SEHSCT Pharmacy Admin - Invoicing Band 3

Job details

• Branch: Lisburn Area (SEHSCT)
• Location: HMP Maghaberry
• Salary: Band 3 (£24,937 - £26,598)
• Contract Type: Permanent
• Opening Date: 03/06/26
• Closes: Wed, 17 June 2026 @ 5:30 PM
• Interview Dates: To be confirmed

Notes

If you are submitting a manual application, please post it to: Recruitment Shared Services, Rosewood Villa, Longstone Hospital Site, 73 Loughgall Road, Armagh, BT61 7PR. Applications received after the advertised closing date/time cannot be considered, so please allow enough time for postage. A waiting list may be created for similar posts that may arise while the waiting list is live, this may include temporary or part-time posts. This will be managed in line with the updated HSC waiting list principles effective from 1 April 2026. Where a part-time waiting list is required, one part-time waiting list will be created- regardless of any specific hours advertised, this waiting list will cover all future vacancies where part-time posts arise. A part-time post is defined as any post that has less than 37.5 hours per week. Please remember to save or print a copy of the job description before submitting your application, as it will not be accessible afterwards. Flexible Working We welcome flexible working requests from day one. All HSC organisations offer a range of flexible working options. The options available for this post will depend on the requirements of the role. Find out more about flexible working options on our website.

JOB DESCRIPTION

JOB TITLE

Admin Assistant – Pharmacy invoicing and admin

BAND

DIRECTORATE

INITIAL LOCATION

Band 3

Adult Services

Maghaberry Prison

REPORTS TO

Team Leader (Pharmacy Administration)

ACCOUNTABLE TO

Pharmacy Procurement & Patient Services Lead

JOB SUMMARY

In order to meet the overall mission of the Trust the post holder will

Work as part of the team within the Administration Office of the Pharmacy Department. He/she will assist the Team Leader in the authorisation of Pharmaceutical invoices for payment, working within Trust guidelines. The post holder will liaise with other levels of staff, departments and outside agencies in a courteous and professional manner at all times.

KEY DUTIES / RESPONSIBILITIES

Process invoices for payment through the Pharmacy computer system ensuring pricing procedure is followed and contract prices have been adhered to and entering of payment date for invoices to be paid on weekly BACS run interfaced through to LAPS (Local Accounts Payable System, Finance).

Prepare manual payments for onward transmission to Finance and liaise with the Finance Department as requested.

Using LAPS to obtain account information relating to all pharmaceutical suppliers.

Complete documentation relating to change of payment details for any supplier, ensuring Finance have been informed accordingly.

Organise and prioritise workload ensuring attention to detail and accuracy.

Word processing /producing reports/working on computer systems.

Liaise with pharmaceutical suppliers, Pharmacy Stores staff and Pharmacy Purchasing in relation to invoice queries.

Ensure monthly reports are printed and filed. Maintenance of all records relating to pharmaceutical invoicing.

Make full use of the IT systems available and also departmental equipment and resources available ensuring any equipment faults be reported.

Deal with telephone enquiries and forwarding to relevant staff member ensuring confidentiality at all times.

Open and distribute incoming mail. Record any outgoing mail in department post book.

Forward received email/fax communication to relevant staff member ensuring confidentiality at all times.

Provide assistance for other team members with tasks as and when required.

Responsible for assisting training and induction for new start staff within area of responsibility.

Participate in the late rota and statutory holiday rota for pharmacy admin staff

Any other duties that may be allocated by the Team Leader to meet the needs of the department.

Clinical/Professional/Specific Managerial Responsibilities

Ensure the safe and secure storage of paperwork in accordance with all medicines legislation and Trust security policies.

GENERAL REQUIREMENTS

The post holder will be required to

Ensure the Organisation’s policy on equality of opportunity is promoted through his/her own actions and those of any staff for whom he/she has responsibility.

Co-operate fully with the implementation of The Organisation's Health and Safety arrangements, reporting any accidents/incidents/equipment defects to his/her manager, and maintaining a clean, uncluttered and safe environment for patients/clients, members of the public and staff.

Adhere at all times to all Trust policies/codes of conduct, including for example

Smoke Free policy

IT Security Policy and Code of Conduct

standards of attendance, appearance and behaviour

Contribute to ensuring the highest standards of environmental cleanliness within your designated area of work.

Co-operate fully with regard to Trust policies and procedures relating to infection prevention and control.

Take responsibility to minimise the Trust’s environmental impact wherever possible. This will include recycling, switching off lights, computers, monitors and equipment when not in use. Helping to reduce paper waste by minimising printing/copying and reducing water usage, reporting faults and heating/cooling concerns promptly and minimising travel.

All employees of the Organisation are legally responsible for all records held, created or used as part of their business within the South Eastern H&SC Trust including patients/clients, corporate and administrative records whether paper-based or electronic and also including emails. All such records are public records and are accessible to the general public, with limited exceptions, under the Freedom of Information act 2000 the Environmental Information Regulations 2004, the General Data Protection Regulations (GDPR) and the Data Protection Act 2018. Employees are required to be conversant with the South Eastern H&SC Trust policy and procedures on records management and to seek advice if in doubt.

