To use computer software systems as required, including specialist clinical and pharmacy systems i.e. SystmOne, Microsoft and any relevant AI tools such as co-pilot, and willingness to undertake any training required for any new systems. 

Provides a comprehensive secretarial and administrative service to Senior Pharmacy Leadership Team and Pharmacy Department. 

Plan and manage own time effectively and work unsupervised on a daily basis. 

Maintain confidentiality.  Ensure all personal information relating to staff and service users and carers are managed in accordance with the information governance policy. 

Undertake all mandatory training, in accordance with role. 

Provides secretarial support and organisation for internal pharmacy meetings where required, such as the formal minute taking, provision and circulation of agendas and minutes with supporting documents circulated in accordance with agreed standards, including but not exclusive to Team Brief.  

Provide secretarial support for the Medicine Optimisation Committee and associated Groups, working closely with the secretaries of the meetings. Take the lead of finalising agenda’s and ensuring paperwork meets Trust standards, maintaining electronic Declaration of Interests of committee members, providing secretarial support during meetings and producing minutes. 

Upload ratified policies and procedures to Trust intranet and ensure the pharmacy Trust intranet sections are maintained as accurate. 

Support the pharmacy team in maintaining up-to-date policies and procedures within the department including use of SharePoint. 

Photocopying, scanning and collating of documents to support meetings,  

Provides employee relations support for all members of the department, including:  

To participate in the workplace induction of new staff and trainees as required. 

Maintains current records for professional registration  

Preparation and management of interview paperwork to support recruitment including use of TRAC. 

Production of annual leave forms, calculating and re-calculating entitlement upon commencing, leaving, changing hours, length of service, etc. 

Support new staff inductions by ensuring new starters have office forms, fire register/signing in sheets maintained, etc. 

Support with distribution of staff uniforms. 

Assists Senior Pharmacy Leadership Team with monthly audits such as, inputting data, printing off reports from electronic dashboards and excel spreadsheets and filing documents in an effective and timely manner.  

Responsible for various administrative tasks on behalf of the Senior Pharmacy Leadership Team and Pharmacy Department, such as reports, pharmacy projects, letters, memos, emails, PowerPoint presentations, excel spreadsheets and rotas. 

Responsible for organising meetings on behalf of the Chief Pharmacist, Senior Pharmacy Leadership Team and Pharmacy Department. Providing Microsoft team meeting requests or sourcing appropriate venues, equipment and catering when necessary. 

To undertake general office duties for all the Pharmacy Department as required 

Supports the department in preparation for quality visits, MHRA inspections, Pharmacy premises registration and CQC inspections.

Work with other administrative team members to collectively implement policies and procedures within the service, in an effort to introduce smarter and more efficient working practices. 

Communicate and liaise with other internal Trust departments and individuals through a range of interpersonal and IT media. 

To participate in Individual Performance Review and Personal Development plans on an annual basis and to undertake training as identified within these discussions and as indicated by the requirements of the post. 

To support Clinical Governance initiatives from within the Team as specified.