Administration Manager - Pharmacy Department

For a comprehensive overview of roles and responsibilities please read our Job Description. Main duties of the role include:
Responsible for the provision of high quality personal assistant support to senior leadership team member(s).
+ Support senior leadership team member(s) in the development and delivery of departmental projects and initiatives, using established project management methodology.
+ Ensure the delivery of a responsive and comprehensive meetings/committee support for Departmental and Trust meetings is provided by the business administration team.
+ Creation of draft reports, presentations and other documents for senior leadership team member (s) including performance reports and committee progress reports using Microsoft Office and other IT software packages, ensuring they are created in time for review by the manager to meet required deadline
+ Oversee the development 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.
+ Oversee the provision of administrative support for workforce activities including recruitment, induction and collation of information on HR metrics. Provide administrative assistance to the senior leadership team and the wider pharmacy members to ensure that clinical governance activities are undertaken in line with Trust policies, Responsible for the provision of high quality personal assistant support to agreed member(s) of the senior leadership pharmacy team. Duties to include:

• Maintaining & co-ordinating electronic diary system(s) for agreed member(s) of the senior leadership team, taking a pro-active approach in the organisation of diary appointments and associated papers. Anticipating as far as possible, the needs of the senior leadership team member(s) for advice and information and ensuring that the manager(s) are appropriately briefed in advance of scheduled meetings and events.


• Scrutinising, prioritising and managing the leadership team member (s) emails on a daily based on an understanding and assessment of business

issues, political pressures and wider NHS and Pharmacy organisations,
ensuring briefing and follow up action takes place and deadlines are met. This will include the appropriate drafting of responses for consideration of the senior manager(s), and action of responses as appropriate.

• Supporting the senior leadership team member(s) in organising and planning workload


• Maintaining knowledge of the work of the senior leadership team

member(s) in order to take appropriate decisions in their absence and to
advise on priorities. Sourcing and gathering information to assist the
leadership member(s) in prioritising their workload effectively to ensure that deadlines are met.

• Responsibility for the sensitive communication of highly confidential and

complex information and preparation of correspondence and responses on
behalf of the nominated members of the senior leadership team.
Project Support

• Support senior leadership team member(s) in the development and delivery of departmental projects and initiatives, using established project management methodology.

Duties include:

• Creating project initiation documents and project plans, to provide project

assurance and ensure that projects are delivered on time and in budget.

• Creating risk and issues logs, to ensure there are plans in place to address any factors that could impact on successful project implementation.


• Creating stakeholder engagement plans, to ensure that staff are effectively involved and/or updated on project purpose, progress and delivery.

Administration/business support

• Actively contribute to the smooth running and development of the administrative processes within the department by sharing, discussing and implementing new ideas and ways of working with colleagues.


• Oversee the development 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.

Duties include:

• Creating a central filing system for all Service Level Agreements, ensuring that review meetings are in place as required by the individual agreements.


• Creating and maintaining an electronic library for current job descriptions ensuring that Trust templates are used and time spent on creating new job descriptions is minimised


• Creating and maintaining of an electronic recording system for Pharmacy Technician and Pharmacy Assistant Professional competencies.


• Maintaining the departmental capital asset register.


• Creation of draft reports, presentations and other documents for senior leadership team member (s) including performance reports and committee progress reports using Microsoft Office and other IT software packages, ensuring they are created in time for review by the manager to meet required deadlines.


• Assist with collating responses for freedom of information requests, liaising with the relevant individuals within and outside the department to collate a draft response, to ensure that responses are provided within agreed timeframes.


• Assist senior leadership team member(s) in the maintenance and updating of the Pharmacy webpages on both the Trust Intranet and Internet to ensure that the information is accurate and up to date.

Oversee the provision of administrative support for workforce activities. This includes:

• Providing administrative support for the recruitment process including

production of interview packs, booking rooms for interviews, following up
queries with candidates and resource team post interview to minimise any
delays in the recruitment process, answering queries from recruiting officers
regarding trac admin functionality to ensure that the recruitment process is not delayed.

• Ensuring that new staff are effectively inducted in a timely manner including dealing with any queries relating to access rights to trust information systems, issue of identity badge and IT equipment, and annual leave allocation queries.


• Assisting the senior leadership team member(s) in the collation of

performance reports on mandatory training, appraisal and other HR metrics, providing assistance to the operational managers in ensuring that actions are undertaken to deal with under-performance.

• Responsible for co-ordination of Estates minor new works and departmental repairs, including creating a job request on the Trust Estates helpdesk system and liaising with Estates personnel throughout the process, to ensure that the work is completed on time.


