Job summary
The Administrative Support Officer provides vital administrative assistance to the Pharmacy Department, ensuring efficient coordination of meetings, communications, and departmental processes. Responsibilities include minute-taking, diary and visitor management, recruitment support, record-keeping, and financial administration. The role also involves liaising with internal teams and external stakeholders, maintaining office supplies, and supporting senior pharmacy staff. A high level of organisation, discretion, and professionalism is essential to ensure smooth departmental operations.
Main duties of the job
1. To provide a comprehensive, word-processing service to the pharmacy team. This includes taking & typing of minutes at meetings both internal to pharmacy and trust wide, organising agenda and action logs.
2. To answer the telephone promptly and politely, telephoning patients and staff where appropriate using tact, discretion and empathy in all situations.
3. To manage the phone in regard to staff sickness and queries.
4. Exercising judgement when dealing with enquiries from patients, staff or external stakeholders, analysing information to resolve issues for e.g. arranging meetings and managing diary commitments for clinical team.
5. Provide support to new or junior staff as required. May be required to demonstrate duties to new starters and less experienced staff.
6. To ensure the non-technical maintenance of the department via Estates and to liaise with Estates for technical maintenance work within the department.
7. To ensure distribution of Trust Policies and Procedures within the department.
8. To be responsible for maintaining records of departmental Pharmacy key holders.
9. To provide administrative support to the chief pharmacist and other senior managers in the pharmacy department.
10. Identifying the need for diary appointments for external Pharmaceutical Companies, receiving them as visitors to the department (cold calling and organised appointments), putting appointments in hand and receiving visitors for meetings.
About us
Walsall Hospitals NHS Trust is one of the largest employers in the local area with over 3,000 staff. The Trust supports Flexible Working Arrangements and Race Equality. We have a commitment to education, training and staff development. The hospital has completed a £170 million hospital redevelopment bringing first class facilities and a multi-professional education centre.
We are looking for an exceptional candidate who encompasses our Trust values of compassion, respect, teamwork and professionalism. The successful candidate must be able to demonstrate our values.
Job description
Job responsibilities
Please see attached detailed Job Description and Personal Specification which outlines all details of the job role.
Job description
Job responsibilities
Please see attached detailed Job Description and Personal Specification which outlines all details of the job role.
Person Specification
Qualifications
Essential
- Educated to GCSE/O Level standard/equivalent
- Word Processing/Audio typing Skills
- oNVQ Level 3 in Business Admin (or equivalent)
Knowledge and Experience
Essential
- Knowledge of secretarial procedures
- Understanding of Trust internal policies as appropriate
- Clear understanding of confidentiality and data protection issues
- Ability to accurately maintain computerised and manual filing/documentation system
- Ability to oversee and motivate secretarial support staff
- Excellent interpersonal and communication skills
- Able to take comprehensive minutes for meetings
Key Competancies
Essential
- Able to use own initiative and able to work with limited supervision, managing and prioritising own workload
- Ability to accurately maintain computerised and manual filing/documentation system
Skills and Aptitudes
Essential
- Work as part of a team in a busy environment
- Ability to sit in restricted position for substantial period of working time whilst undertaking typing tasks, where use of VDU is continuous
- Frequent requirement for concentration where work pattern is predictable
Flexibility
Essential
- Flexible approach in order to meets the needs of the department
Person Specification
Qualifications
Essential
- Educated to GCSE/O Level standard/equivalent
- Word Processing/Audio typing Skills
- oNVQ Level 3 in Business Admin (or equivalent)
Knowledge and Experience
Essential
- Knowledge of secretarial procedures
- Understanding of Trust internal policies as appropriate
- Clear understanding of confidentiality and data protection issues
- Ability to accurately maintain computerised and manual filing/documentation system
- Ability to oversee and motivate secretarial support staff
- Excellent interpersonal and communication skills
- Able to take comprehensive minutes for meetings
Key Competancies
Essential
- Able to use own initiative and able to work with limited supervision, managing and prioritising own workload
- Ability to accurately maintain computerised and manual filing/documentation system
Skills and Aptitudes
Essential
- Work as part of a team in a busy environment
- Ability to sit in restricted position for substantial period of working time whilst undertaking typing tasks, where use of VDU is continuous
- Frequent requirement for concentration where work pattern is predictable
Flexibility
Essential
- Flexible approach in order to meets the needs of the department
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).
