Job summary
- Main area
- Pharmacy Management - E00042
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 413-83891-CNS-SD
- Employer
- The Christie NHS Foundation Trust
- Employer type
- NHS
- Site
- Pharmacy Management - E00042
- Town
- Manchester
- Salary
- £22,816 - £24,336 per annum
- Salary period
- Yearly
- Closing
- Today at 23:59
Employer heading
Business Support Officer - Pharmacy
Band 3
Job overview
Over the last 18 months, we have secured additional funding for investment in our clinical workforce across our three business areas; Clinical Services, Aseptics and Clinical Trials. We are now investing in the creation of an administration/business support team and are looking for enthusiastic and self-motivated individuals to join our team.
An opportunity has arisen for a Band 3 Administration Assistant to join the Business Support Team. We are seeking an enthusiastic and experience administrator who enjoys working as part of a team and can demonstrate a commitment to delivering a high quality administrative support service in an efficient and timely manner.
As an integral member of the business support team, you will be involved in a range of activities to support the senior leadership and their teams, to ensure the provision of an effective and efficient pharmacy service to the Trust, ensuring patients receive a high level of service and care.
We are looking for an individual who has excellent interpersonal and communication skills. They will need to demonstrate competency and skills in a range of office based tasks and must be prepared to undertake further training as required.
Main duties of the job
For a comprehensive overview of roles and responsibilities please read our Job Description. Duties of the role include:
· Act as communication coordinator for the department including receiving visitors and dealing with telephone queries from hospital staff, external visitors and company representatives.
· Assist with the updating and maintenance of departmental information and filing systems, both electronic and paper based, with effective confidential document controls maintained using the pharmacy document system.
· Circulate communications via e-mail to pharmacy teams and individual staff members, ensuring that staff are kept up to date with departmental and Trust developments.
· Provide administrative support for departmental workforce activities including booking rooms for interviews, photocopying of recruitment packs, inputting information on the ESR system including new starters/promotions/transfers /terminations
Working for our organisation
The Christie is one of Europe’s leading cancer centres, treating over 60,000 patients a year. We are based in Manchester and serve a population of 3.2 million across Greater Manchester & Cheshire, but as a national specialist around 15% patients are referred to us from other parts of the country.
We provide radiotherapy through one of the largest radiotherapy departments in the world; chemotherapy on site and through 14 other hospitals; highly specialist surgery for complex and rare cancer; and a wide range of support and diagnostic services. We are also an international leader in research, with world first breakthroughs for over 100 years.
We run one of the largest early clinical trial units in Europe with over 300 trials every year. Cancer research in Manchester, most of which is undertaken on the Christie site, has been officially ranked the best in the UK.
Detailed job description and main responsibilities
DUTIES AND RESPONSIBILITIES
• Act as communication coordinator for the department including receiving visitors and dealing with telephone queries from hospital staff, external visitors and company representatives.
• Circulate communications via e-mail to pharmacy teams and individual staff members, ensuring that staff are kept up to date with departmental and Trust developments.
• Undertake typing, photocopying, filing, laminating, distribution of information and other paperwork required by pharmacy staff as per departmental needs.
• Assist with the updating and maintenance of departmental information and filing systems, both electronic and paper based, with effective confidential document controls maintained using the pharmacy document system, making use of technology with the ultimate aim of creating a paper free office.
• Deal with all incoming and outgoing mail, including processing, distributing and responding within agreed time limits.
• Provide administrative support for departmental workforce activities including booking rooms for interviews, photocopying of recruitment packs, inputting information on the ESR system including new
starters/promotions/transfers/terminations.
• Contribute to the collection of departmental data, collated both manually and by software systems.
• Book travel and accommodation, catering and room bookings for the pharmacy team, following Trust procedures as required.
• Organise departmental meetings using Trust online meeting room system to book rooms. Liaise with attendees regarding suitability of dates and times to ensure that the meeting has the necessary people attending.
• Take minutes for internal meetings including departmental staff group team meetings. Check drafts minutes with the chairperson and circulate to staff. Liaise with chairperson regarding agenda creation and distribution to attendees.
• Prioritise own tasks and workload, to ensure that deadlines are met and work is actioned in a timely manner.
• Exchange information with staff both internally and externally on a variety of departmental matters and procedures.
• Ensure that all work activities are in conducted in line with existing Trust and Departmental policies and procedures. Comment on proposals to changes in administrative processes within the department.
• Assist with administrative support for the departmental education and training leads including booking rooms for education events and meetings, circulating any study packs prior to and after the events, answering queries from staff regarding education events and acting as the point of contact for undergraduate students on education placements.
• Undertake all other related administration duties which may be required in accordance with the changing needs and practices of the department and organisation.
• Ensure that exemplary standards of confidentiality are maintained at all times, in line with the Data Protection Act, Caldicott principles and in line with the Freedom of information act. Including preparation of internal staff confidential documents.
Person specification
Qualifications
Essential criteria
- GCSE Grade C/4 or above in English & Maths or Equivalent Qualification.
Desirable criteria
- NVQ L3 in Business Administration or equivalent
Experience
Essential criteria
- Office administration experience
- Diary management
- Handling highly confidential and sensitive information (staff and patients)
Desirable criteria
- Experience of working in the NHS or other healthcare related organisation
Skills
Essential criteria
- Good organisational skills
- Ability to work to strict deadlines and prioritise competing tasks effectively
- Excellent administrative, secretarial, and clerical skills
- Excellent communication skills – ability to communicate professionally both verbally and in writing.
- Ability to work in a methodical, detailed and accurate manner
Knowledge
Essential criteria
- Working knowledge of Microsoft office packages including outlook, excel, word and powerpoint
- Knowledge of the Data Protection Act.
Desirable criteria
- Use of Microsoft Teams
- Understanding of the Pharmacy Department and the roles and responsibilities within it
VALUES
Essential criteria
- Ability to demonstrate the organisational values and behaviours including: Strive to deliver excellence and quality in work, seeking ways for continuous improvement. Treat colleagues with dignity and respect, showing appreciation of others and caring for their morale and wellbeing. Understanding and respect of confidentiality in the workplace
OTHER
Essential criteria
- Flexible approach to work
- Ability to work in a busy environment and deal with several ongoing commitments and tasks at the same time
- Positive ‘can-do’ attitude
- Motivated and willing to learn new skills
- Able to contribute constructively to a team-working environment
- Able to follow general processes and procedures and working
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Joanne McCaughey
- Job title
- Lead Pharmacist - Operations
- Email address
- [email protected]
- Telephone number
- 0161 956 1064
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