Job summary
- Main area
- Pharmacy Office Administrator
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (Late & Weekend shifts)
- Job ref
- 393-NMUH-1531
- Employer
- North Middlesex University Hospital NHS Trust
- Employer type
- NHS
- Site
- North Middlesex Hospital
- Town
- Edmonton
- Salary
- £27,129 - £28,649 Per annum inclusive of HCAs
- Salary period
- Yearly
- Closing
- 11/08/2024 23:59
Employer heading
Pharmacy Office Administrator
NHS AfC: Band 3
The North Middlesex University Hospital NHS Trust is a medium-sized acute and community trust with over 525 beds and over 600 community staff, serving more than 600,000 people living across Enfield and Haringey and the surrounding areas, including Barnet and Waltham Forest.
The hospital has been on its present site for over 100 years and was established as an NHS trust by statute in December 1990. The Trust’s services are provided on the North Middlesex University Hospital site as well as a range of community sites across the London Borough of Enfield, including at partner hospitals. They provide services in collaboration with a range of partners, including local GPs, acute, mental health and other community health service providers across North Central London.
In the year ending 31 March 2022, the Trust reported a turnover of £419.7m and employed almost 4,000 staff. Following the transfer of Enfield Community Services on 1st April 2023, this has increased as we have welcomed over 600 new staff including District Nurses, Community Matrons, Community Physiotherapists, Psychologists and many more across a wide range of adult and children’s community services in Enfield. It is an exciting time to join North Mid as we continue our journey to become an integrated care organisation to deliver high quality, seamless care in our local communities, with a focus on tackling health inequalities.
Job overview
- Responsible for maintaining accurate staff absence records and producing sickness absence activity reports and supporting manager in sickness absence monitoring as designated e. maintains dairy is up-to-date.
- Liaises effectively with all members of the pharmacy department to ensure administrative and clerical work is completed to agreed standards.
- Develops and standardises efficient filing systems and databases to maintain an up to date information retrieval system.
- Support section managers in organising departmental induction programme for pharmacy staff.
- Manages Hand -over of 'On Call' Bag to pharmacists. Check all contents present, charge hone, check bleep, inform switchboard with details. Ensure files are updated, keeping records of all keys and list allocation of these.
- Supports senior pharmacy team in the organisation of interviews and any assessments processes e.g. Pre-Interview assessments for Pharmacy support workers, Student Technicians and Senior Technicians.
- Coordinate with the health roster team to facilitate the addition of shifts according to staffing needs and operational requirements.
- Work closely with department managers and team leaders to upload bank shifts on bank partners portal.
Main duties of the job
- Provides appropriate and accurate information and advice to pharmacy staff as and when required.
- Assists in the investigation of complaints as required.
- Uphold the confidentiality and security of the Pharmacy Department and Staff at all times.
- Ensures all departmental queries and correspondence are dealt with appropriately and promptly and that adequate secretarial and administrative cover is always provided in the department.
- Helps to ensure that all Health and Safety and Fire Safety policies are adhered to.
- Deals with potentially confrontational situations with other Trust departments and external contacts and works through complex contentious situations whilst ensuring pharmacy interests are always upheld and in a professional and courteous and appropriate manner.
- Balance constantly changing demands from many staff.
- Support stores team with Bulk fluid orders and deliveries.
- Liaise with Pharmacy office manager and deputy chief/ Head of pharmacy and medicine management about improvements in office management and support services.
- Liaise with Pharmacy office manager to support administration & Clerical for Locum agencies when necessary.
- Support Pharmacy office manager to add bank shifts on health roster.
- Support requests to book transport services.
- Support stores team with returns process.
Working for our organisation
North Mid is part of North Central London integrated care system – consisting of the NHS and Local authority organisations in Camden, Islington, Barnet, Enfield and Haringey. As with other ICS’s, we are working increasingly closely with partners and indeed many of our financial and performance objectives are measured at this system level. Whilst all organisations remain as standalone, statutory bodies we have an ICS infrastructure for making shared decisions and agreeing shared approaches.
We are proud of our staff and want to ensure their training allows them to provide excellent clinical care. We are also a training unit for medical students from UCL and St George’s University Grenada, and for nursing and midwifery students from Middlesex and City Universities.
Take a tour of our hospital here
Detailed job description and main responsibilities
- Maintain high standards of cleanliness and tidiness in working areas at all times.
- Observe safe working practices to avoid placing themselves, other staff, patients or visitors at risk by their actions.
- To answer the departmental telephones (when appropriate) in a prompt and courteous manner. To direct enquiries to suitable departments or individuals
- To assist and support the over-labelling department.
- To assist in maintaining departmental security at all times.
- To assist with tracking activities and maintaining appropriate audit trails
- To be aware of and apply relevant legislation such as Health and Safety at Work Act, COSSH, Medicines Act, GMP.
- To communicate and liaise with other pharmacy staff effectively and clearly
- To comply with all departmental procedures at all times and to ensure they are followed by junior staff.
- To participate in weekends and late shifts as needed.
- Help Stores team with bulk fluid orders/Picking.
- To provide support to pharmacy team in booking transport to transfer stock.
Person specification
Education and qualifications
Essential criteria
- Educated to O Level/ GCSE standard or equivalent including English and Maths
- Effective customer service skills – able to work to meet the needs of customers of the department e.g. health professionals, patients and standards of the Trust and department at all times
- Experience in Invoice processing or ability to match invoices.
Desirable criteria
- Ability to work on own initiative, plan own day
- Accurate Keyboard and IT skills e.g. MS Office, Word, Excel.
- Ability to work under pressure and to deadlines.
Employer certification / accreditation badges
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Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Ali Syed
- Job title
- Chief Technician
- Email address
- [email protected]
- Telephone number
- 02088873354
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