of time in lieu for individual members of staff.To ensure locum staff payments are recorded accurately and invoice details entered weekly on appropriate spreadsheet; and make spreadsheet available to Finance on a weekly basis.To be responsible for the checking and coding of all electronic non drug invoices before passing to the Chief Pharmacist or Deputy for clearing to Finance.
To take full management responsibility of office staff providing leadership, recognising and developing the team, mentoring, coaching and training them to utilise their strengths to enhance the departments performance and build organisational capability.To assess staff performance against agreed performance standards/objectives and/or competencies at least annually and develop meaningful and achievable personal development plans and objectives.To be responsible for the self- development of skills and competencies through participation in learning and development activities, and to maintain up to date technical and professional knowledge relevant to the post.To manage visitors to department.To be responsible for non-clinical procedure updates and proactively participate in the development and implementation of procedures to ensure high quality administrative services.To be responsible for checking and processing travel claims in a timely fashion.To be responsible for arranging ad hoc payments as required.To ensure daily collection and distribution of post.To be responsible and take ownership for resolving queries/problems related to administration functions of department.Be responsible for maintaining office access for pharmacy team Administrative and SecretarialProvide high quality administrative and secretarial support to the department at all times.Maintain an efficient system for meetings attended by the Chief Pharmacist by co-ordinating papers and agendas and highlighting areas for action in preparation for all meetings.Establish and maintain efficient filing systems, including creating electronic filing systems where appropriate.Manage the safety, security and tidiness of the office environment. This will include ordering supplies and liaising with departments such as Estates.Act as key point of contact for the Chief Pharmacist including during his/her absence, which will include monitoring and fielding telephone calls as appropriate and ensuring that any enquiries are dealt with in a professional, reassuring and sensitive manner.Acting as information resource for the department and representing the department as required
Person Specification
Qualifications
Essential
- Educated to GCSE / RSAIII OR equivalent level of experience of working as a PA / Office Manager
Knowledge and Experience
Essential
- Extensive knowledge / experience of PA and current office practices, including use of internet, processing of databases and spreadsheets
- 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 is an advantage
Person Specification
Qualifications
Essential
- Educated to GCSE / RSAIII OR equivalent level of experience of working as a PA / Office Manager
Knowledge and Experience
Essential
- Extensive knowledge / experience of PA and current office practices, including use of internet, processing of databases and spreadsheets
- 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 is 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.
