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Medicines Management Administrator

NHS AfC: Band 4

Main area
Medicines Management
Grade
NHS AfC: Band 4
Contract
Permanent
Hours
Full time - 37.5 hours per week
Job ref
350-COR3013428
Site
Medicines Management Building
Town
Liverpool
Salary
£21,892 - £24,157 per annum
Salary period
Yearly
Closing
Today at 23:59

Mersey Care NHS Foundation Trust provides specialist inpatient and community mental health, learning disabilities, addiction and acquired brain injury services for the people of Liverpool, Sefton and Kirkby, Merseyside. We also provide community physical health services in Liverpool, Sefton, secure mental health services for the North West of England, the West Midlands and Wales and specialist learning disability services across Lancashire, Greater Manchester, Cheshire and Merseyside.

We work closely with service users, carers and partner organisations; we have been able to make real improvements to our diverse range of services, from health and social care, right through to high secure provision. This passion to improve has been recognised by the CQC who have recently rated us “Good”.

Mersey Care’s vision and values of Continuous Improvement, Accountability, Respect, Enthusiasm and Support (CARES) drive our organisation and the way we work together to deliver services. Applicants will be expected to demonstrate, during recruitment and any subsequent employment with the Trust, that their behaviour supports our values.

The CQC stated “It was clear that most staff across the organisation understood, and were committed to, the vision and values of the organisation. These were well communicated and the work to win both hearts and minds was apparent”.

We take positive action to support disadvantaged groups and also particularly encourage applications from BAME, disabled and LGBT people that are under-represented in our workforce. Furthermore we welcome applications from reservists and ex-armed forces as we recognise the benefits of the values, skills, training and experience that they bring to their work with us. We encourage all applicants to share their equality information with us.

Flexible working requests will be considered for all roles.

Job overview

We are seeking to recruit an enthusiastic, self motivated and flexible Band 4 Medicines Management Administrator to join our friendly team of staff. 

Your role will include the provision of a comprehensive, confidential, accurate and timely secretarial and administrative service to the service manager and team members of the Medicines Management Department, and to assist the team in the delivery of the Medicines Optimisation Strategy, incorporating establishment of systems and processes.

You will need to be trustworthy, reliable and possess excellent communication, organisational and interpersonal skills.

Shortlisting is planned for: 13th April 2021

Interviews are planned for: 16th April 2021

Main duties of the job

 1 Work with others in the medicines management administration team to develop and maintain appropriate administrative systems.
2 Provide high quality, confidential business support to the wider medicines management team, in particular senior leads within the team.
3 Ensure the efficient coordination, prioritisation and achievement of short- and long-term goals related to the medicines management service.
4 Meet regularly with senior members of the medicines management team with regard to day-to-day operations and to ensure that paperwork is authorised in a timely manner.
5 Develop and maintain dashboards showing team performance against established key performance indicators.
6 Use own initiative to prioritise workload and escalate conflicting priorities to managers as appropriate.
7 Review emails received by senior staff within the medicines management team, ensuring that urgent issues are brought to the attention of the relevant staff member and maintaining confidentiality at all times.

Working for our organisation

Mersey Care NHS Foundation Trust provides specialist inpatient and community mental health, learning disabilities, addiction and acquired brain injury services for the people of Liverpool, Sefton and Kirkby, Merseyside. We also provide community physical health services in Liverpool, Sefton, secure mental health services for the North West of England, the West Midlands and Wales and specialist learning disability services across Lancashire, Greater Manchester, Cheshire and Merseyside.

 

Our ambition is to deliver perfect care to become the world’s leading organisation in holistic health and well being.

 

Mersey Care’s vision and values of Continuous Improvement, Accountability, Respect, Enthusiasm and Support (CARES) drive our organisation and the way we work together to deliver services. Applicants will be expected to demonstrate, during recruitment and any subsequent employment with the Trust, that their behaviour supports our values.

