Pharmacy Team Administrator and PA

We are looking for an enthusiastic and experienced team administrator / PA to join the pharmacy team at Queen Elizabeth Hospital Woolwich.
You will be responsible for the provision of comprehensive secretarial, professional administrative and clerical support at a senior level to the Chief Pharmacist and the Pharmacy Department.
To take responsibility for coordinating, collecting, compiling and maintaining accurate workforce information on the e-rostering system, including annual leave and sickness records.
To arrange appointments/meetings as directed by the chief pharmacist and support with diary management.
To carry out secretarial duties effectively to include: Word-processing; excel documents; e-mail; internet searches; use of printers; construction of own letters and those on behalf of the Chief Pharmacist; take dictation and produce accurate documents, spreadsheets and tables.
To ensure the efficient distribution of all post and other documents received. This includes the opening and distribution of all mail addressed to the Chief Pharmacist, making judgements about the appropriateness for forwarding information and referring on to other staff or agencies., To manage the pharmacy administrative support to Trust and Pharmacy committees including preparation and circulation of papers, minute taking, follow-up correspondence and circulation of notes. This includes but is not limited to the Trust Medicines Management Committee, Pharmacy Senior Management Group, Outsourced Outpatient Meetings and Pharmacy Governance Meeting.
This is an exciting opportunity to join the pharmacy team at LGT. We are a large, busy department responsible for all aspect of medicines management across the Trust, including the two main hospital sites and community services in Lewisham. We work closely with other teams and healthcare professionals to ensure that patients get the right medicines at the right time.
You will be working with a supportive and friendly senior management team, who are collectively responsible for the different services within our department including; ward based clinical pharmacy, dispensary, stores & procurement, education & training.
PLEASE NOTE: We are unable to offer sponsorship for this post

Working for our organisation
Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivate a culture of engagement. We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations:
1. Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ+ and women, through improved recruitment and leadership development
2. Widening access (anchor institution) and employability
3. Improving the experience of staff with disability
4. Improving the EDI literacy and confidence of trust staff through training and development
5. Making equalities mainstream, To ensure the provision of comprehensive secretarial, professional administrative and clerical support at a senior level to the Chief Pharmacist and the Pharmacy Department.
This will include:
1. To manage own workload.
2. To maintain and manage workload in an environment which can be unpredictable, where there are frequent interruptions e.g. answering phone calls, responding to staff queries and rescheduling and prioritising as required.
3. To take responsibility for coordinating, collecting, compiling and maintaining accurate workforce information on the e-rostering system, including annual leave and sickness records.
4. To arrange appointments/meetings as directed by the chief pharmacist and support with diary management.
5. To carry out secretarial duties effectively to include: Word-processing; excel documents; e-mail; internet searches; use of printers; construction of own letters and those on behalf of the Chief Pharmacist; take dictation and produce accurate documents, spreadsheets and tables.
6. To ensure the efficient distribution of all post and other documents received. This includes the opening and distribution of all mail addressed to the Chief Pharmacist, making judgements about the appropriateness for forwarding information and referring on to other staff or agencies.
7. To manage the pharmacy administrative support to Trust and Pharmacy committees including preparation and circulation of papers, minute taking, follow-up correspondence and circulation of notes. This includes but is not limited to the Trust Medicines Management Committee, Pharmacy Senior Management Group, Outsourced Outpatient Meetings and Pharmacy Governance Meeting.
Workforce
· To take responsibility for coordinating, collecting, compiling and maintaining accurate workforce information on the e-rostering system, including annual entitlements, weekend/bank holiday shifts, annual leave and sickness records.
· To collate and report pharmacy performance indicators, monthly and ad hoc as necessary.
· To maintain trackers for staff sickness, Freedom of Information Requests (FOIs), Complaints, mandatory training and appraisal.
· To organise and update confidential staff files.
· To maintain and organise the induction packs for all new starters.
· To be responsible for part of the departmental induction for all new staff.
· To invigilate with internal examinations for student staff and interviewees.
Communications and Relationships
· To liaise with the recruitment department and HR to assist with recruitment regarding:
o Advertisements for posts
o Job descriptions
o Start dates
o And to obtain references when necessary.
· To liaise with locum agencies and the Trust Bank regarding temporary staff and keep appropriate records.
· To manage the pharmacy administrative support to Trust and Pharmacy committees including preparation and circulation of papers, minute taking, follow-up correspondence and circulation of notes.
· To prepare paperwork and record minutes of meetings in the department and at divisional level as necessary and to forward the minutes to all interested parties including outside agencies.
· To receive and make telephone calls on behalf of the Chief Pharmacist.
· To receive telephone enquiries, answer any queries if possible and refer on as necessary.
· To liaise with drug company representatives and to book and organise lunches for them in the department.
· Provide non-clinical advice to members of the public and staff.
· To organise room bookings for pharmacy and external staff to use.
· To greet and deal with personal callers to the pharmacy department.
General duties
· To establish and maintain effective communication through all media with all staff.
· To manage the production and circulation of general mailings from the department
· To organise the pharmacy department to provide efficient and effective administrative systems
· To maintain all area policies and procedures for the department, as required.
· To support with the day to day oversight of the department such as helping to keep the department tidy, organised, secure and well-managed.
· To maintain the filing system, making improvements where necessary.
· To maintain all pharmacy notice boards and ensure they are kept up to date and out of dates posters/information removed.
· To ensure the staff photo board is kept up to date with new starters and leavers details removed.
· To organise manual orders and other controlled documentation and keep appropriate records.
· To update and maintain appropriate department spreadsheets and the e-rostering system.
· To develop, design, manage and maintain databases for Patient Group Directions (PGDs) and any others required by the department.
· To organise and maintain stationery supplies.
· To ensure confidentiality at all times on all matters relating to patient and personnel information.
· To be trained to use the Oracle system to support with purchase orders and invoices where required. This will include facilitating reconciliation of invoices requested by the Principal Pharmacist for Education and Training along with other adhoc requests.
· To work closely with the other Pharmacy Administrator(s) to assist the smooth running of the secretarial and administrative provision including providing cross site cover as necessary.
· To carry out any other duties as may reasonably be expected by the Chief Pharmacist.
We reserve the right to close the post before the stated closing date, please apply early. We do not contact applicants with the outcome of the shortlisting. If you have been shortlisted, you will receive an invite to an assessment day or interview.
As a local employer and anchor institution we work closely with our community to recruit locally and we welcome applications from the widest variety of people to ensure our workforce are reflective of the local communities which we serve. We encourage all suitable candidates to apply including if you are Black, Asian or other ethnic minorities, live with a disability (visible or not) or are LGBT+. We have a number of active staff networks including Disability, LGBT+, Multicultural Inclusion and Women's staff networks to bring staff together and celebrate diversity across our whole workforce.
Please note, not all roles will meet the criteria for a skilled worker visa.

