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Detailed job description and main responsibilities

Key responsibilities

The role will be varied and will adapt over time as the ICB develops. However, the postholder is expected to fulfil the following key functions:

Project Support-

• Contribute to the planning of projects and initiatives, providing full project administration support to the Project Leads within the MOT within the project framework and governance structure.
• Undertake one-off projects as and when required by the MOT.
• Support the reporting of KPIs for project delivery.
• Co-ordination and support for the team to ensure the portfolio of tasks is planned, managed and delivered effectively.
• Co-ordination of project oversight mechanisms, to proactively identify potential problems, shortfalls of information etc and inform manager, using own initiative and identifying a course of action wherever possible.
• Using generated reports, identify areas of unit practice that require development.
• Professionally respond to all requests for information and assistance, using discretion as to appropriateness of the requests and maintaining a professional and calm manner.
• Deal with all correspondence and forms of communication in a professional, prompt and effective manner, whilst ensuring a high level of confidentiality especially regarding client/patient related work.
• Set up necessary systems and adopt these as necessary within the developing role. Validate and improve data systems as required.

Administration-

• Ensure a full, efficient secretarial/administrative service is provided to enable comprehensive support to the day to day running of the team’s functions and workflow.
• Establish robust administrative systems; File management; ensure quality data is collated and stored to facilitate access and completion of reports; build additional data bases as required to support the MOT.
• Diary management: scheduling of meetings (including any necessary pre meetings) with the relevant project managers and liaison with other parties involved. Undertaking any ad hoc tasks resulting from these meetings.
• Dissemination of important updates relating to medicines safety and prescribing, to local practices, pharmacy teams and other relevant contacts.
• Preparing and dissemination of formal minutes and chasing action/updates.
• Production of accurate and presentable letters, reports, data and confidential papers etc. and quality assurance of meeting documentation, prior to release to attendees.
• Maintain staff files, process annual leave requests, expense sheets, pay sheets and absence reports.
• Collate and co-ordinate the updates for relevant meetings such as Respiratory MO Workstream Group, Medicines Sustainability Group.
• Disseminate information to appropriate qualified and unqualified staff in a timely manner.
• Supervise and monitor return of requested information, documentation and work streams form the operational team to the office to ensure effective workflow.
• Support the provision of cover for other secretarial/administrative staff when required across the wider ICB Medicines Optimisation function.

Communication-

• Ensure effective communication across the team in understanding timescales and milestones which impact the project plan
• Ability to communicate at all levels such as, with project managers, department heads, directors and other stakeholders.
• Liaise with external organisations such as independent contractors (GP practice staff, Community Pharmacists ), NHS provider trusts, pharmaceutical industry representatives, Local Authority.
• Respond to patient queries or concerns in an appropriate manner in accordance with ICB standards.

Finance & resources-

• Completing requisitions for goods and services required within the Portfolio as and when requested.
• Support the ICB priorities in the safe and effective use of medicines.

 Main Duties:

The post holder will provide project support to the Fylde Coast Place Medicines Optimisation Team (MOT), in ensuring the portfolio of tasks is delivered within the project framework, coordinating meetings, receiving updated reports and outputs from steering groups. Communicating with all stakeholders and providing information in a presentable format for project leads. dedicated support for specific medicines/prescribing projects. The post holder will also provide a comprehensive administrative function to support the Head of Medicines Optimisation and wider team.