Take responsibility for his/her own ongoing learning and development, in order to maximise his/her potential and continue to meet the demands of the post.

Represent The Organisation’s commitment to providing the highest possible standard of service to patients/clients and members of the public, by treating all those with whom he/she comes into contact in the course of work, in a pleasant, courteous and respectful manner.

This Job Description will be subject to review in the light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the individual works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time.

It is a standard condition that all Trust staff may be required to serve at any location within The Organisation's area, as needs of the service demand.

eHealth

The South Eastern Health & Social Care Trust has invested in eHealth to deliver better, faster, safer care to our community and is committed to supporting staff to utilise associated information systems that directly and indirectly inform care. Trust staff are therefore required to commit sufficient time to ensure that they acquire and/or retain the core technology skills required to support their role.

Personal and Public Involvement (PPI)

Staff members are expected to involve patients, clients, carers and the wider community were relevant, in developing, planning and delivering our services in a meaningful and effective way, as part of the Trust’s ongoing commitment to Personal and Public Involvement (PPI).

Please use the link below to access the PPI standards leaflet for further information.

http://www.publichealth.hscni.net/sites/default/files/PPI_leaflet.pdf

PERSONNEL SPECIFICATION

JOB TITLE AND BAND Band 3, Admin Assistant – Pharmacy invoicing and admin

DEPARTMENT / DIRECTORATE Adult Services

SALARY Band 3

HOURS 18.75 hours

Ref No: 55552938

Notes to applicants

You must clearly demonstrate on your application form under each question, how you meet the required criteria as failure to do so may result in you not being shortlisted. You should clearly demonstrate this for both the essential and desirable criteria.

Shortlisting will be carried out on the basis of the essential criteria set out in Section 1 below, using the information provided by you on your application form. Please note The Organisation reserves the right to use any desirable criteria outlined in Section 3 at shortlisting. You must clearly demonstrate on your application form how you meet the desirable criteria.

Proof of qualifications and/or professional registration will be required if an offer of employment is made – if you are unable to provide this, the offer may be withdrawn.

ESSENTIAL CRITERIA

SECTION 1: The following are ESSENTIAL criteria which will initially be measured at shortlisting stage although may also be further explored during the interview/selection stage. You should therefore make it clear on your application form whether or not you meet these criteria. Failure to do so may result in you not being shortlisted. The stage in the process when the criteria will be measured is stated below.

Factor

Criteria

Method of Assessment

Experience

Qualifications/ Registration

a) 4 GCSE’s Grades A-C to include

English Language (or equivalent

Qualification) plus 1 year’s

administrative experience with invoicing

OR

b) NVQ Level 2 in Administration (or equivalent qualification) plus 1 year’s administrative experience with invoicing

OR

c) 2 year’s administrative experience with invoicing

1 year’s word processing experience.

Experience in using Microsoft packages to include WORD, EXCEL, and OUTLOOK.

Shortlisting by Application Form

SECTION 2: The following are ESSENTIAL criteria which will be measured during the interview/ selection stage:

Skills / Abilities

Ability to work as part of a team.

Ability to use own initiative.

Excellent organisational skills with an ability to prioritise own workload.

Effective communications skills to meet the needs of the post in full.

The ability to work in a challenging and changing environment.

The ability to ensure accuracy in own work.

The ability to effectively use office admin systems such as diary management and filing systems.

Interview / Test

Knowledge

Knowledge of the Data Protection Act.

Interview / Test

DESIRABLE CRITERIA

SECTION 3: these will ONLY be used where it is necessary to introduce additional job related criteria to ensure files are manageable. You should therefore make it clear on your application form how you meet these criteria. Failure to do so may result in you not being shortlisted

Factor

Criteria

Method of Assessment

Experience

Experience of using computerised databases

Shortlisting by Application Form

As part of the Recruitment & Selection process it may be necessary for The Organisation to carry out an Enhanced Disclosure Check through Access NI before any appointment to this post can be confirmed.

THE ORGANISATION IS AN EQUAL OPPORTUNITIES EMPLOYER

Successful applicants

may be required to attend for a Health Assessment

can expect to be placed at the minimum point of the pay scale, although a higher starting salary, within the range of the pay band may be available if the person appointed has experience relevant & equivalent to the post. Request for recognition of previous service with non-direct NHS/HSC organisations towards starting salary and incremental credit must be made via the Retained Recruitment team within 3 months from commencement of employment. Requests made after 3 months will not be considered. If the successful candidate is an existing HSC employee moving to a higher band, AfC Pay on Promotion will apply.

are able to request Flexible Working from the 1st day of their employment. A number of flexible working provisions are offered by all HSC Organisations including Full-time working, Fixed working patterns, Part-time working, Flexi-time, Compressed/elongated hours, Average hours working patterns, Term-time working, Job-share or Homeworking for some or all of the working pattern, depending on the role being undertaken. Successful applicants are encouraged to discuss with their manager what Flexible Working provisions may be available in the role they are taking up, prior to commencing employment, to help them achieve a positive Work/Life Balance

All staff are expected to display the HSC Values at all times