Lewisham and Greenwich NHS Trust, (LGT), is a community-focused provider of local and acute care, delivering high-quality services to over one million people living across the London boroughs of Lewisham, Greenwich, and Bexley. We provide whole-life care and are here to support our communities to live healthier lives as well as taking care of them when they need us the most.
Employing almost 7,500 colleagues, affectionately known as Team LGT, we provide services at Queen Elizabeth Hospital in Woolwich, University Hospital Lewisham, and at over a dozen community settings in Lewisham. We also provide some services at Queen Mary's Hospital in Sidcup.
We have recently launched our new vision and values to mark the LGT10 - the tenth anniversary of our Trust forming in 2013. Our trust vision is to be exceptional. In the quality of our patient care; our support for colleagues; and in the difference we make through our partnerships and in our communities.
To achieve this we value Respect, Compassion, and Inclusion; Being accountable over staying comfortable; Listening over always knowing best; and Succeeding together over achieving alone. You can read more about our visions and values here
Our hospitals and community sites provide a wide range of inpatient and outpatient services, as well as emergency and planned care. The Trust is rated as "good" or "outstanding" in over three-quarters of the services inspected by the Care Quality Commission.
Every year our work includes performing 10,000 procedures in our theatres; bringing seven and a half thousand new lives into the world; carrying out 570,000 visits to patients in their homes or communities and providing emergency care for more than 300,000 patients arriving in our busy Urgent and Emergency Departments.
LGT is a centre for the education and training of medical students enrolled with King's College London's GKT School of Medical Education. We are a training centre for nurses, midwives and allied health professionals. We are pioneering new roles that will support the changing needs of our patients and are one of the largest employers of physician associates in the country.
We are committed to working with our partners to deliver the best outcomes for our local communities. This means playing an active role in the South East London Integrated Care System (ICS), and in formal partnerships including the South East London Acute Provider Collaborative, provider partnerships with our local mental health trusts and borough-based boards of the ICS in Bexley, Greenwich and Lewisham.