Job summary
- Main area
- Pharmacy
- Grade
- Band 2
- Contract
- Permanent
- Hours
- Full time - 30 hours per week (Monday - Friday)
- Job ref
- 164-7767197
- Employer
- Nottingham University Hospitals NHS Trust
- Employer type
- NHS
- Site
- QMC
- Town
- Nottingham
- Salary
- £24,465 Per Annum
- Salary period
- Yearly
- Closing
- 02/03/2026 23:59
Employer heading
Pharmacy Business Administration Assistant
Band 2
Job overview
Are you self-motivated, hardworking and enthusiastic individual looking to develop administration career in the NHS? If so, this post could be just what you are looking for.
The post will involve working at both the QMC and City Campus sites. You will be a conscientious and enthusiastic team player with good organizational skills. You will need to be able to demonstrate a clear understanding of confidentiality issues, be well motivated and reliable. You will be able to understand and accurately convey verbal and written information and be able to remain calm under pressure. You will present a professional attitude at all times. You will learn and develop skills using Microsoft Office and NHS systems
Main duties of the job
You will work alongside the team providing support in a range of duties including; covering:
Ordering stock and tracking delivery of supplies
Raising sales invoices for customers
Processing supplier invoices for payments
Updating business team logs, spreadsheets and maintain team databases
General filing, electronic scanning of documents and updating records as well as other general office duties.
Investigating and resolving queries
You will need good communications skills and be comfortable working with numbers and large spreadsheets. You will be supported to develop new and current skills including; prioritization, attention to detail, using your own initiative and the ability to work in a busy and fast paced environment
Working for our organisation
With over 19,000 staff, we are one of the biggest employers in the city with a central role in supporting the health and wellbeing of our local population. We play a leading role in research, education and innovation.
Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at NUH we will endeavour to turn your job into a career!
We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are striving to be better represented at NUH.
Detailed job description and main responsibilities
Providing general office and administration support service to the Pharmacy Business Team and the wider Pharmacy department.
Assisting the wider Pharmacy team with ordering stock and tracking delivery of supplies
Raising sales invoices for customers
Processing supplier invoice for payments
Updating business team logs, spreadsheets and maintaining team databases
Under supervision develop and maintain administrative support systems, including reviewing and responding to emails coming into the Pharmacy Business Team generic mailbox, electronic filing systems, and ensuring that systems are effective in their use and are reviewed regularly.
Help to ensure the smooth day to day running and co-ordination of the Pharmacy Business Team
To communicate with the wider Pharmacy staff on a daily basis, providing support where required and working to help resolve any issues.
Working with system partners, building relationships and demonstrating the right behaviors as a representative of NUH
To work, as a team, in multi-organizational teams across the system. This may involve times when you may be required to take direction from people outside of the organization.
Assist in the tasks and duties of other staff within the team during periods of staff leave/absence to ensure that an effective quality service is maintained at all times and contributing to the work of the team.
To record and securely store information relating to confidential matters and enquiries.
To undertake an annual appraisal to identify any necessary personal development required to meet the objectives of the Team, and to further develop the post holders’ skills and role.
The post holder will be required to undertake mandatory training as and when require.
Communication and Working Relationships
To communicate as appropriate with a range of internal and external stakeholders and partners.
To respond promptly and appropriately to enquiries and requests for information and advice made either in person, by correspondence or over the telephone.
Person specification
Training & Qualifications
Essential criteria
- • Minimum 4 GCSE’s or equivalent at grade A-C (level 4-9), including English and Maths. • NVQ Level 3 in accounting or business administration or equivalent, or by demonstration of experience, knowledge and skills at this level relevant to these qualifications
Desirable criteria
- ECDL qualification or equivalent
Experience
Essential criteria
- • Experience of working in a business or office environment • Experience of financial processes, including invoicing and ordering stock • Good level of knowledge and experience of using Excel spreadsheets to log, analyse data and produce reports • Experience of booking out drugs using Ascribe system or equivalent system
Desirable criteria
- • Experience of Pharmacy Business and commercial systems and processes. • Experience of processing data for VAT Reclaims. •Experience in using Oracle, Integra and Ascribe systems. •Experience working in a finance related role
Communication and relationship skills
Essential criteria
- • Ability to prioritise own workload • Ability to work under pressure • Good Customer Care skills • Able to communicate information using a variety of written and verbal communication skills. • Understands and practices the principles of confidentiality • Able to minimise interpersonal conflict
Desirable criteria
- Proven record of interacting with both internal and externals customer using different methods of communication.. •Experience in dealing with queries involving external customers.
Analytical and Judgement skills
Essential criteria
- • Able to use judgement in straightforward situations. • Awareness of limitations and when to seek advice to solve problems • Numerate and able to analyse and present data and take appropriate actions
Planning and organisational skills
Essential criteria
- • Ability to prioritise own workload. • Good organisational skills; able to prioritise and deliver accurate results to deadlines under pressure
Desirable criteria
- •Proven record of managing own workload with minimal supervision.
Commitment to Trust Values and Behaviours
Essential criteria
- Must be able to demonstrate behaviours consistent with the Trust’s “We are here for you” behavioural standards
Desirable criteria
- Work experience in an NHS organisation NUH Work experience
Physical skills
Essential criteria
- • Able to achieve both speed and high levels of accuracy when undertaking financial data tasks, whilst experiencing interruptions • Able to use a keyboard for a large part of the day
Desirable criteria
- •Experience in high volume data inputting.
Other requirements specific to the role (e.g be able to drive or work on different campuses)
Essential criteria
- • Conscientious, reliable, self-motivated, mature outlook, results-orientated • Adaptable, flexible and keen to learn. • Commitment to continuous improvement of customer-focused services
Employer certification / accreditation badges
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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
- Lucy Jones
- Job title
- Business, Finance and Commercial Support Lead
- Email address
- [email protected]
- Telephone number
- 07713096927
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