Pharmacy Team Administrator

Pharmacy Team Administrator

Closing date: 21 May 2026

We are looking for a pro-active administrator to work in the Pharmacy/Medicines Management Team that has excellent interpersonal and organisational skills and is proficient in managing meetings (including minute-taking) and has experience in diary management.

Experience in Excel, Word, PowerPoint and Microsoft Teams is essential.

There is the opportunity to work flexibly with some hours in the office and some working from home.

This post is a fixed term post to support maternity leave cover. This is a fixed term role and for those with current NHS service, the role will be offered on a secondment basis only. Please obtain permission to be released on a secondment before submitting an application.

Please note visa sponsorship for this role is unfortunately not available. Ensure you hold valid right to work in the UK and will not require sponsorship if successful.

Main duties of the job

• To manage the ordering and distribution of FP10 prescriptions, including the setting up of new codes/pads.
• To co-ordinate prescribing and drug usage data and provide complex reports.
• To provide administrative support for the Pharmacy/Medicines Management Team, in particular the education, training and safety portfolios.
• To manage high-level coordination between staff at all levels of the Trust in order to produce papers and reports for meetings.
• To coordinate meetings and events, including the preparation of agendas and minutes.
• To create and maintain effective working relationships at all levels.
• To liaise with a wide range of Departments internal and external to the organisation.

Employment in this post requires Standard Disclosure and Barring Service (DBS) check, which the Trust will cover the cost of. Applicants who subscribe to the DBS update service are able to present a valid DBS certificate instead of requiring a new check.

Job responsibilities

To ensure that secretarial, administrative and clerical support services are provided in a timely and efficient manner. This will include a wide range of duties from routine to exercising personal and professional initiative.

In the absence of the PA to the Chief Pharmacist, to provide cover for their responsibilities, including diary management, organising meetings and ensuring effective use of the Chief Pharmacist's time.

To prioritise emails in an effective manner, responding as appropriate and ensuring the Chief Pharmacist is alerted to urgent requests/correspondence.

To plan, develop and maintain efficient filing systems where appropriate. To ensure information is securely filed and easily retrievable (electronically and paperwork).

To arrange training events, book venues, invite delegates and arrange hospitality where necessary.

To confirm attendance at events, manage travel and accommodation arrangements for senior staff, assessing and making accurate judgements of the time commitments involved, in order to minimise disruption.

Distribute information to the Trust-wide team, as appropriate.

To support maintenance the Trust prescribers register.

To be responsible for the management and distribution of FP10s (prescriptions).

To be responsible for maintaining the FP10 database and ensuring that all codes are relevant, up to date and aligned to appropriate cost centres.

To support staff with regard to follow the process for lost/missing FP10s, and to alert concerns to the Chief Pharmacist or Deputy.

Take minutes/record action points for staff meetings, and to follow-up any action points, as required.

To provide administrative support to Trust Medicines Management Groups and other groups/committees, as required. This will include minute taking, developing meeting schedules, booking venues and hospitality, organising speakers and following up actions as appropriate.

To receive/disseminate information from groups/committees that the Chief Pharmacist and team represent and arrange attendance.

To select, retrieve and collate papers and information for meetings, enquiries and other activities of senior staff in an orderly and timely manner, and in relation to the high volume, complexity and sensitivity of the workload of those staff.

Person Specification Knowledge, skills and training

• Excellent and demonstrable skills in Microsoft Office suite and use of the internet.
• Minimum 4 GCSE passes at grade C or above, or equivalent, including English and Mathematics.
• Evidence of self development or training in administration and/or office practices, including update training on software applications.
• NVQ Level 3 or equivalent level of knowledge of office procedures.
• NVQ Level 4 or equivalent level of knowledge of office procedures.

Job specific experience

• Previous experience in a similar senior Personal Assistant role.
• Extensive experience of working with senior level staff and in managing confidential issues and matters.
• Clear, demonstrable understanding of the NHS; previous experience working in the NHS.
• Demonstrable PA experience in a busy/ large organisation.

Information Technology

• Demonstrable experience of using word processing, spreadsheet, database and or presentation software to RSA III or equivalent standard.

Personal Attributes/qualities

• Able to act with minimal guidelines setting own targets and standards within the parameters of the role.
• Able to manage and prioritise all incoming and outgoing correspondence, initiating responses where appropriate.
• Excellent analytical skills and ability to investigate a variety of issues and deal with enquiries.
• Ability to work independently within clearly defined occupational policies and procedures.
• Able to deal with a range of competing and priorities.
• Ability to use own initiative within sphere of responsibility.

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.

Employer name

Dorset HealthCare University NHS Foundation Trust