PA to Group Chief Pharmacist / Office Manager
The Pharmacy Services of the Royal Free London are seeking to appoint a Personal Assistant to the Group Chief Pharmacist from January 2025, based at the Royal Free Hospital site Hampstead, North London.
The successful candidate will be an experienced PA who can provide a comprehensive secretarial and administrative service to the Group Chief Pharmacist, the Deputy Group Chief Pharmacist, Deputy Chief Pharmacist RFH and liaise closely with other senior Pharmacy management across the Trust Sites. An ability to use tact and discretion to a high and consistent degree are essential for the smooth running of this post and for the functions of the Royal Free Pharmacy office.
Main duties of the job
The postholder will work closely with all Pharmacy section leads, colleagues from the hospital executive teams, colleagues from other NHS Trusts and where necessary personnel from other external bodies to the NHS in order to assist in the achieving of agreed performance and productivity targets and mutually agreed projects and service improvement initiatives.
The successful candidate will need to demonstrate an ability to run a number of projects / tasks simultaneously, be able to work under pressure, have excellent forward planning skills, a flexible approach to working to ensure deadlines are met and have strong Microsoft office skills especially Word, Excel and Outlook. Experience of using the NHS Recruitment software TRAC and PECOS procurement software would be an advantage however training can be provided.
The postholder will, in liaison with relevant Pharmacy site managers support the planned co-ordination of A& C activities as and when such staff are on annual and / or study leave.
Job responsibilities
Personal Assistant Support Secretarial duties and responsibilities
Responsible for providing a comprehensive, timely, and where necessary confidential PA and secretarial service to the Group Chief Pharmacist, Royal Free London NHS Foundation Trust and the Deputy Chief Pharmacist and Pharmacy Operations Manager. This will include copy and audio typing, taking and transcribing shorthand, typing of complex documents forms, diary management, maintaining a bring forward filing system, photocopying, faxing documents and arranging meetings both within the department, hospital, and with outside agencies and personnel, taking minutes notes at such meetings as and when requested. The postholder may be asked to organise and arrange travel arrangements of the Group Chief Pharmacist and other senior pharmacy staff as directed.
To be responsible for screening internal and external requests made towards the Group Chief Pharmacist and using initiative, discretion, and local knowledge of the Pharmacy services, to prioritise as appropriate such requests, or delegate to other senior members of Pharmacy staff if seen fit to do so.
In the event of serious urgent issue(s) which may arise and are particularly sensitive, the postholder as requested by Group Chief Pharmacist may need to relay certain instructions to other pharmacy managers or management staff outside the Pharmacy department in a prompt and professional manner.
Ensure that both the Trust annual and study / Professional leave policies for all grades of Pharmacy staff are adhered to, with particular emphasis on how leave is taken within Trust / departmental guidelines and noted appropriately on the local Healhrosters.
The postholder will maintain, as necessary, an extensive list of contact details for the wide range of personnel both within the Trust NHS bodies external agencies the Group Chief Pharmacist may need to liaise with as and when necessary.
As and when requested by the Group Chief Pharmacist the postholder will organise large events (meetings, official functions to mark particular events anniversaries etc) which may involve considerable liaison and contact with external bodies and a wide range of potential attendees. This may include sourcing venues outside the Trust, budgeting costs (eg room hire, speaker fees), ensuring appropriate audio visual equipment is available, ensuring suitable catering is organised within an allocated budget, contact potential speakers, advertise event both within the Royal Free Trust and possibly outside the hospital complex.
The postholder will oversee all office related purchases through the relevant trust systems including raising of orders, invoice matching and associated tasks ensuring that the trust Standing Financial Instructions are adhered to.
Pharmacy Recruitment Co-ordination duties and responsibilities
To act as the designed TRAC recruitment operator for RFH Pharmacy Patient Services and other Pharmacy services as deemed necessary.
The Postholder will support senior staff when requested in the drafting of business case proposals in relation to proposed new posts to meet service needs demands.
The Posholder to provide informal TRAC training to both colleagues with Pharmacy and other secretarial staff within Group Clinical Services if deemed necessary.
The Postholder will be responsible for organising detailed induction programmes for rotational pharmacists and technicians, senior clinical pharmacists, senior pharmacy technicians, and newly appointed Pharmacy managers. These will be planned and tailored carefully ensuring the postholder visits meets appropriate key staff both within and outside the Pharmacy department.
To be responsible for identifying, seeking, and developing new initiatives for recruiting Pharmacy staff amongst all grades and types of positions in the Pharmacy department ensuring legal and best practice requirements are adhered to. This is likely to include considerable liaison with the RFL Pharmacy Education and Training Team.
