Administrator

An exciting opportunity hasarisen to join the Pharmacy Leadership Team as an Administrator. You will workas part of the Administration team supporting the Pharmacy Management Groupwith a variety of administration tasks. We are looking for a highly motivatedindividual to provide a high standard of clerical support., To support the Office Manager and Pharmacy PA - by providingadministrative support for the Medicines Optimisation and Pharmacy service. Attend regular and occasional meetings to takeminutes usually in excess of two hours duration requiring extendedconcentration and to transcribe them in a timely manner. To ensure post addressed to the clinical / managementteam is promptly collected, sorted, recorded and actioned as appropriate. To assist with diary management, arrangeappointments, schedules, venues (equipment and facilities) and resolve anyconflicting appointments as required. Accurate recording of all paper / computerisedrecords, updating and amending information timely and within standard operatingprocedures. Coordinate and organise agendas and papers formeetings and distribute in a timely manner. To update the Trusts intranet (medicinesrelated) pages when required using Sharepoint. Preparation of stationery orders and receivingof goods / services in order to maintain efficient running of the service. Undertake typing of correspondence usingrelevant IT systems to a high and accurate standard. Keep appropriate statisticalrecords / information as and when required for the management team. The post holder will give relevant assistanceand training as and when required to support all colleagues., To support the Office Manager and Pharmacy PA - by providing administrative support for the Medicines Optimisation and Pharmacy service. Act as a focal point for the management team. Provide a friendly and professional service,deal with enquiries from a multitude of sources following Trust policies andstandard operating procedures. Liaisewith members of the public, external bodies / agencies and internal staff of alllevels by a variety of means face to face / phone / e-mail / letter on a dailybasis. This will require analysis of queries / issues, making judgements abouthow to deal with them and escalating as appropriate. This may require the use of tact / empathic orreassurance skills. In addition, persuasive skills are often required whereagreement or co-operation is required in trying to avoid Trust complaints. Attend regular and occasional meetings to take minutesusually in excess of two hours duration requiring extended concentration. Transcribe notes of meetings into minutes requiringextended periods of typing to ensure accuracy and completeness of minutes. To ensure post addressed to the clinical / managementteam is promptly collected, sorted, recorded and actioned as appropriate. To act on own initiative where appropriate inresponding to incoming mail. Assist Pharmacy staffwith administrative tasks, utilising IT systems or ensuring paper formsare completed and sent to relevant departments in a timely manner in line with servicespecific standard operating procedures. To ensure all dutiesare undertaken in line with standard operating procedures and to enable theachievement of Trust and Service specific Key Performance Indicators. To assist with diary management, arrange appointments,schedules, venues (equipment and facilities) and resolve any conflictingappointments as required. Prioritise and ensure requests are acted upon in anappropriate and timely manner, within standard operating procedures and meetingKPIs. Accurate recording of all paper / computerised records,updating and amending information timely and within standard operatingprocedures. Undertake routine or ad hoc data validation asdirected. Coordinate and organise agendas and papers formeetings and distribute in a timely manner. To update the Trusts intranet (medicines related)pages when required using Sharepoint. Preparation of other documents, policies,procedures, presentations. Preparation of stationery orders and receiving ofgoods / services in order to maintain efficient running of the service. Undertake typing of correspondence using relevant ITsystems to a high and accurate standard. This may include letters, reports,minutes of meetings and other administrative work. Keep appropriate statistical records / information asand when required for the management team.Provision of statistical returns required at regular intervals. This may involve entering statistical dataonto databases. To be responsible for ensuring copies ofcorrespondence are stored in accordance with standard operating procedures. The post holder will give relevant assistance andtraining as and when required to support all colleagues. To carry out general administration duties and provideclerical assistance, as required. To provide administrative support for the departmentalaudits. To support the collation of information for thedepartmental newsletter / team brief. To provide administrative support for the recruitmentprocess.

The role would best suitsomeone with recent experience of working in a busy office environment. Thispost requires a self-motivated and professional individual with the confidenceand ability to work on their own initiative or as part of a team withinstandard operating procedures., Skills and AbiIities,

• Demonstrate good verbal and written communication skills with team / clients, using tact when required
• Ability to deal with conflict
• Good time management skills
• Ability to engage and motivate others
• High standard of accuracy
• High level of initiative
• Flexibility and able to adapt to change
• Able to work as part of a team and on own when necessary
• Ability to establish and maintain effective working relationships
• Able to work to deadlines and to manage a number of different tasks consecutively
Qualifications Essential
• OCR (RSA) Level 3 typing / word processing or equivalent qualification or experience
• GCSE or equivalent qualification in English
• GSCE or equivalent qualification in Maths
Desirable
• IT qualifications ECDL
• PA / Secretarial Diploma
• Shorthand Qualification
Experience Essential
• Experience and knowledge of multi-disciplinary team working
• Secretarial experience
• Experience of working with filing systems
• Experience of good customer or patient care
• Working with computer software programmes such as Microsoft Office, e-mail and internet
• Experience of scheduling / co-ordination activities and / or resources
Desirable
• Previous NHS administrative role
• Experience of working with confidential material
• Creating and managing information systems and Excel databases
• Minute taking
• Working in a large organisation and liaising with other departments to obtain products and services
• Management of office supplies including ordering and stock checks
Other Essential
• Ability to satisfy Occupational Health screening
• Adaptable and flexible according to the demands of the service.
• Understanding of need to maintain confidentiality
• Be able to travel to the other sites as and when required, Good timekeeping
• Organised
• Confident
• Calm under pressure
• Flexible approach to working arrangements
• Strong attention to detail and accuracy
• Self motivated
• Professional appearance
Desirable
• Evidence of ongoing personal development and willingness to further progress (knowledge and skills framework and continuing personal development)
Knowledge and Awareness Essential
• Understanding and knowledge Caldicott / Data Protection Act.
• Awareness of own limitations.
Desirable
• Knowledge of Trust Policies
• Knowledge of medical / pharmaceutical terminology
  
  We are an acute trust caring for over half a million people in Wakefield and Kirklees. Our 10,000 staff work in patients homes, the community, and our three hospitals in Pontefract, Dewsbury, and Pinderfields (Wakefield). We prioritise our people and values so we can deliver the best possible care to patients. Our team is friendly, passionate, and innovative, always seeking better ways to work.
We support work-life balance and foster a diverse, inclusive environment where everyone belongs. Our staff networks offer safe spaces to share ideas and concerns so we can increase awareness and appreciation of equality, diversity, and inclusion. We welcome applicants from all backgrounds and especially encourage members of the LGBTQ+ community, ethnic minority groups, and people with disabilities or neurodivergence to apply, as they are currently underrepresented in the Trust. If you value caring, high standards, improvement, and respect, join the MY team to make a difference every day. Application guidance : We understand that more applicants are using AI technology to help with their applications. While these tools can be useful, they cannot fully capture your skills, knowledge, and experience. Its important that you personalise your application. Relying solely on AI is not recommended, as it may reduce your chances of success. Our screening process is thorough, so if you have used AI, please make sure to disclose this on your application form.