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Pharmacy Administrative Team Leader

On-site in Chelmsford·Full-time·Added today (last checked 9 Nov)

Essex Partnership University NHS Foundation Trust

51 open roles

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Our summary

Salary: £28,392 - £31,157 a year
About £2,000 - £2,160 a month after tax.
Work mode: On-site, Chelmsford
Contract: Full-time
Experience: Senior level
Closing date: Apply by Sunday 22 November
Holiday: 27 days holiday + bank holidays
Commute: Season ticket loan

Skills

The role

Job summary

Are you an experienced administrator looking for a leadership opportunity within an NHS pharmacy service?

Essex Partnership University NHS Foundation Trust (EPUT) is seeking a motivated and organised Pharmacy Administration Team Leader to lead the delivery of administrative support across the Pharmacy and Medicines Optimisation Team.

You will provide day-to-day leadership to administrative staff, ensuring processes are efficient, deadlines are met and a high standard of service is delivered to colleagues and stakeholders.

The role includes medicines procurement administration, invoice processing, meeting and event coordination, workforce administration, minute taking, maintaining records and databases, and supporting senior pharmacy leaders. You will also help develop administrative processes and contribute to service improvements.

We are looking for someone with excellent organisational and communication skills who can manage competing priorities and support the development of others. Experience supervising staff and proficiency in Microsoft Office applications are essential. Experience within the NHS or a healthcare setting would be advantageous.

In return, you will join a supportive pharmacy team committed to continuous improvement and delivering high-quality services. Some travel between EPUT sites may be required.

Main duties of the job

The successful candidate will:

Lead and coordinate the day-to-day activities of the pharmacy administration team.
Provide line management, supervision, appraisal and development support to administrative staff.
Manage administrative systems and processes to ensure the smooth running of departmental operations.
Coordinate meetings, prepare agendas, record minutes and monitor actions arising.
Support workforce administration, including rota coordination, recruitment administration and training records.
Oversee financial and procurement administration processes, including invoice management and expenditure monitoring.
Produce reports, spreadsheets and performance information to support operational and strategic decision-making.
Act as a key point of contact for internal and external stakeholders, providing advice and resolving queries.
Support governance, audit, compliance and quality improvement activities across the department.
Contribute to the development and implementation of administrative procedures and service improvements.
Provide administrative support to senior pharmacy leaders and assist with cross-cover arrangements when required.

About us

Valuing you. Recognising your dedication. At EPUT, we look after you.

Receive supervision and support to help you fulfil your potential.
Join an inclusive EPUT community and connect with others through engagement events and equality or champion networks.
If you need help, we provide mental health and wellbeing services, occupational health advice and counselling.

Benefits

27 days holiday, plus bank holidays, rising to 33 days after 10 years' service.
Excellent pension of up to 14.5% of your pensionable pay.
Staff discounts include Blue Light Card, NHS discount offers, and staff benefits.
Season ticket loans are interest-free to cover the cost of travelling to and from work via tram, rail, or bus.

Job description

Job responsibilities

The Pharmacy Administration Team Leader will be responsible for the effective management and coordination of administrative services within the Pharmacy and Medicines Optimisation Department. The post holder will lead a team of administrative staff and ensure the provision of high-quality support to pharmacy leaders and the wider service.

Responsibilities include

Managing and prioritising administrative workloads across the team.
Monitoring performance and ensuring service standards are achieved.
Conducting regular supervision sessions, performance reviews and annual appraisals.
Supporting staff recruitment, induction and ongoing development.
Managing meeting administration, diary coordination and document management.
Maintaining departmental records, databases and electronic information systems.
Supporting medicines procurement and financial administration processes.
Preparing reports and analysing information to support operational planning.
Supporting departmental governance arrangements and audit activity.
Developing and improving administrative processes to enhance efficiency and service delivery.
Liaising with colleagues throughout the Trust as well as external organisations and suppliers.
Ensuring compliance with Trust policies, information governance requirements and relevant legislation.
Supporting senior pharmacy leaders with operational and strategic priorities.
Providing cover for other members of the administration team when necessary.
Travelling across Trust sites as required to support service delivery.

Person Specification Summary

We are looking for someone who can demonstrate:

Essential

Experience of supervising or managing staff.
Strong organisational and workload management skills.
Experience working within an administrative environment.
Excellent communication and interpersonal skills.
Proficiency in Microsoft Office applications including Word, Excel, Outlook, Teams and PowerPoint.
Ability to work independently, prioritise competing demands and meet deadlines.
Attention to detail and a commitment to producing accurate work.
GCSEs (or equivalent) in English and Mathematics.
NVQ Level 3 in Business Administration or equivalent experience.

Desirable

Knowledge of NHS systems and processes.
Experience of HealthRoster or workforce systems.
Experience working within healthcare or pharmacy services.
ECDL qualification or equivalent IT qualification.

Person Specification

Education / Qualifications

Essential

GCSE English & Maths or Essential Skills in Literacy and Numeracy
NVQ or Equivalent in Business Administration

Desirable

European Computer Driving Licence

Knowledge

Essential

Knowledge of Trust Service Standards and how they relate to own role
Microsoft Suite (i.e. Excel, Power point, Word, Outlook, Teams, Co-Pilot).
Knowledge and understanding of administration processes, systems and database
Knowledge of Minute / Note Taking

Desirable

Knowledge of Trust policies and procedures
Knowledge of HealthRoster
Knowledge of NHS / Pharmacy Systems (Kelsius, EMIS, SystmOne, Tendable, ADIoS)

Skills / Experience

Essential

Supervision and management of staff
Providing advice and training for new staff when required
Problem solving
Development of own administrative procedures
Producing accurate and concise work
Communicating clearly, concisely and confidently, using language and manner appropriate to audience, avoiding jargon via multiple platforms
Data management and input
Ability to meet deadlines and manage time effectively
Managing and prioritising workload with a systematic approach
Planning ahead ensuring deadlines are met

Desirable

Experience of carrying out appraisals and 1-2-1s

Additional Requirements

Essential

Current Driving Licence and able to travel across sites and to attend meetings etc.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).