Senior Pharmacy Administrator

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South London and Maudsley NHS Foundation Trust has a rich history, well-established community links and an international reputation. We deliver specialist services in the London boroughs of Croydon, Lambeth, Lewisham and Southwark, Bexley, Bromley, Greenwich, Wandsworth and Richmond.

We are committed to provide a high quality and specialist care to our service users and we are recognised for our care and treatment we provide. The Care Quality Commission already rates our services as 'good'.

We launched our five-year strategy, Aiming High; Changing Lives in 2021 together with Our Care Improvement System as our quality management system methodology to make a positive impact on patient care, outcomes and staff experience. By joining SLaM, all staff will get the opportunity to be part of this exciting improvement journey supported with learning and development to harness everyone's potential as change makers.

The trust recognises the unique and valuable contribution that people with lived experience of mental illness can bring to a role. We therefore welcome applications from people with lived experience and consider them as an asset to the Trust.

Our Values

We take pride in providing specialist care to our service users where our Trust values and our promise to be caring, kind, polite, prompt, honest, listen and do what I say I'm going to do is at the heart of everything we do. When you join us, you'll be part of something special.

As a Trust we are happy to talk flexible working.

Job overview

To provide administrative support to the operational management of the pharmacy department and assist the Deputy Director of Pharmacy through skilful application and delivery of robust administrative systems, processes and secretarial activities.

Main duties of the job

You will support the Deputy Director of Pharmacy in the operational management of the service. You will work with department leads in maintaining the Health Roster system by recording staff leave, sickness, training, overtime and change in hours.

You will provide comprehensive administrative support to the pharmacy team, ensuring efficient operations and workflow and you will assist in coordinating schedules and workloads of pharmacy staff, including junior team members.

You will support financial processes by processing invoices, tracking expenditures, and assisting with budget management.

You will act as a point of contact between pharmacy services and other healthcare professionals, ensuring effective communication and collaboration.

Participate in quality control processes, audits and data collection for research helping to maintain high standards of service delivery.

You will ensure adherence to NHS policies and procedures, and assist in the implementation of new guidelines and best practices.

Working for our organisation

South London and Maudsley NHS Foundation Trust (SLaM) provide the widest range of NHS mental health services in the UK as well as substance misuse services for people who are addicted to drugs and alcohol. We work closely with the Institute of Psychiatry, Psychology and Neuroscience (IoPPN), King's College London and are part of King's Health Partners Academic Health Sciences Centre. There are very few organisations in the world that have such wide-ranging capabilities working with mental illness. Our scope is unique because it is built on three major foundations: care and treatment, science and research, and training.

SLaM employ around 5000 staff and serve a local population of 1.1 million people. We have more than 230 services including inpatient wards, outpatient and community services. Currently, provide inpatient care for approximately 5,300 people each year and treat more than 45,000 patients in the community in Croydon, Lambeth, Lewisham and Southwark; as well as substance misuse services for residents of Bexley, Bromley and Greenwich.

By coming to work at SLaM, you will gain experience of being part of an organisation with a rich history and international reputation in mental health care. You will have access to professional development and learning opportunities, and have the chance to work alongside people who are world leaders in their field.

Detailed job description and main responsibilities

• To support the Deputy Director of Pharmacy in the operational management of the service.
• Accurately maintain the Health Roster by recording staff leave, sickness, training, overtime and change in hours. Manage and monitor other administrative systems to support team and business needs.
• To provide high calibre administrative services in the production and management of rotas and spreadsheets. Provide information analysis and reports, producing business letters, minutes and other documentation as required.
• Responsible for monitoring and ordering of equipment, supplies, furniture, books and subscriptions as appropriate via Procurement or purchase card.
• Arrange student placements and work experience. Organising honorary contract and KHP Passports when required.
• Processing and coding of invoices, raising invoice requests and reconciling monthly financial reports.
• Add shifts and authorise time sheets for locum staff on NHS Professionals.
• To assist in the collection and processing of data for of audits, research and service performance.
• Provide a comprehensive administrative induction and timetables to new and temporary members of staff.
• Answering queries, dealing efficiently, effectively and professionally with a range of telephone, email and personal enquiries from members of staff, other departments, outside organisations and agencies. Act as a source of advice and support for troubleshooting HR and Payroll matters. Providing information, directing and prioritising queries as appropriate and filtering correspondence.
• Receive highly confidential and sensitive information, ensuring that such information is handled with care and tact.
• Use judgement and insight to manage and prioritise own work unsupervised in accordance with changing priorities. Liaising and negotiating with all relevant parties in an efficient and effective way, using communication techniques to gain cooperation and understanding.

