Pharmacy Secretary & Governance Support Officer

Job overview

The post-holder will be required to provide administrative and clerical support to the Pharmacy Administration Manager, Pharmacy Office Manager and Associate Chief Pharmacist for Governance & Medicines Safety.   To ensure the smooth running of the pharmacy administrative service, co-ordination of the Medicines Safety Committee (and Sub-Groups) and to facilitate the Pharmacy Governance process.

The post holder will be expected to contribute to the daily delivery of the Pharmacy Admin Service by ensuring all tasks required by the Pharmacy Administration Manager, Pharmacy Office Manager and Senior Leadership Team are completed in a timely and efficient manner.

The post holder will work under supervision but be expected to use their own initiative and be the first point of contact for staff.

***Preference will be given to internal Trust staff, as well as ‘Priority’ and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***

Main duties of the job

The main purpose of the job is to provide a comprehensive administrative support service to the main Pharmacy Office, Associate Chief Pharmacist for Governance & Medicines Safety and the Senior Leadership Team.

The post may involve covering for colleagues are on annual leave or absent due to sickness and will involve making independent judgements but referring to seniors when necessary.

Detailed job description and main responsibilities

• 1.     To be first point of contact for managers, staff and employees to the Pharmacy Department.  This includes dealing with visitors to the department. 2.     To be aware of sensitive and confidential issues when they arise and to handle/deal with them in the correct and appropriate manner. 3.     To provide administrative support to the Pharmacy Administration Manager, Pharmacy Office Manager and Associate Chief Pharmacist for Governance & Medicines Safety. 4.     Organise and maintain filing systems and ensure filing is completed in a timely manner. 5.     To assist with the confidential management of personnel records, including prompt filing, ensuring accurate recording of all documentation and compliance with GDPR when required by the General Office Manager. 6.     To sort and open incoming mail and distribute correspondence as appropriate. 7.     To create and maintain spreadsheets, databases and other forms of computer or manual records for purposes such as recording information about activity and performance as directed. 8.     Maintain diary facilities (electronic) in relation to appointment making, answering queries and telephone work. 9.     Arrange meetings, managing diaries and resolving conflicting entries, and send invites. Book venues, travel and accommodation when required. 10.  To provide administrative support for meetings, producing minutes, preparing agenda’s and papers, and sending meeting invites in a timely manner. 11.  To send DMS Referrals / Pharmoutcomes to Community Pharmacies and GP’s in line with Trust policies and procedures. 12.  To maintain adequate stock levels of stationery and forms and place orders as necessary, including ad hoc procurement requirements.  Follow through with receipt and invoice verification. 13.  Assist in the review and set-up of existing and new maintenance contracts (under the instruction of the Senior Managers) and co-ordinate servicing of Pharmacy equipment ensuring the completeness and accuracy of all contract records. 14.  Provide general clerical duties including general typing, photocopying, scanning. 15.  To work with the Office Manager and senior pharmacy staff with regards to the introduction and development of any processes and procedures required. 16.  Deputise for the Office Manager during periods of absence including sickness, annual leave or training which for short periods of time throughout the year (with support and guidance from seniors when required). Prioritising workload, working on own initiative as far as possible and ensuring work is carried out in specific timescales, meeting both Trust and Government deadlines.  For longer periods of cover, acting-up arrangements may be put in place For further details please see attached JD&PS.