Pharmacy Team Leader - Administration

Job overview

Presenting an exciting opportunity for an experienced Administrator to join us in the Pharmacy Department at South Warwickshire University NHS Foundation Trust, working to support a range of administrative duties through our administration team.

We are a friendly and dynamic team, supporting the pharmacy management team and the wider pharmacy department in a range of administrative duties.

You will be responsible for overseeing the day to day activities of the administration team and for leading on the provision of clerical support services to the Pharmacy department, reporting to the Senior Management Team.

The successful candidate will be able to demonstrate excellent organisation and communication skills, with a keen attention to detail.

This is a non-patient facing role.

Main duties of the job

This is a key Pharmacy Service role working as the Manager of all administrative services.

The post holder works with autonomy to manage administrative functions of the Pharmaceutical Services, which include internal and external communications, drug invoice processing, non-drug requisitioning, liaison with other departments (internal and external to the Trust), assuring compliance with statutory training requirements, secretarial support for committees and groups, preparation of reports, and documentation management and archiving. The same functions are fulfilled where appropriate, for multidisciplinary Trust-wide Medicines Management.

The post holder is the first port of call for Medicines Management complaints and commendations, and for medication related Freedom of Information requests, managing and coordinating the work required to fulfil them.

They will ensure Maintenance of oversight for all HR functions of the department and advice the departmental managers on best practice on all aspects as well as ensuring chief pharmacist has a line of oversight for HR support and KPIS across the department. Such as covering leave approval, recruitment, sickness reviews, disciplinary and grievance procedures, staff returns, payroll, turnover, HR policy application, and action planning after an HR Health check.

Detailed job description and main responsibilities

DUTIES & RESPONSIBILITIES SUPPORT FUNCTION

To provide a full and comprehensive support to the senior pharmacy management members, including acting personally on their behalf, in conducting/initiating discussions with staff of all grades and external persons including patients and members of the public.

To facilitate, attend and support meetings as required by the senior pharmacy management members.

To plan and organise programmes of meetings for senior Pharmacy staff and other colleagues, within and external to the organisation. Ensures all staff are fully informed of plans and adjustments to plans.

To maintain appropriate filing systems, electronic wherever possible, for the senior pharmacy management members and for the wider Pharmacy Department, and arrangements for archiving of critical documents to fulfil statutory requirements such as all HR documentation and files in the department.

To manage other administrative and clerical staff employed within the Pharmacy Service, whilst allowing them autonomy to undertake their role..

To ensure that effective communication systems are in place and that administrative staff are briefed in a timely fashion about Trust developments.

To act as the first port of call for Medicines Management complaints and commendations, and for medication related Freedom of Information requests, managing and coordinating the work required to fulfil them.

Support in Complete termination letters and ensure all HR documentation is up-to-date and accurate

STAFF FUNCTION

To be responsible for and manage departmental systems for, the approval of all types of leave including annual leave, lieu time, carer leave, compassionate leave, study leave, Toil etc. and recording of sick leave, ensuring accurate, up-to-date records are kept. To ensure that any anticipated constraints on staff leave and lieu time are communicated to line managers.

To co-ordinate staff sickness absence reviews in absence of their managers Handles sensitive, complex or upsetting information.

To be responsible for the timely preparation of the monthly such as receiving calls related to sickness management, ensuring timely communication and coordination.

payroll document and for the checking, recording and submission of the weekly timesheets for temporary/ locum staff.

To support Chief pharmacist in maintaining overnight of the recruitment and selection of staff in department and supporting mangers in any recruitment support such as preparing advertisements, . To be responsible for ensuring and personally contributing to the provision of induction and training for new staff, locum staff, trainee staff, work experience students and volunteers in the department as well as Support in the exit processes such as termination letters and exit interview set up for management team.

To be responsible for accurate and up to date records of training and support collation of annual training plans for department for submission to L&D. .

To ensure all Pharmacy staff attend appropriate Health & Safety training and subsequent maintenance of records. To be the Pharmacy representative for Health & Safety. .

To ensure that staff queries regarding personnel matters are dealt with appropriately and referred to senior staff or other departments as necessary.

PROCESSES & PROCEDURES

To support senior managers in developing and implementing systems and processes to support the work for the Pharmaceutical Service.To participate in departmental and external audits and provide administrative support for all audit work undertaken by Pharmacy

To ensure collation, maintenance and timely review of departmental documentation that may be required for statutory inspection, or clinical governance purposes together with other departmental management data such as SOPs.

To ensure collation and timely dissemination of agenda and (clinically and commercially highly sensitive) documents for key Trust meetings such as the Trust’s Drug & Therapeutics Committee meetings and ensure appropriate communication out of these committees such as timely updates of the Medicines Management web page.

To provide administrative support for the Pharmacy Senior Management Team as required.

To provide reports on a regular and ad hoc basis in an appropriate format, for the needs of the Pharmaceutical Services, the Finance Department, budget holders and senior Trust managers, To maintain and manage hard copy and/or electronic files of appropriate Trust policies and procedures relevant to Pharmacy and ensure the appropriate senior staff are aware of newly issued policies and procedures.

To maintain advanced IT skills for own work and in support of the Lead Technician for Digital services..

To ensure that the Pharmacy Service complies with Trust policies relating to Health and Safety including waste disposal, risk assessments, quarterly H & S inspections, manual handling, mandatory training, etc. and to ensure that the Pharmacy Service maintains appropriate H & S procedures and records, and that staff work within these procedures.

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.