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Job summary

Main area
Administration
Grade
Band 4
Contract
6 months (Fixed term contract or secondment until 31 March 2026)
Hours
  • Full time
  • Home or remote working
37.5 hours per week
Job ref
287-PPU-11-25
Employer
Liverpool University Hospitals NHS Foundation Trust
Employer type
NHS
Site
Pharmacy Practice Unit
Town
Liverpool
Salary
£27,485 - £30,162 per annum
Salary period
Yearly
Closing
11/11/2025 23:59

Employer heading

Liverpool University Hospitals NHS Foundation Trust logo

Administrative Officer

Band 4

Job overview

This role supports the NHS Specialist Pharmacy Service and in particular the Medicines Use and Safety team, by supporting the administrative functions within the team, and delivering the technical aspects of the Medicines Engagement Leadership Programme. The post is for 1.0 WTE on a fixed term contract or secondment until 31 March 2026.  We will also consider applications from those wishing to work part time.

The post holder will:

 Maintain a range of administrative practices and procedures for this hosted national team. They will be expected to organise their own workload and liaise with a range of internal and external colleagues. 

Contribute to the technical and administrative aspects of delivering a national network programme via either online platforms or face-to-face meetings.

 

Main duties of the job

We are looking for an administrator who is self-motivated, demonstrates initiative and manages their administrative workload effectively. The candidate should have a comprehensive knowledge of MS Office software. Good communication skills are essential with a variety of stakeholders in the key role of planning, organising and providing technical support for regular national events, many of which are held online. 

The post is hosted by Liverpool University Hospitals NHS Foundation Trust; however, the post holder can work remotely.   Flexible working arrangements are available.

Working for our organisation

The NHS Specialist Pharmacy Service (SPS) supports the NHS to develop best practice systems of work-related to buying, making, and using medicines.  The service provides leadership, instructive and informative specialist input and operational support to the sourcing, supply, and use of medicines across the system.  

Medicines Use and Safety is a well-respected team, interpreting legislation and guidance for NHS organisations and practitioners in England, promoting safe patient care across the entire medicines pathway.  Closely connected with front line colleagues we work with policy makers, regulators, and strategic leaders, responding with agility and flexibility to share local expertise within our extensive clinical networks.  We are a small but supportive team, keen to realise the potential in every team member.

Detailed job description and main responsibilities

Leads the personal assistant activities of the teams supported

  • manages diaries
  • organises and takes formal minutes for local, national and regional meetings on a regular basis 
  • provides project support to leads and teams 
  • supports management of the technical and administrative aspects of national webinars accommodating up to 1000 participants for leads and teams
  • supports other line managers in recruitment and selection procedures
  • performs administration for new starters and leavers (ID and car parkcards; IT accounts; e-learning etc.)
  • Deputises for the other Administrative Officers and colleagues: Stock control and Accounts Payable
  • General Administration and Facilities Liaison
  • Accounts Receivable and Customer Service
  • Trains other members of team with regard to personal assistant activities and technical aspects of on-line events to ensure continuity of service during absence

Person specification

Qualifications

Essential criteria
  • NVQ 3 or equivalent
Desirable criteria
  • RSA 2/3
  • ECDL

Experience

Essential criteria
  • Experience of note taking at meetings
  • Experience of using online graphics software packages
Desirable criteria
  • Demonstrable experience of working with the NHS Specialist Pharmacy Service
  • Experience of working within a pharmacy service
  • Demonstrable experience of working within a multi-agency team or with customers
  • Experience of working with confidential information
  • Experience of organising meetings or training sessions for up to 1000 participants, delivered face to face or using virtual platforms
  • Experience of writing in HTML

Knowledge and Skills

Essential criteria
  • Demonstrable knowledge of secretarial and office administration services
  • Good working knowledge of Microsoft Office suite
  • Ability to train and supervise other staff

Employer certification / accreditation badges

Fair Employment Charter Status - Aspiring LevelNHS Pastoral Care Quality AwardTrust IDVeteran AwareApprenticeships logoNo smoking policyPositive about disabled peopleInvestors in PeopleArmed Forces Covenant Gold AwardMindful employer.  Being positive about mental health.Carer confident logo, the employers for carers confident schemeDisability confident committedStep into health

Application numbers

This vacancy may close early if it receives a high number of applications. Please complete and submit your application in good time to avoid disappointment.

Documents to download

Apply online now

Further details / informal visits contact

Name
Emma Fallows
Job title
Senior Administrative and Engagement Officer
Email address
[email protected]
Telephone number
0151 706 4666
Additional information

For questions about the job contact Emma Fallows

If you have problems applying, contact

Address
L9 7AL
Telephone
0151 706 4666
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