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).
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
Special Requirements
Essential
- Able to travel across Trust sites when necessary.
Special Skills & 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 experience).
- NVQ3 Business and Administration (or equivalent experience).
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.
Person Specification
Special Requirements
Essential
- Able to travel across Trust sites when necessary.
Special Skills & 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 experience).
- NVQ3 Business and Administration (or equivalent experience).
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.
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)
