Job summary
- Main area
- Pharmacy
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Full time
- Part time
- Job share
- Job ref
- 318-26-T0177
- Employer
- Gloucestershire Hospitals NHS Foundation Trust
- Employer type
- NHS
- Site
- Pharmacy- Gloucestershire Royal Hospital
- Town
- Gloucester
- Salary
- £24,937 - £26,598 (pa pro rata if part-time)
- Salary period
- Yearly
- Closing
- 08/04/2026 23:59
Employer heading
Administrative Assistant – Pharmacy, Band 3
Band 3
At Gloucestershire Hospitals, our people are at the heart of everything we do. As the county’s largest employer, we are proud to provide high-quality acute, elective, and specialist services to more than 650,000 people across our county. Our care is delivered across Gloucestershire Royal, Cheltenham General and Stroud Maternity Hospital.
With over 9,000 employees representing more than 95 nationalities, bringing together a mix of cultures and experiences to the care that we deliver. Whether you’re beginning your NHS journey or looking to take the next step in your career, this is an exciting time to join us. We’re investing heavily in innovation, research, and transformation, with more than 100 active clinical studies and major developments underway across our hospitals.
We take pride in working as one team, driven by a shared ambition to grow, develop, and continually improve. Every contribution is valued and by combining our collective strengths, we support not only our diverse communities but one another. You can expect a warm, supportive culture and colleagues who are passionate about teamwork, professional development and delivering exceptional care. We offer structured development programmes, mentoring and leadership opportunities to help you progress in your career.
We are committed to fostering an inclusive environment where everyone feels they belong. By joining our Trust, you will benefit from a comprehensive package that includes flexible working opportunities, generous annual leave, the NHS pension scheme, competitive bank rates, local discounts, access to on-site nurseries, reduced public transport costs, reward and recognition schemes and a wide range of health and wellbeing initiatives.
Be part of Gloucestershire Hospitals, explore your future with us today.
Job overview
Come and join our friendly pharmacy team in a role supporting the administrative function in the department at Gloucestershire Royal Hospital.
The team is large but welcoming and looking for an adaptable, dependable and reliable addition where you will be part of a progressive department. Please contact us to have a chat or a look round. Full details in the JD attached.
Main duties of the job
Provides full administrative support to the Pharmacy Department as per all Key Result Areas. Supports the role in Human Resources function of 100+ pharmacy staff, including management of Roster for these staff.
Please see the attached detailed Job Description and a full person specification for further details on the main responsibilities of this vacancy.
Working for our organisation
We take pride in placing people at the centre of everything we do, working together as a united team. Driven by a shared ambition to continually grow, develop, and learn, we recognise and value every contribution. By combining our experience and skills, we not only support our vibrant, diverse communities, but also support one another.
With a team of over 9,000 employees, we are proud to be the largest employer in Gloucestershire and rank among the top 10 largest Trusts in the South West region. By joining our Trust, you will benefit from an excellent package that includes exclusive benefits, flexible working opportunities and the chance to gain valuable experience in one or both of our innovative hospitals.
Detailed job description and main responsibilities
Administration
- Maintain all filing systems of monthly reports, personnel folders, invoices and various department meeting notes –includes electronic record keeping & SharePoint Management
- Filing of prescriptions
- Photocopying, scanning and collating of various documents for meetings occasionally
-Dealing with annual leave/sickness keeping appropriate records, monitors time taken.
- Receive incoming mail for Pharmacy, as well as general mail and phone-calls.
- FP10 NC prescription pads, issue to wards/outpatient areas, receipting, maintaining appropriate records and ensuring filing is kept up to date.
- Produce and supply spreadsheets to accompany each FP10 (NC) prescription pad
- Ensuring Disposal of confidential information in accordance with Records Retention Policy.
- Pharmacy equipment i.e., photocopier, printers are working efficiently, assisting members of staff with equipment and training where needed and reporting/dealing with any problems.
- Ordering of all departmental stationary and controlled stationary.
- Orders for pharmacy supplies & payments for courses/maintenance bills on Smart stream
- Take notes and distribute to staff for the team brief
- Provide note taking support when needed at meetings in the absence of Admin lead.
- Provide Induction for all new staff
- Collect the daily CD slips and match them to the correct TTO
- Monthly filing of CD orders and CD destruction records
- Complete any typing as required.
- Organising Locum Pharmacy staff and corresponding with the Trust’s onsite bank team.
- Ensuring prompt finalising of locum timesheets using a system called 247 once a week.
- Responsible for the Pharmacy car including mileage sheets correctly completed and signed
- Yearly completion of mileage forms to finance
- Yearly completion of Pharmacist and Pharmacy Technician GPHC registration compliance
- Administrative support to SLT as allocated by Team leader
- Finalise payroll and auto roster shift patterns weekly and monthly, and ensure all payments and shifts are correct using Healthroster.
Personnel Responsibilities
- Completing leaver/variation forms, awaiting signature from Senior Management and Admin Lead. Checking they have been sent to appropriate departments.
- Update HealthRoster daily recording annual leave, overtime, sickness, toil or unpaid leave for all staff.
- Produce sickness reports where required for Management Group
- Track appraisal schedule for staff
- Liaise with and support section heads with sickness reviews and maintain records as requested
- Ensuring new starters receive starter packs/badges and necessary paperwork is sent
- Liaising with Personnel/Salaries and Wages.
- Organise and collate forms and help with maternity enquiries.
- Be the first point of contact for staff regarding queries on pay and annual leave.
- Exercise judgement when dealing with enquiries.
Finance / Invoicing
- Receipt orders on finance system
- Manage invoices and payment of all relevant items, e.g. Medical Gases, license fees etc.
- Assist with order office invoice functions where needed
General
- Main point of contact with Estates
- Following up email requests
- Organising staff uniform
- Complete any other Admin related tasks assigned by Pharmacy Senior Leadership Team
Person specification
Qualifications, Knowledge and Experience
Essential criteria
- Be proficient in IT
- Excellent attention to detail
- Excellent communication and interpersonal skills
- A quick learner
- Reliable, Adaptable and Dependable
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Louise Hall
- Job title
- PA to Pharmacy Director
- Email address
- [email protected]
- Telephone number
- 0300 422 3026
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