Detailed job description and main responsibilities

Work with others in the medicines management administration team to develop and maintain appropriate administrative systems.
2. Provide high quality, confidential business support to the wider medicines management team, in particular senior leads within the team.
3. Ensure the efficient coordination, prioritisation and achievement of short- and long-term goals related to the medicines management service.
4. Meet regularly with senior members of the medicines management team with regard to day-to-day operations and to ensure that paperwork is authorised in a timely manner.
5. Develop and maintain dashboards showing team performance against established key performance indicators.
6. Use own initiative to prioritise workload and escalate conflicting priorities to managers as appropriate.
7. Act as a key point of contact for senior members of the medicines management team.
8. Respond to all telephone, e-mail and general enquiries ensuring that appropriate messages are emailed or action is taken, and referring to the relevant member of the medicines management team as necessary.
9. Review emails received by senior staff within the medicines management team, ensuring that urgent issues are brought to the attention of the relevant staff member and maintaining confidentiality at all times.
Head of Pharmacy Services
Pharmacy Services Manager
Medicines Management Administrator
Medicines Management Admin Assistant
9th December 2019
10. Receive and process all incoming mail and distribute to the relevant member of staff. Prioritise the mail ensuring all urgent issues are brought to the manager’s attention and take action as directed by the manager.
11. Undertake general reception duties at the pharmacy hatch.
12. Ensure that all relevant staff are kept informed and updated on any issues/queries and seek clarification on what information requires immediate action.
13. Produce documents and reports, using various computerised systems, as and when required.
14. Develop and maintain databases and spreadsheets.
15. Develop and maintain standard operating procedures in relation to administration for the medicines management team.
16. Source and gather information for senior members of the team as required.
17. Maintain and update diaries and ensure that staff have all relevant papers when attending meetings.
18. Ensure that team members are aware of any papers they have to produce for relevant groups, committees or the Board of Directors, and the deadlines for these.
19. Prepare papers and agendas for meetings as required. Attend and transcribe minutes and distribute accordingly. Set deadlines for typing/checking the notes and gathering agenda items to ensure timely distribution of paperwork.
20. Co-ordinate the arrangement of meetings, visits, assessments and appointments for team members, both internally and externally. Organise hospitality and/or overnight accommodation if required and make necessary transport arrangements.
21. Develop and maintain comprehensive filing and electronic filing systems for information received.
22. Maintain appropriate supplies for the team, being responsible for all necessary ordering of supplies/equipment.
23. Complete stock and non-stock requisitions, order goods services and/or equipment for the team and act as authorised signatory where appropriate.
24. Maintenance of computerised and paper-based staff records including annual leave, sickness absence, time off in lieu, bank shifts, overtime and carers leave. Receive and process invoices, in line with departmental procedures and policies, keeping a record of invoices paid.
25. Supervise and manage other members of the administrative team as required, allocating duties as necessary.
26. Assist in the recruitment of staff, including participation in recruitment panels.
27. Monitor attendance and approve annual leave for the Medicines Management Admin Assistant.
28. Participate in individual performance reviews and the use of Personal Achievement and Contribution Evaluation (PACE).
29. Attend and contribute to team meetings, suggesting as appropriate any improvements to service which may be practical in the area.
30. Contribute to general development initiatives and project work in line with service requirements.
9th December 2019
31. Communicate with service users, medicines management staff, drivers, other trust staff, and staff from external organisations.
32. Undertake other relevant duties which are commensurate with the role, including project work and absence cover.

Person specification

Qualifications

Essential criteria
  • GCSE English and Maths, or equivalent
  • RSA level 2 word processing, or demonstrable word processing skills
  • Level 3 qualification (e.g. A Levels, NVQ), or equivalent work based experience
Desirable criteria
  • RSA level 3, or equivalent

Knowledge/ Experience

Essential criteria
  • Demonstrable experience of working within a multi-agency team
  • Experience of working with confidential information
  • Experience of supporting committees/groups and organising meetings, including preparation of agendas and papers, and taking minutes
  • Demonstrable knowledge of secretarial and office administration services
  • Evidence of commitment to continuous self-improvement
Desirable criteria
  • Basic understanding of medicines management practices
  • Knowledge of the NHS
  • Understanding of governance and structures, and their importance
  • Experience of working at a senior support level in a complex organisation
  • Experience of staff supervision

Skills

Essential criteria
  • Excellent communication, organisational and interpersonal skills
  • Excellent IT skills, including use of spreadsheets and production of data
  • Excellent keyboard skills
  • Ability to be flexible, work on own initiative and as part of a team
  • Demonstrated capability for problem solving, decisionmaking, sound judgement and assertiveness
  • Ability to respond to competing deadlines and manage individual targets
  • Ability to work individually and to work as a team player
  • Conscientious and reliable
  • Ability to deal with frequent interruptions
  • Ability to deal effectively with telephone enquiries
  • Attention to detail and a responsible attitude towards quality and accuracy
  • Highly motivated, innovative and enthusiastic, with the ability to motivate others
  • Ability to reactive positively to changing requirements
  • Professional manner
Armed Forces CovenantVeteran AwareApprenticeships logoNo smoking policyPositive about disabled peopleMindful employer.  Being positive about mental health.Disability confident employerCare quality commission - GoodArmed Forces Covenant (Silver Award)CTP The Ministry of Defence partnering with Right ManagementStep into health

Applicant requirements

This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.

Documents to download

Apply online now

Further details / informal visits contact

Name
Jeannette Green
Job title
Pharmacy Operations Manager
Email address
jeanette.green@merseycare.nhs.uk
Telephone number
07387 064522