County Durham & Darlington NHS Foundation Trust
To work as part of the Business and Information team to provide secretarial and administration support to the Pharmacy Department. To be responsible for the efficient and effective management and organisation of secretarial and administrative support services to the Pharmacy Department at Bishop Auckland Hospital (BAH), Darlington Memorial Hospital (DMH), and the University Hospital of North Durham (UHND). To act as the first point of contact for all communication with the Pharmacy department, including liaising with members of the public and fellow healthcare professionals both within and external to the Trust. Main Duties of the Job
The role is based in the Pharmacy Business and Information Team. Responsible for providing a comprehensive secretarial and administration service to the Leadership team and department staff at BAH, DMH, and UHND. Manage, control, and secure controlled stationery (including FP10HNC prescriptions) used in BAH, DMH, and UHND. Support the management of sickness processes within the department. Job Responsibilities
The post holder will: Maintain electronic diaries including arranging appointments and resolving conflicting diary appointments. Use own initiative in dealing with enquiries (oral, written, and via email) in the absence of managers. Organise meetings regularly, compiling a schedule of meeting dates and venues. Arrange venues for meetings and events, sending out invitations and compiling attendance lists. Type and record all correspondence as requested. Liaise with the Trust travel team for booking courses and conferences. Arrange meetings, distribute meeting papers, transcribe minutes, and update action logs. Receive, prioritise, and segregate all mail appropriately and record/send registered post. Deal with telephone and face-to-face enquiries from staff and third-party organisations. Order security swipe cards and maintain the register. Maintain the DMH pharmacy meeting room diary in conjunction with IT. Undertake photocopying, scanning, and laminating as requested. Perform yearly DSE assessments for pharmacy members, escalating identified actions. Create, format, and update word documents and spreadsheets. Format Policies and Procedures using Microsoft Word. Actively participate in the induction programme of new starters within the department. Manage controlled stationery including setting up new cost centres with the Business Services Authority (BSA), ordering and issuing, ensuring secure storage, and recording stock inventory. Organise and support the administration of HR functions. Assist team members with Registration Authority duties as an RA Agent. Person Specification
Experience
Previous secretarial and administrative experience. Experience of diary management. Experience of minute taking. Previous experience in a health-related environment. Previous experience with the HealthRoster system. Special Requirements
Able to travel across Trust sites when necessary. Special Skills and Knowledge
Good communication and organisational skills. Excellent customer care skills. Good oral and written communication skills. Able to demonstrate own initiative and to anticipate and pre-empt problems. Excellent organisational skills. Ability to manage and prioritise own workload and to work to agreed deadlines. Ability to work effectively as part of a team. Knowledge of pharmaceutical terms and drug names. Qualifications
Good standard of education minimum GCSE standard (4 Cs and above) or equivalent including Maths and English. Computer literate with good keyboard skills (RSA 3 or equivalent). NVQ3 Business and Administration (or equivalent experience). Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and will require a submission for Disclosure to the Disclosure and Barring Service (formerly known as CRB). Employer Name
County Durham & Darlington NHS Foundation Trust
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To work as part of the Business and Information team to provide secretarial and administration support to the Pharmacy Department. To be responsible for the efficient and effective management and organisation of secretarial and administrative support services to the Pharmacy Department at Bishop Auckland Hospital (BAH), Darlington Memorial Hospital (DMH), and the University Hospital of North Durham (UHND). To act as the first point of contact for all communication with the Pharmacy department, including liaising with members of the public and fellow healthcare professionals both within and external to the Trust. Main Duties of the Job
The role is based in the Pharmacy Business and Information Team. Responsible for providing a comprehensive secretarial and administration service to the Leadership team and department staff at BAH, DMH, and UHND. Manage, control, and secure controlled stationery (including FP10HNC prescriptions) used in BAH, DMH, and UHND. Support the management of sickness processes within the department. Job Responsibilities
The post holder will: Maintain electronic diaries including arranging appointments and resolving conflicting diary appointments. Use own initiative in dealing with enquiries (oral, written, and via email) in the absence of managers. Organise meetings regularly, compiling a schedule of meeting dates and venues. Arrange venues for meetings and events, sending out invitations and compiling attendance lists. Type and record all correspondence as requested. Liaise with the Trust travel team for booking courses and conferences. Arrange meetings, distribute meeting papers, transcribe minutes, and update action logs. Receive, prioritise, and segregate all mail appropriately and record/send registered post. Deal with telephone and face-to-face enquiries from staff and third-party organisations. Order security swipe cards and maintain the register. Maintain the DMH pharmacy meeting room diary in conjunction with IT. Undertake photocopying, scanning, and laminating as requested. Perform yearly DSE assessments for pharmacy members, escalating identified actions. Create, format, and update word documents and spreadsheets. Format Policies and Procedures using Microsoft Word. Actively participate in the induction programme of new starters within the department. Manage controlled stationery including setting up new cost centres with the Business Services Authority (BSA), ordering and issuing, ensuring secure storage, and recording stock inventory. Organise and support the administration of HR functions. Assist team members with Registration Authority duties as an RA Agent. Person Specification
Experience
Previous secretarial and administrative experience. Experience of diary management. Experience of minute taking. Previous experience in a health-related environment. Previous experience with the HealthRoster system. Special Requirements
Able to travel across Trust sites when necessary. Special Skills and Knowledge
Good communication and organisational skills. Excellent customer care skills. Good oral and written communication skills. Able to demonstrate own initiative and to anticipate and pre-empt problems. Excellent organisational skills. Ability to manage and prioritise own workload and to work to agreed deadlines. Ability to work effectively as part of a team. Knowledge of pharmaceutical terms and drug names. Qualifications
Good standard of education minimum GCSE standard (4 Cs and above) or equivalent including Maths and English. Computer literate with good keyboard skills (RSA 3 or equivalent). NVQ3 Business and Administration (or equivalent experience). Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and will require a submission for Disclosure to the Disclosure and Barring Service (formerly known as CRB). Employer Name
County Durham & Darlington NHS Foundation Trust
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