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Job overview

The post holder has the responsibility of providing an effective and comprehensive delivery of services from the Pharmacy Office to the whole department. In addition the post holder will maintain workforce information, provide administrative support when required on specific projects and activities, be involved in the training and development of new or inexperienced staff and for developing systems for service provision that enhance the efficiency of the secretarial and administration team.

Main duties of the job

1.  Managing and entering the data onto the Healthroster system to maintain the annual leave records for all Pharmacy staff and creating reports as requested.

2.    Managing and entering the data to maintain the TOIL records for all Pharmacy staff.

3.    Take all incoming telephone calls for absences on a daily basis, which requires dealing with confidential and sensitive information and recording all and sending the created reports to HR on a monthly basis.

4.      Design, negotiate and manage departmental rotas on agreed timelines in the following areas, to support the operational management of the department and deal with staffing issues in relation to these.

5.      Responsible for office stock replenishment, managing the Pharmacy stationary expenditure, ordering non pay consumables, monitoring stock levels of stationery and generating orders as necessary.

6.      Produce reports on the Epay system to instruct payroll on a monthly basis to administer the claims for Pharmacy payments and deal with any problems relating to these.

7.      Data entry of Staff Bank and Agency Staff shifts onto the Healthroster system for payment.

8.      Manage the induction programmes for new starters.  

9.      Provide induction training to new staff members, on the Pharmacy office policies and procedures and all other administrative duties.

Working for our organisation

Chelsea and Westminster Hospital NHS Foundation Trust is one of England's top-performing and safest trusts. We operate two main acute hospital sites—Chelsea and Westminster Hospital and West Middlesex University Hospital—along with award-winning clinics across North West London.

Our nearly 7,500 staff care for a diverse population of 1.5 million, providing full clinical services, including maternity, A&E, and children’s services, plus specialist HIV and sexual health clinics. The Care Quality Commission rates us 'Good' in safety, effectiveness, care, and responsiveness, and 'Outstanding' in leadership and resource use.

We continually invest in our facilities, including a £30m expansion of critical care at Chelsea and Westminster and an £80m Ambulatory Diagnostic Centre at West Middlesex.

We welcome applications for flexible working arrangements, accommodating requests where possible to support our staff and patient needs.

The Trust is committed to equality and welcomes applications from all, regardless of background. Adjustments can be made for disabled candidates. Early application is advised as vacancies may close once sufficient applications are received. If you haven’t heard from us within three weeks of the closing date, your application was likely unsuccessful. Employment is subject to a six-month probationary period.

Some roles may require weekend shifts at multiple sites.