Senior Pharmacy Administrator

University Hospitals Sussex NHS Foundation Trust (279)

We are looking for a proactive and enthusiastic senior Pharmacy Administrator for the Pharmacy Department at the Royal Sussex County hospital and Princess Royal hospital.

The successful candidate will be an experienced administrator with excellent communication and organisational skills and ability to work autonomously and to a high degree of accuracy under pressure.

The successful candidate will provide administration support to the Trust-wide Medicines Governance Committee, Contract Management Group, the Senior Pharmacy Management team, and the Pharmacy Department across both hospitals and will be required to work cross-site at Brighton and Haywards heath.

Main duties of the job

To provide administration support to the Pharmacy Department cross-site at the Royal Sussex County Hospital (RSCH) and Princess Royal Hospital (PRH).

1. Provide support to the Pharmacy Admin Lead and to the wider Pharmacy team.
2. Provide meetings management support to Medicines Governance Committee, Contract Management Group, Pharmacy Operational Meeting and Pharmacy Local Faculty Group.
3. Provide administration support to the Pharmacy Education and Training team.
4. Management of HealthRoster system for RSCH and PRH.

Job responsibilities

1. Provide administrative support to the Pharmacy Lead Administrator and the wider Pharmacy department.
2. Provide support to the Trust Medicines Governance Committee and Contract Management Group by preparing meeting agendas and circulate meeting details including minute taking and transcribing.
3. Confirm submission approvals post-meeting and follow up on conditions of approval.
4. Support the Medicines Governance Technician with action log follow-ups.
5. Provide administrative support to the Education and Training team.
6. Support Pharmacy Operational and dispensary stand-up meetings, including minute-taking and action follow-ups.
7. Provide secretarial support to senior team members, producing quality documentation and reports using Microsoft software.
8. Create and maintain spreadsheets for the department.
9. Assist the Pharmacy Lead Administrator in maintaining the HealthRoster system by recording weekend working hours, assigning overtime, adding annual leave and monitoring sickness absence in preparation for month-end payroll.
10. Ensure staff records and HealthRoster contain accurate information.
11. Create, process and finalise bank shifts for temporary staff on HealthRoster in a timely manner.
12. Monitor and maintain stationery supplies, process invoices, and manage PO numbers using the I-proc oracle system.
13. Maintain health and safety standards, reporting incidents on the Datix system.
14. Assist the Dispensary team with archiving tasks and maintaining accurate records.
15. Provide induction training for new staff, including administrative set-up.
16. Maintain and update Pharmacy policy and procedure production and SOPs.
17. Assist the Development and Improvement Team Lead rota preparation.
18. Provide cover for the Pharmacy Admin Lead to ensure smooth service operation.
19. Travel between Royal Sussex County Hospital and Princess Royal Hospital sites as needed.

Person Specification Experience/Qualification

• English GCSE or equivalent
• Maths GCSE or equivalent
• NVQ Level 3 or equivalent level of competency
• Keyboard skills to RSA Level 3 or equivalent
• A minimum of 5 years' experience in Administration
• A minimum of 5 years' experience in using Microsoft office
• Experience of working in a hospital environment.
• Recognised IT qualification e.g. ECDL or equivalent

Skills

• Evidence of having undertaken own development to improve skills
• Minute taking and transcribing skills
• Excellent IT skills and knowledge
• Good level of literacy and numerical skills
• Ability to demonstrate attention to detail
• Ability to communicate well
• Good organisational skills
• Experience in using payroll system
• Experience in using I-proc oracle system

Specific Requirements

• Computer literate in Word, Excel and Powerpoint
• Ability to work cross-site on a weekly basis

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

University Hospitals Sussex NHS Foundation Trust (279)

Address

Princess Royal Hospital/Royal Sussex County Hospital

£26,530 to £29,114 a year per annum pro rata

Contract

Permanent

Working pattern

Part-time, Job share, Flexible working, Compressed hours

Reference number

439-MAR25

Job locations

Princess Royal Hospital/Royal Sussex County Hospital