Person specification

Qualifications

Essential criteria

• Educated to degree level or equivalent experience
• ECDL or equivalent

Experience

Essential criteria

• Experience in confidently engaging all members of staff at all levels.
• Experience of working in an office environment.
• Demonstrate knowledge of secretarial procedures acquired through training and/or experience.
• Experience of developing and managing administration systems, processes and functions for a service or team.
• Experience of HR and Payroll processes.
• Experience in dealing with sensitive information whilst maintaining confidentiality.

Desirable criteria

• Previous NHS or healthcare experience.
• Experience as a personal assistant.
• Experience in developing and managing staff timetables and rotas.

Knowledge and skills

Essential criteria

• Good knowledge and use of the English Language with excellent spelling, grammar and punctuation.
• Be confident in the use of a range of software including advanced Excel functions and Word.
• Knowledge of Healthroster systems, DATIX, eProcurement.
• Meticulous attention to detail.
• Excellent communications and interpersonal skills both face to face and over the phone.
• Ability to exercise judgment and initiative.
• Ability to interrogate, analyse and validate a variety of computer based systems in order to ensure accurate reporting.
• Flexible and adaptable.
• Approachable, able to relate to people with tact and diplomacy.
• Possess an articulate confident manner.
• Analytical ability and problem solving skills.
• A sound knowledge of financial practices and procedures.
• Ability to work across organisational/professional boundaries.
• Multitask, organising and planning multiple work streams.
• Excellent time management and task management reaching deadlines within agreed timescales.
• Ability to work under pressure, independently without direct supervision.

The Trust is committed to providing services which embrace diversity and that promote equality of opportunity. We are a Disability Confident Employer, we welcome applicants from all sections of the community and people of all protected characteristics. We provide reasonable adjustments for candidates with a disability and are committed to treating people fairly with compassion, respect and dignity and in promoting equality and human rights. We aim to put this commitment into practice by:

• Embedding our commitment to tackling inequality, eliminating discrimination and harassment; promoting equality of opportunity and fostering good relations in our everyday practice
• Ensuring that all our services and all staff understand and support our commitment
• We believe that people who use our services, their carers and our staff, should be treated with compassion, respect and dignity

Please note:

• That all applications for this post will need to be made online
• That you read and understand the Job Description and Personal Specification attached to the role. Your Statement in Support should reflect the requirements specified as your application will be judged against these criteria
• That the closing date listed is a guide only and that the vacancy may close earlier should sufficient number of applicants have been received. We advise that you submit your application as early as possible
• That once you have submitted your application you agree to your application being transferred to a 3rd party e-recruitment system. All subsequent information regarding your application will be generated from apps.trac.jobs
• That should you not have heard from us within three weeks from the closing date your application has not successful
• That priority consideration for applications may be given to at-risk NHS employees
• That should you be successful and appointed, you authorise South London and Maudsley NHS Foundation Trust to confirm your previous NHS service via an Inter Authority Transfer (IAT) process
• That we are a smoke-free Trust

SLaM is a Stonewall Diversity Champion , Stonewall is the largest Lesbian, Gay, Bi and Trans (LGBT) rights charity in Europe'

Employer certification / accreditation badges

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.

Documents to download

• Senior Pharmacy Administrator Band 5 (PDF, 560.5KB)
• SLaM Staff Benefits (PDF, 1.1MB)
• Happy to Talk Flexible Working (PDF, 680.1KB)