The Postholder will assist where necessary Royal Free sponsored recruitment fair(s) and update recruitment material for prospective candidates as appropriate. This will include the preparation of Pharmacy stalls tables and manning these in conjunction with other pharmacy staff.
The postholder will strive to establish links, where appropriate, with local job centres, local colleges, and special interest employment groups to promote the Royal Free Hospital Pharmacy services and careers and vacancies within the service.
The Postholder will screen and assess, in conjunction with senior pharmacists undergraduate Pharmacy students who apply for a summer work placement within the Pharmacy services of the RFH. This will include arranging an honorary contract and organising a varied work placement in the Pharmacy department.
The Postholder will produce, as and when requested by the Group Chief Pharmacist reports outlining current vacancies within the department and other useful statistical information relevant to appropriate future human resource planning. This may include liaising with management accounts to clarify, if and when necessary, the Pharmacy department staffing establishment. Such information may be forwarded to Pharmacy management at London Regional level.
The postholder will advise, when required, potential candidates for pharmacy vacancies in regard to the validity of their professional qualifications eg whether recognised in the UK and will offer advice on how to validate qualifications in the UK. In addition to this role, the postholder may on occasions need to advise on appropriate courses potential candidates could study for in order to obtain professional qualifications to legally work as a Pharmacist or technician in the UK.
Company Secretary to the Royal Free London Dispensary Services Ltd (Pharmco Board)
Act as designated Company Secretary (with appropriate registration at Companies House) for the Royal Free London Dispensary Service Ltd (Pharmco) Board meetings throughout the financial year. This will include drafting agendas, writing up board minutes, requesting documentation for the binder of papers for the meeting, following up outstanding action points between meetings if requested by the Chairperson of the Board.
Updating and submitting directorship details with Companies House as necessary
To provide appropriate managerial and administrative support to the board committees.
Establish effective systems for developing and managing the forward planner and agenda for each committee as agreed with each chairman
To provide advice on compliance with the constitution and appropriate regulatory requirements to the chairs and executive leads of each board committee.
Co-ordinate the production of papers, ensuring timely distribution of agendas and supporting papers for internal and external stakeholders
Assisting with extraordinary board meetings as necessary, particularly for the end of year accounts formal sign off and posting to Companies House.
Liaising with internal and external auditors as requested with information requests, Trust solicitor for any specific legality issues on behalf of the Trust
Liaising with the RFL Property Services on Lease related matters if requested to do so by the RFLDS Ltd Board.
GENERAL ADMINISTRATION
To be responsible for the efficient running and overall operational matters relating to the Pharmacy Office (ground floor) ensuring where appropriate adherence to Health and Safety and Data Protection guidelines.
The Pharmacy Office (ground floor) will be an information source for all grades of Pharmacy staff on a wide range of departmental and Trust matters and the postholder will be expected to advise Pharmacy staff as and when queries questions arise which may include referral to another dept or external body.
The postholder will be responsible for the management of complaints about aspects of all areas of Pharmacy services, this may include having to speak to patients, patients families, the PALS office, or healthcare personnel and take appropriate details relating to a complaint. The postholder will collate facts relating to such complaints, and to prepare independently an appropriate response letter for the approval of the Chief Pharmacist Services in line with Trust guidance.
Person Specification
Royal Free World Class Values
Essential
Demonstrable ability to meet the Trust Values
Education & professional Qualifications
Essential
A Level standard of education or equivalent
Desirable
European Computer Driving Licence (ICDL) RSA / Pitman Secretarial Qualification or proven work experience to a similar standard Evidence of Continuing Professional Development in the Company Secretary or Corporate Governance field
Experience
Essential
Proven secretarial experience preferably in a hospital environment Proven experience working with senior / executive management. Ability to take and produce detailed meeting minutes and action logs and follow up in an effective and timely manner Experience of investigating and drafting complaint responses for senior staff perusal Experience of liaising with a range of hospital colleagues and external bodies as workload and duties demand
Skills and aptitudes
Essential
Able to keep track of multiple tasks projects Able to demonstrate problem solving skills Able to plan, organise large events meeting for a wide range of healthcare professionals and other external organisations Excellent command of written and spoken English Well-developed interpersonal and communication skills
Personal Qualities & attributes
Essential
Tactful when dealing with a wide range of staff, patients and visitors to the Trust Diplomatic in managing potentially awkward situations Ability to carry out day to day responsibilities and deal effectively with unpredictable demands that may possibly arise High awareness of the need to act in a confidential, objective and discrete manner in relation to potentially a wide range of individual and department issues Willing and able to work flexibly to meet deadlines (particularly around DTC meetings)
Others
Essential
Demonstrative initiative Ability to work independently and as part of a team Flexible, able to change priorities quickly within current workload if necessary requested Ability to carry out day to day responsibilities and deal effectively with unpredictable demands that may possibly arise
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The Pharmacy Services of the Royal Free London are seeking to appoint a Personal Assistant to the Group Chief Pharmacist from January 2025, based at the Royal Free Hospital site Hampstead, North London.
