Job summary
To work as part of the Business and Information team to
provide secretarial and administration support to the Pharmacy Department
To be responsible for the efficient and effective management
and organisation of secretarial and administrative support services to the
Pharmacy Department at Bishop Auckland Hospital (BAH), Darlington Memorial
Hospital (DMH) and the University Hospital of North Durham (UHND).
To act as first point of contact for all
communication with the Pharmacy department (this will include liaising with
members of the public, fellow healthcare professionals both within and external
to the Trust and other agencies).
Previous applicants need not apply.
Main duties of the job
The role is based in the Pharmacy Business and Information
Team
Responsible for the provision of a comprehensive,
secretarial and administration service to the Leadership team and department
staff at BAH, DMH and UHND and other teams within the directorate using
initiative in dealing with enquires (oral, written and via email) in their
absence.
Responsible for the management, control and security of
controlled stationery (including FP10HNC prescriptions) used in BAH, DMH and
UHND and peripheral hospitals
Responsible for supporting the management of sickness
processes within the department
About us
If you are being interviewed you must accept an interview slot in the system to continue, even if you have arranged with the manager
You must be able to produce ALL certificates stated essential in the person specification or you will not be able to complete pre-employment checks
We provide hospital services from two acute sites - Darlington Memorial Hospital and University Hospital of North Durham. We have a centre for planned care in Bishop Auckland and provide care from community hospitals in Chester-le-Street, Shotley Bridge, Barnard Castle, Sedgefield and Weardale as well as over 80 other community based settings and providing care in patients' homes.
We particularly welcome applications from disabled and Black, Asian and Minority Ethnic (BAME) candidates as BAME and disabled people are currently under-represented
From April 1 2024 we are unable to offer sponsorship for healthcare roles that do not meet the minimum salary, If you are in the UK on a VISA please ensure you have no restrictions that would prevent you from taking this post.
Full Job Descriptions can be found in the adverts supporting documents
Job description
Job responsibilities
To be responsible for providing secretarial and
administration support to the Pharmacy Leadership Team. The post holder will:
Maintain
electronic diaries including arranging appointments and entering pre-arranged
meetings. Resolving conflicting diary appointments and schedules.
Use own
initiative in dealing with enquires (oral, written and via email) in absence of
managers in order to forward to the most appropriate individuals.
Organise
meetings on a regular basis, compiling a schedule of meeting dates and venues
for the year for pharmacy meetings, entering into managers diaries and
distributing to members.
Arrange
venues for meetings and events and sending out invitations and compiling
attendance lists.
Type and
record all correspondence as requested.
Liaise with
the Trust travel team booking courses and conferences and organising travel
arrangements where necessary.
Arrange
meetings, distribute meeting papers, transcribe minutes and update action logs.
Receive,
prioritise and segregate all mail appropriately and the record and send
registered post.
Deal with
telephone and face-to-face enquiries from all staff groups and third party
organisations.
Order
security swipe cards and maintenance of register.
Maintain
the DMH pharmacy meeting room diary in conjunction with IT, taking bookings
from Trust staff.
Undertake
photocopying, scanning and laminating as requested
Perform
yearly DSE assessments for members of pharmacy, escalating identified actions.
Create,
format and update word documents and spreadsheets.
Format
Policies and Procedures using Microsoft Word.
Actively
participate in the induction programme of all new starters within the
department.
Manage
the controlled stationery (including FP10HNC prescriptions) used in the Trust
including:
setting
up new cost centres with the Business Services Authority (BSA)
ordering
and issuing
ensuring
supplies are securely stored
recording
and stock taking of inventory
Organise
and support the administration of HR functions
Assist
team members with regard to Registration Authority duties as an RA Agent
Job description
Job responsibilities
To be responsible for providing secretarial and
administration support to the Pharmacy Leadership Team. The post holder will:
Maintain
electronic diaries including arranging appointments and entering pre-arranged
meetings. Resolving conflicting diary appointments and schedules.
Use own
initiative in dealing with enquires (oral, written and via email) in absence of
managers in order to forward to the most appropriate individuals.
Organise
meetings on a regular basis, compiling a schedule of meeting dates and venues
for the year for pharmacy meetings, entering into managers diaries and
distributing to members.
Arrange
venues for meetings and events and sending out invitations and compiling
attendance lists.
Type and
record all correspondence as requested.
Liaise with
the Trust travel team booking courses and conferences and organising travel
arrangements where necessary.
Arrange
meetings, distribute meeting papers, transcribe minutes and update action logs.
Receive,
prioritise and segregate all mail appropriately and the record and send
registered post.
Deal with
telephone and face-to-face enquiries from all staff groups and third party
organisations.
Order
security swipe cards and maintenance of register.
Maintain
the DMH pharmacy meeting room diary in conjunction with IT, taking bookings
from Trust staff.
Undertake
photocopying, scanning and laminating as requested
Perform
yearly DSE assessments for members of pharmacy, escalating identified actions.
Create,
format and update word documents and spreadsheets.
Format
Policies and Procedures using Microsoft Word.
Actively
participate in the induction programme of all new starters within the
department.
Manage
the controlled stationery (including FP10HNC prescriptions) used in the Trust
including:
setting
up new cost centres with the Business Services Authority (BSA)
ordering
and issuing
ensuring
supplies are securely stored
recording
and stock taking of inventory
Organise
and support the administration of HR functions
Assist
team members with regard to Registration Authority duties as an RA Agent
Person Specification
Experience
Essential
- Previous secretarial and administrative experience
- Experience of diary management
- Experience of minute taking
Desirable
- Previous experience in a health-related environment
- Previous experience with the HealthRoster system
Special Requirements
Essential
- Able to travel across Trust sites when necessary
Special Skills and Knowledge
Essential
- Good communication and organisational skills.
- Excellent customer care skills
- Good oral and written communication skills
- Able to demonstrate own initiative and to anticipate and pre-empt problems.
- Excellent organisational skills
- Ability to manage and prioritise own workload and to work to agreed deadlines
- Ability to work effectively as part of a team
Desirable
- Knowledge of pharmaceutical terms and drug names
Qualifications
Essential
- Good standard of education minimum GCSE standard (4 Cs and above) or equivalent including Maths and English
- Computer literate with good keyboard skills (RSA 3 or equivalent)
- NVQ3 Business and Administration (or equivalent experience )
Person Specification
Experience
Essential
- Previous secretarial and administrative experience
- Experience of diary management
- Experience of minute taking
Desirable
- Previous experience in a health-related environment
- Previous experience with the HealthRoster system
Special Requirements
Essential
- Able to travel across Trust sites when necessary
Special Skills and Knowledge
Essential
- Good communication and organisational skills.
- Excellent customer care skills
- Good oral and written communication skills
- Able to demonstrate own initiative and to anticipate and pre-empt problems.
- Excellent organisational skills
- Ability to manage and prioritise own workload and to work to agreed deadlines
- Ability to work effectively as part of a team
Desirable
- Knowledge of pharmaceutical terms and drug names
Qualifications
Essential
- Good standard of education minimum GCSE standard (4 Cs and above) or equivalent including Maths and English
- Computer literate with good keyboard skills (RSA 3 or equivalent)
- NVQ3 Business and Administration (or equivalent experience )
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
County Durham & Darlington NHS Foundation Trust
Address
Darlington Memorial Hospital NHS Trust
Hollyhurst Road
Darlington
County Durham
DL3 6HX
Employer's website
https://www.cddft.nhs.uk/ (Opens in a new tab)
