Job overview
****** THIS POSITION IS ONLY OPEN TO CURRENT UNIVERSITY HOSPITALS NHS FOUNDATION TRUST EMPLOYEES ******
We are looking for a proactive and enthusiastic Senior Pharmacy Administrator for the Pharmacy Department at the Royal Sussex County hospital and Princess Royal hospital.
The successful candidate will be an experienced administrator with excellent communication and organisational skills and ability to work autonomously and to a high degree of accuracy under pressure.
The successful candidate will provide administration support to the Pharmacy Department and the Senior Pharmacy Management Team. This includes support to the Cross-site Pharmacy Operational Meeting, Quality Systems Strategic Oversight meeting - WDA and Aseptics, the Dispensary meeting, Pharmacy Local Faculty Groups and the Education and Training team across both hospitals and will be required to work cross-site at Brighton and Haywards heath.
Please note: This role does not meet the minimum criteria for visa sponsorship under the current UK immigration rules, which set specific salary and skill thresholds. As such, we are unable to provide sponsorship for this post. Applicants will therefore need to already have the right to work in the UK to be considered. We include this information at the outset to provide clarity and avoid unnecessary inconvenience for applicants.
If you do not meet the sponsorship requirements, and you are applying using a Graduate visa as your right to work, you must have a minimum of 18 months remaining on your visa at time of application.
Main duties of the job
To provide administration support to the Pharmacy Department cross-site at the Royal Sussex County Hospital (RSCH) and Princess Royal Hospital (PRH).
Provide support to the Pharmacy Admin Lead and to the wider Pharmacy team.
Provide meetings management support to the Cross-site Pharmacy Operational Meeting, the Quality Systems Strategic Oversight meeting - WDA and Aseptics, the Dispensary meeting and the Pharmacy Local Faculty Groups.
Provide administration support to the Pharmacy Education and Training team.
Management of HealthRoster system for RSCH and PRH.
Ensure Appraisal and STAM training compliance are met for the Pharmacy Department and maintain accurate information on the database.
Working for our organisation
At UHSussex, diversity is our strength, and we want you to feel included to help us always deliver Excellent Care Everywhere, as shown in our Outstanding for Caring CQC rating. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of staff networks to help break down barriers, and can offer a buddy to help new members settle in. We’re proud to be a Disability Confident Employer (Level 3) and a Veteran Aware Trust.
Candidate Pack
Detailed job description and main responsibilities
Provide administrative support to the Pharmacy Lead Administrator and the wider Pharmacy department.
Provide support to the Quality Systems Strategic Oversight meeting - WDA and Aseptics by preparing meeting agendas and circulate meeting details including minute taking and transcribing.
Provide administrative support to the Education and Training team.
Support Cross-site Pharmacy Operational and dispensary stand-up meetings, including minute-taking and action follow-ups.
Provide secretarial support to senior team members, producing quality documentation and reports using Microsoft software.
Ensure Appraisal and STAM training compliance are met for the Pharmacy Department and maintain accurate information on the database.
Assist the Pharmacy Lead Administrator in maintaining the HealthRoster system by recording weekend working hours, assigning overtime, adding annual leave and monitoring sickness absence in preparation for month-end payroll.
Ensure staff records and HealthRoster contain accurate information.
Process and finalise bank timesheets for temporary staff on HealthRoster in a timely manner.
Create and maintain spreadsheets for the department.
Monitor and maintain stationery supplies, process invoices, and manage PO numbers using the I-proc oracle system.
Maintain health and safety standards, reporting incidents on the Datix system.
Assist the Dispensary team with archiving tasks and maintaining accurate records.
Provide induction training for new staff, including administrative set-up.
Maintain and update Pharmacy policy and procedure production and SOPs.
Assist the Development and Improvement Team Lead with rota preparation.
Travel between Royal Sussex County Hospital and Princess Royal Hospital sites as required.
Person specification
Experience/Qualification
Essential criteria
1. English GCSE or equivalent
2. Maths GCSE or equivalent
3. NVQ Level 3 or equivalent level of competency
4. Keyboard skills to RSA Level 3 or equivalent
5. A minimum of 5 years’ experience in Administration
6. A minimum of 5 years’ experience in using Microsoft office
Desirable criteria
7. Experience of working in a hospital environment.
8. Recognised IT qualification e.g. ECDL or equivalent
Skills
Essential criteria
9. Evidence of having undertaken own development to improve skills
10. Minute taking and transcribing skills
11. Excellent IT skills and knowledge
12. Good level of literacy and numerical skills
13. Ability to demonstrate attention to detail
14. Ability to communicate well
15. Good organisational skills
16. Good people management skills
Desirable criteria
17. Experience in using payroll system
18. Experience in using I-proc oracle system
Specific Requirements
Essential criteria
19. Computer literate in Word, Excel and Powerpoint
Desirable criteria
20. Ability to work cross-site on an ad-hoc basis
Equality, Diversity & Inclusion
Essential criteria
21. Evidence of having undertaken own development to improve understanding of equalities issues
22. Evidence of having championed diversity in previous roles (as appropriate to role).
Employer certification / accreditation badges
Documents to download
23. Job Description (PDF, 472.4KB)
24. Person specification (PDF, 152.6KB)
25. All Staff Networks About Us Flyer (PDF, 304.4KB)
26. Guide to completing an application form (PDF, 385.9KB)
Apply online now
Further details / informal visits contact
NameChitrani MahesanJob titlePharmacy Lead AdminEmail addresschitrani.mahesan@nhs.netTelephone number01273696955Additional information
In my absence please contact Lorraine Wilson on 01903 205111 Ext: 85755