• Ensure there is effective administrative support for the department Education and Training Leads including:


• Assisting with the collation and timely submission of external and internal documents including the Trust Learning Needs Analysis and Health Education England funding bids, to ensure that the department receives optimum funding for training and education.


• Assisting with setting up educational and learning events including room

booking, equipment hire, catering requests.

• Providing administrative support for the undergraduate placement

programme, liaising and communicating with operational leads to ensure that operational pressures are minimised.

• Meeting & committee management

Ensure that a responsive and comprehensive meetings/committee support for Departmental and Trust meetings is provided by the business adminisation team.

• This includes preparing agendas, minute taking and liaising with colleagues from within pharmacy and the wider organisation to ensure that actions have been completed.


• Ensure that the meetings are conducted in accordance with the Terms of

Reference documents specific to those committees.
Staff management

• Responsible for the day to day management of the business support team including:


• Responsibility for recruitment and selection, performance management,

sickness absence management, appraisal and personal development and
initial stages of grievance and disciplinary issue in accordance with HR
policies. Ensure that good practice in all areas is maintained.

• Providing ongoing training to the business support team to ensure that they are competent in the maintenance of departmental information systems and filing.


• Representing the Pharmacy Administration team at any trust administrative and clerical regular or ad hoc meetings.


• Responsible for developing a career framework and an underpinning a

service related training program for staff of the administrative service,
ensuring that this is developed in the context of any relevant Trust initiatives.

• Clinical & corporate governance


• Provide administrative assistance to the senior leadership team and the wider pharmacy members to ensure that clinical governance activities are undertaken in line with Trust policies including the patient safety strategy, risk management strategy, Medicines Practice Operational Policy. Duties to include:


• Responsibility for investigating and reporting on any complaints relating to the administrative service.


• Providing project support for service improvement projects including project planning, risk and issues register, development of deliverables and timelines.


• Supporting pharmacy patient experience surveys including collation of patient responses and data analysis.


• Working with the Governance Lead and Health and Safety Coordinator to ensure all relevant legislation is adhered to, particularly relating to Estates minor new works projects.


• Ensuring all Pharmacy policies are valid, approved, within review date and on the Trust system.


• Assisting the senior leadership team member(s) in the timely collation of

documentation for internal and external assurance activities including external reviews (such as CQC inspections) and adherence to NICE Guidance.

• Ensuring that any improvement projects are uploaded onto the Quality

Improvement and Clinical Audit Database.
Other

• 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.

The closing date for this post may be extended if there are insufficient applicants or brought forward if there is a high volume of applicants.
We want to ensure that everyone who works at the Christie or uses our services is welcomed, valued and treated with dignity and respect. The Christie values diversity and is committed to ensuring equal opportunities for all and fair representation across the organisation at all levels. In support of these commitments, we particularly welcome applications from Black, Asian and other ethnic minority people and people with disabilities for this post. Appointment will be only on merit.
We are committed to creating a balanced and diverse workforce. As such we welcome and encourage applications from people of all backgrounds. Together we will foster inclusion and tackle inequity and health inequalities in cancer care.
As users of the disability confident scheme, we guarantee to interview all disabled applicants who meet the minimum criteria for the vacancy
All positions within the Christie are subject to the receipt of satisfactory written references, medical clearance and evidence of your Right to Work in the UK. Some roles will require a Disclosure & Barring Service (DBS) check. Please note if you are successfully appointed to a post with this Trust, you will be required to pay for your own DBS Disclosure.
By applying for this post you are agreeing to The Christie NHS Foundation Trust transferring the information contained in this application to its preferred applicant management system. If you are offered a job information will also be transferred into the national NHS Electronic Staff Records system. Please note, all communication regarding your application will be made via email, please ensure you check your junk/spam folders as emails are sometimes filtered there.
If you have not heard from us within four weeks of the closing date, I regret that on this occasion your application will have been unsuccessful.
The Inter-Authority Transfer (IAT) process is a critical and beneficial component of ESR and will form part of the recruitment process. In the event that you are successful following interview your previous NHS employment data, if applicable will be transferred from your current / most recent employer.
Overseas candidates wishing to apply for this position and who would require immigration sponsorship, may wish to self-assess the likelihood of obtaining a Certificate of Sponsorship for the post on the UKVI website.
You should be aware the Trust operates a No Smoking Policy and therefore employees are not permitted to smoke at work.

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 an enthusiastic and self-motivated individual to help us make this happen.
This is an exciting time to join our Department, as we invest in our workforce to enable us to develop our services for patients.
The key focus of the role is to ensure the provision of a comprehensive, efficient and effective business support/administration service for the pharmacy department, through the leadership and management of the staff delivering administrative services and the systems and processes they work within.
If you are enthusiastic self starter with a proven track record in administration/business support, we'd love to hear from you.

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.