The successful candidate will be an experienced PA who can provide a comprehensive secretarial and administrative service to the Group Chief Pharmacist, the Deputy Group Chief Pharmacist, Deputy Chief Pharmacist RFH and liaise closely with other senior Pharmacy management across the Trust Sites. An ability to use tact and discretion to a high and consistent degree are essential for the smooth running of this post and for the functions of the Royal Free Pharmacy office.
Main duties of the job
The postholder will work closely with all Pharmacy section leads, colleagues from the hospital executive teams, colleagues from other NHS Trusts and where necessary personnel from other external bodies to the NHS in order to assist in the achieving of agreed performance and productivity targets and mutually agreed projects and service improvement initiatives.
The successful candidate will need to demonstrate an ability to run a number of projects / tasks simultaneously, be able to work under pressure, have excellent forward planning skills, a flexible approach to working to ensure deadlines are met and have strong Microsoft office skills especially Word, Excel and Outlook. Experience of using the NHS Recruitment software TRAC and PECOS procurement software would be an advantage however training can be provided.
The postholder will, in liaison with relevant Pharmacy site managers support the planned co-ordination of A& C activities as and when such staff are on annual and / or study leave.
Job responsibilities
Personal Assistant Support Secretarial duties and responsibilities
Responsible for providing a comprehensive, timely, and where necessary confidential PA and secretarial service to the Group Chief Pharmacist, Royal Free London NHS Foundation Trust and the Deputy Chief Pharmacist and Pharmacy Operations Manager. This will include copy and audio typing, taking and transcribing shorthand, typing of complex documents forms, diary management, maintaining a bring forward filing system, photocopying, faxing documents and arranging meetings both within the department, hospital, and with outside agencies and personnel, taking minutes notes at such meetings as and when requested. The postholder may be asked to organise and arrange travel arrangements of the Group Chief Pharmacist and other senior pharmacy staff as directed.
To be responsible for screening internal and external requests made towards the Group Chief Pharmacist and using initiative, discretion, and local knowledge of the Pharmacy services, to prioritise as appropriate such requests, or delegate to other senior members of Pharmacy staff if seen fit to do so.
In the event of serious urgent issue(s) which may arise and are particularly sensitive, the postholder as requested by Group Chief Pharmacist may need to relay certain instructions to other pharmacy managers or management staff outside the Pharmacy department in a prompt and professional manner.
Ensure that both the Trust annual and study / Professional leave policies for all grades of Pharmacy staff are adhered to, with particular emphasis on how leave is taken within Trust / departmental guidelines and noted appropriately on the local Healhrosters.
The postholder will maintain, as necessary, an extensive list of contact details for the wide range of personnel both within the Trust NHS bodies external agencies the Group Chief Pharmacist may need to liaise with as and when necessary.
As and when requested by the Group Chief Pharmacist the postholder will organise large events (meetings, official functions to mark particular events anniversaries etc) which may involve considerable liaison and contact with external bodies and a wide range of potential attendees. This may include sourcing venues outside the Trust, budgeting costs (eg room hire, speaker fees), ensuring appropriate audio visual equipment is available, ensuring suitable catering is organised within an allocated budget, contact potential speakers, advertise event both within the Royal Free Trust and possibly outside the hospital complex.
The postholder will oversee all office related purchases through the relevant trust systems including raising of orders, invoice matching and associated tasks ensuring that the trust Standing Financial Instructions are adhered to.
Pharmacy Recruitment Co-ordination duties and responsibilities
To act as the designed TRAC recruitment operator for RFH Pharmacy Patient Services and other Pharmacy services as deemed necessary.
The Postholder will support senior staff when requested in the drafting of business case proposals in relation to proposed new posts to meet service needs demands.
The Posholder to provide informal TRAC training to both colleagues with Pharmacy and other secretarial staff within Group Clinical Services if deemed necessary.
The Postholder will be responsible for organising detailed induction programmes for rotational pharmacists and technicians, senior clinical pharmacists, senior pharmacy technicians, and newly appointed Pharmacy managers. These will be planned and tailored carefully ensuring the postholder visits meets appropriate key staff both within and outside the Pharmacy department.
To be responsible for identifying, seeking, and developing new initiatives for recruiting Pharmacy staff amongst all grades and types of positions in the Pharmacy department ensuring legal and best practice requirements are adhered to. This is likely to include considerable liaison with the RFL Pharmacy Education and Training Team.
The Postholder will assist where necessary Royal Free sponsored recruitment fair(s) and update recruitment material for prospective candidates as appropriate. This will include the preparation of Pharmacy stalls tables and manning these in conjunction with other pharmacy staff.
