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Pharmacy Office Coordinator

2 months ago

Edmonton, Alberta, Canada North Middlesex University Hospital NHS Trust Full time
Job Summary

The Pharmacy Office Administrator will play a crucial role in maintaining the smooth operation of the pharmacy department at North Middlesex University Hospital NHS Trust. This position requires a highly organized and detail-oriented individual who can provide administrative support to the pharmacy team.

Key Responsibilities
  • Manage staff absence records and produce sickness absence activity reports, supporting the manager in sickness absence monitoring as designated.
  • Liaise effectively with all members of the pharmacy department to ensure administrative and clerical work is completed to agreed standards.
  • Develop and standardize efficient filing systems and databases to maintain an up-to-date information retrieval system.
  • Support section managers in organizing departmental induction programs for pharmacy staff.
  • Manage the handover of 'On Call' bags to pharmacists, checking all contents, charging the phone, checking the bleep, and informing the switchboard with details.
  • Support senior pharmacy teams in organizing interviews and assessment processes, including pre-interview assessments for pharmacy support workers, student technicians, and senior technicians.
  • Coordinate with the health roster team to facilitate the addition of shifts according to staffing needs and operational requirements.
  • Work closely with department managers and team leaders to upload bank shifts on the bank partners' portal.
Main Duties
  • Provide accurate and timely information and advice to pharmacy staff as required.
  • Assist in the investigation of complaints as needed.
  • Uphold the confidentiality and security of the pharmacy department and staff at all times.
  • Ensure all departmental queries and correspondence are dealt with promptly and that adequate secretarial and administrative cover is always provided in the department.
  • Help ensure that all health and safety and fire safety policies are adhered to.
  • Deal with potentially confrontational situations with other trust departments and external contacts, ensuring pharmacy interests are upheld in a professional and courteous manner.
  • Balance constantly changing demands from multiple staff members.
  • Support the stores team with bulk fluid orders and deliveries.
  • Liaise with the pharmacy office manager and deputy chief/head of pharmacy and medicine management about improvements in office management and support services.
  • Liaise with the pharmacy office manager to support administration and clerical tasks for locum agencies when necessary.
  • Support the pharmacy office manager in adding bank shifts on the health roster.
  • Support requests to book transport services.
  • Support the stores team with returns processing.
About Us

North Middlesex University Hospital NHS Trust is part of the North Central London integrated care system, working closely with partners and measuring financial and performance objectives at this system level. We are proud of our staff and strive to provide excellent clinical care, with training opportunities for medical students from UCL and St George's University Grenada, and nursing and midwifery students from Middlesex and City Universities.

We are committed to maintaining high standards of cleanliness and tidiness in working areas at all times, observing safe working practices to avoid risks, and answering departmental telephones in a prompt and courteous manner. We also assist in maintaining departmental security, tracking activities, and maintaining audit trails, while being aware of and applying relevant legislation such as the Health and Safety at Work Act, COSSH, Medicines Act, and GMP.

We require our staff to communicate and liaise effectively with other pharmacy staff, comply with all departmental procedures, and participate in weekends and late shifts as needed. We also support the stores team with bulk fluid orders/picking and provide support to the pharmacy team in booking transport to transfer stock.

Person Specification

Education and Qualifications

  • Essential:
    • Education to O Level/GCSE standard or equivalent, including English and Maths.
    • Effective customer service skills, able to work to meet the needs of customers, health professionals, patients, and standards of the Trust and department at all times.
    • Experience in invoice processing or ability to match invoices.
  • Desirable:
    • Ability to work on own initiative, plan own day.
    • Accurate keyboard and IT skills, MS Office, Word, Excel.
    • Ability to work under pressure and to deadlines.