Job overview

           The Administrative Support Officer provides vital administrative assistance to the Pharmacy Department, ensuring efficient coordination of meetings, communications, and departmental processes. Responsibilities include minute-taking, diary and visitor management, recruitment support, record-keeping, and financial administration. The role also involves liaising with internal teams and external stakeholders, maintaining office supplies, and supporting senior pharmacy staff. A high level of organisation, discretion, and professionalism is essential to ensure smooth departmental operations.

Main duties of the job

1.    To provide a comprehensive, word-processing service to the pharmacy team.  This includes taking & typing of minutes at meetings both internal to pharmacy and trust wide, organising agenda and action logs.

2.    To answer the telephone promptly and politely, telephoning patients and staff where appropriate using tact, discretion and empathy in all situations.

3.    To manage the phone in regard to staff sickness and queries.

4.    Exercising judgement when dealing with enquiries from patients, staff or external stakeholders, analysing information to resolve issues for e.g. arranging meetings and managing diary commitments for clinical team.

5.    Provide support to new or junior staff as required. May be required to demonstrate duties to new starters and less experienced staff.

6.    To ensure the non-technical maintenance of the department via Estates and to liaise with Estates for technical maintenance work within the department.

7.    To ensure distribution of Trust Policies and Procedures within the department.

8.    To be responsible for maintaining records of departmental Pharmacy key holders.

9.    To provide administrative support to the chief pharmacist and other senior managers in the pharmacy department.

10. Identifying the need for diary appointments for external Pharmaceutical Companies, receiving them as visitors to the department (cold calling and organised appointments), putting appointments in hand and receiving visitors for meetings. 

Working for our organisation

Walsall Hospitals NHS Trust is one of the largest employers in the local area with over 3,000 staff. The Trust supports Flexible Working Arrangements and Race Equality. We have a commitment to education, training and staff development. The hospital has completed a £170 million hospital redevelopment bringing first class facilities and a multi-professional education centre.

 We are looking for an exceptional candidate who encompasses our Trust values of compassion, respect, teamwork and professionalism.  The successful candidate must be able to demonstrate our values.