The postholder will strive to establish links, where appropriate, with local job centres, local colleges, and special interest employment groups to promote the Royal Free Hospital Pharmacy services and careers and vacancies within the service.
The Postholder will screen and assess, in conjunction with senior pharmacists undergraduate Pharmacy students who apply for a summer work placement within the Pharmacy services of the RFH. This will include arranging an honorary contract and organising a varied work placement in the Pharmacy department.
The Postholder will produce, as and when requested by the Group Chief Pharmacist reports outlining current vacancies within the department and other useful statistical information relevant to appropriate future human resource planning. This may include liaising with management accounts to clarify, if and when necessary, the Pharmacy department staffing establishment. Such information may be forwarded to Pharmacy management at London Regional level.
The postholder will advise, when required, potential candidates for pharmacy vacancies in regard to the validity of their professional qualifications eg whether recognised in the UK and will offer advice on how to validate qualifications in the UK. In addition to this role, the postholder may on occasions need to advise on appropriate courses potential candidates could study for in order to obtain professional qualifications to legally work as a Pharmacist or technician in the UK.
Company Secretary to the Royal Free London Dispensary Services Ltd (Pharmco Board)
Act as designated Company Secretary (with appropriate registration at Companies House) for the Royal Free London Dispensary Service Ltd (Pharmco) Board meetings throughout the financial year. This will include drafting agendas, writing up board minutes, requesting documentation for the binder of papers for the meeting, following up outstanding action points between meetings if requested by the Chairperson of the Board.
Updating and submitting directorship details with Companies House as necessary
To provide appropriate managerial and administrative support to the board committees.
Establish effective systems for developing and managing the forward planner and agenda for each committee as agreed with each chairman
To provide advice on compliance with the constitution and appropriate regulatory requirements to the chairs and executive leads of each board committee.
Co-ordinate the production of papers, ensuring timely distribution of agendas and supporting papers for internal and external stakeholders
Assisting with extraordinary board meetings as necessary, particularly for the end of year accounts formal sign off and posting to Companies House.
Liaising with internal and external auditors as requested with information requests, Trust solicitor for any specific legality issues on behalf of the Trust
Liaising with the RFL Property Services on Lease related matters if requested to do so by the RFLDS Ltd Board.
GENERAL ADMINISTRATION
To be responsible for the efficient running and overall operational matters relating to the Pharmacy Office (ground floor) ensuring where appropriate adherence to Health and Safety and Data Protection guidelines.
The Pharmacy Office (ground floor) will be an information source for all grades of Pharmacy staff on a wide range of departmental and Trust matters and the postholder will be expected to advise Pharmacy staff as and when queries questions arise which may include referral to another dept or external body.
The postholder will be responsible for the management of complaints about aspects of all areas of Pharmacy services, this may include having to speak to patients, patients families, the PALS office, or healthcare personnel and take appropriate details relating to a complaint. The postholder will collate facts relating to such complaints, and to prepare independently an appropriate response letter for the approval of the Chief Pharmacist Services in line with Trust guidance.
Person Specification
Royal Free World Class Values
Essential
Demonstrable ability to meet the Trust Values
Education & professional Qualifications
Essential
A Level standard of education or equivalent
Desirable
European Computer Driving Licence (ICDL) RSA / Pitman Secretarial Qualification or proven work experience to a similar standard Evidence of Continuing Professional Development in the Company Secretary or Corporate Governance field
Experience
Essential
Proven secretarial experience preferably in a hospital environment Proven experience working with senior / executive management. Ability to take and produce detailed meeting minutes and action logs and follow up in an effective and timely manner Experience of investigating and drafting complaint responses for senior staff perusal Experience of liaising with a range of hospital colleagues and external bodies as workload and duties demand
Skills and aptitudes
Essential
Able to keep track of multiple tasks projects Able to demonstrate problem solving skills Able to plan, organise large events meeting for a wide range of healthcare professionals and other external organisations Excellent command of written and spoken English Well-developed interpersonal and communication skills
Personal Qualities & attributes
Essential
Tactful when dealing with a wide range of staff, patients and visitors to the Trust Diplomatic in managing potentially awkward situations Ability to carry out day to day responsibilities and deal effectively with unpredictable demands that may possibly arise High awareness of the need to act in a confidential, objective and discrete manner in relation to potentially a wide range of individual and department issues Willing and able to work flexibly to meet deadlines (particularly around DTC meetings)
Others
Essential
Demonstrative initiative Ability to work independently and as part of a team Flexible, able to change priorities quickly within current workload if necessary requested Ability to carry out day to day responsibilities and deal effectively with unpredictable demands that may possibly arise
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