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- Tasks: Support pharmacy management with admin tasks and ensure smooth operations.
- Company: Join the University Hospitals Plymouth NHS Trust, a leading healthcare provider.
- Benefits: Enjoy a supportive work environment with opportunities for growth and development.
- Why this job: Be part of a vital team that impacts patient safety and governance in healthcare.
- Qualifications: GCSEs in Maths and English required; NVQ Level 3 in Business Administration preferred.
- Other info: Ideal for those looking to gain experience in a dynamic healthcare setting.
The predicted salary is between 24000 - 36000 £ per year.
The post-holder will be required to provide administrative and clerical support to the Pharmacy Administration Manager, Pharmacy Office Manager, and Associate Chief Pharmacist for Governance & Medicines Safety. To ensure the smooth running of the pharmacy administrative service, co-ordination of the Medicines Safety Committee (and Sub-Groups) and to facilitate the Pharmacy Governance process.
The post-holder will be expected to contribute to the daily delivery of the Pharmacy Admin Service by ensuring all tasks required by the Pharmacy Administration Manager, Pharmacy Office Manager, and Senior Leadership Team are completed in a timely and efficient manner. The post-holder will work under supervision but be expected to use their own initiative and be the first point of contact for staff.
Main duties of the job:
- To be the first point of contact for managers, staff, and employees to the Pharmacy Department, including dealing with visitors.
- To handle sensitive and confidential issues appropriately.
- To provide administrative support to the Pharmacy Administration Manager, Pharmacy Office Manager, and Associate Chief Pharmacist for Governance & Medicines Safety.
- Organise and maintain filing systems and ensure timely completion of filing.
- Assist with the confidential management of personnel records, ensuring compliance with GDPR.
- Sort and open incoming mail and distribute correspondence.
- Create and maintain spreadsheets, databases, and other records for activity and performance tracking.
- Maintain electronic diary facilities for appointment scheduling and queries.
- Arrange meetings, manage diaries, and resolve conflicts, including booking venues and travel.
- Provide administrative support for meetings, including minutes and agendas.
- Send DMS Referrals / Pharmoutcomes to Community Pharmacies and GPs as per Trust policies.
- Maintain adequate stock levels of stationery and place orders as necessary.
- Assist in reviewing and setting up maintenance contracts and coordinate servicing of Pharmacy equipment.
- Provide general clerical duties including typing, photocopying, and scanning.
- Work with the Office Manager and senior pharmacy staff on process development.
- Deputise for the Office Manager during absences, prioritizing workload and meeting deadlines.
Person Specification
Knowledge & Experience Essential:
- Demonstrable experience of working in an office environment in a secretarial/admin role.
- Understanding of basic office procedures.
Qualifications Essential:
- GCSEs Grade A-D/3-9 in Maths and English or Functional Skills level 2 in Maths and English.
- NVQ Level 3 in Business and Administration (or equivalent).
Aptitude & Abilities Essential:
- Confident in communicating with Trust employees of all levels.
- Accuracy/attention to detail.
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and will require a Disclosure submission to check for any previous criminal convictions. Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome.
Employer details:
University Hospitals Plymouth NHS Trust
Derriford Hospital
Derriford Road
Plymouth
PL6 8DH
Pharmacy Secretary & Governance Support Officer employer: Plymouth Hospitals do
Contact Detail:
Plymouth Hospitals do Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Pharmacy Secretary & Governance Support Officer
✨Tip Number 1
Familiarise yourself with the specific duties of a Pharmacy Secretary & Governance Support Officer. Understanding the nuances of the role will help you articulate your relevant experience and how it aligns with the job requirements during any interviews.
✨Tip Number 2
Network with professionals in the pharmacy sector or those who have held similar roles. Engaging with them can provide insights into the day-to-day responsibilities and challenges, which can be invaluable when discussing your suitability for the position.
✨Tip Number 3
Demonstrate your organisational skills by preparing examples of how you've managed multiple tasks or projects in previous roles. This will show that you can handle the diverse responsibilities outlined in the job description effectively.
✨Tip Number 4
Research the University Hospitals Plymouth NHS Trust and their values. Being able to discuss how your personal values align with theirs during an interview can set you apart from other candidates and show your genuine interest in the role.
We think you need these skills to ace Pharmacy Secretary & Governance Support Officer
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience in administrative and clerical roles. Emphasise any previous work in a pharmacy or healthcare setting, and showcase your skills in communication, organisation, and attention to detail.
Craft a Strong Cover Letter: Write a cover letter that specifically addresses the responsibilities of the Pharmacy Secretary & Governance Support Officer role. Mention your understanding of office procedures and your ability to handle sensitive information, as well as your enthusiasm for supporting the pharmacy team.
Highlight Relevant Qualifications: Clearly list your qualifications, such as GCSEs in Maths and English, and any NVQ Level 3 in Business and Administration. If you have additional certifications or training relevant to the role, be sure to include those as well.
Proofread Your Application: Before submitting your application, carefully proofread all documents for spelling and grammatical errors. A polished application reflects your attention to detail, which is crucial for this role.
How to prepare for a job interview at Plymouth Hospitals do
✨Know Your Role
Familiarise yourself with the job description and responsibilities of a Pharmacy Secretary & Governance Support Officer. Be prepared to discuss how your previous experience aligns with the tasks mentioned, such as managing diaries, handling confidential information, and supporting governance processes.
✨Demonstrate Communication Skills
As the first point of contact for the pharmacy department, strong communication skills are essential. Practice articulating your thoughts clearly and confidently, and be ready to provide examples of how you've effectively communicated with colleagues or handled sensitive situations in the past.
✨Showcase Your Organisational Skills
This role requires excellent organisational abilities. Prepare to discuss specific methods you use to stay organised, such as maintaining filing systems or managing multiple tasks simultaneously. You might even want to bring examples of spreadsheets or databases you've created in previous roles.
✨Prepare for Scenario Questions
Expect scenario-based questions that assess your problem-solving skills and ability to handle confidential matters. Think of examples from your past experiences where you successfully navigated challenges, prioritised tasks, or resolved conflicts, and be ready to share these during the interview.
