Job summary
- Main area
- Administrative Support Services
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (TBC)
- Job ref
- 040-AC192-0625
- Employer
- Aneurin Bevan University Health Board
- Employer type
- NHS
- Site
- Royal Gwent Hospital
- Town
- Newport
- Salary
- £24,433 - £26,060 per annum
- Salary period
- Yearly
- Closing
- 23/06/2025 23:59
Employer heading
Pharmacy Secretary/Administration Assistant
NHS AfC: Band 3
We encourage applications from all with protected characteristics and from those in the Armed Forces Community. Applicants are invited to apply in Welsh, any application submitted through the medium of Welsh will not be treated less favourably than applications made in English.
Please let us know if you have any particular requirements to enable you to participate in the application and selection process. We will be pleased to discuss any reasonable adjustments needed. Please either contact the recruiting manager named in the job advert or alternatively contact the Aneurin Bevan University Health Board recruitment team on 01495 745805 option 3.
If you are successful at interview for this post, you will receive your conditional offer of appointment and information pack via email.
We reserve the right to close this vacancy at any time. Therefore, we encourage early applications to ensure consideration for this post. If you are short listed for this post, you will be contacted via your email account you used to apply for this post, therefore please check your account regularly.
Please check your email account regularly. Successful applicants will receive all recruitment related correspondence via the email account registered on the application form.
Aneurin Bevan University Health Board support flexible working.
Please be advised that there is a temporary top up for Bands 2 and 3 to reflect the incorporation of the top up to the living wage of £12.60 per hour - £24,638 per annum.
This temporary top up will be in place until the annual pay uplift for 2025/26 is confirmed.
Please note that this vacancy may be withdrawn at any time should it be filled via the internal redeployment process.
Job overview
This is an exciting opportunity to join the Pharmacy Team at the Royal Gwent Hospital.
We are seeking an experienced and highly organised Pharmacy Secretary/Administration Assistant to provide effective and efficient clerical, secretarial and administrative support to the Pharmacy Department and Principal Pharmacists. This pivotal role ensures smooth day-to-day operations across the department and will support the Pharmacy Office Manager with clerical duties.
English and/or Welsh speakers are equally welcome to apply
Main duties of the job
- Ensuring the designated administrative workload is carried out efficiently and effectively. This will include prioritising own workload and evaluating ongoing activity to ensure targets are met.
- To undertake general office duties, answering telephone calls, distribution of incoming post and organise and send out outgoing post, photocopying, filing, record keeping and communicating/circulating information.
- To be the first point of contact for the Pharmacy service, requiring clear communication and liaison skills.
- To maintain staff information adhering to GDPR, strict confidentiality and information governance policies and guidance.
- Use advanced IT systems (Microsoft 365, Oracle, ESR) for reporting and documentation.
- Maintain an efficient and effective filing system, both personally and across the Pharmacy shared drives.
Working for our organisation
Aneurin Bevan University Health Board is a multi-award-winning NHS organisation with a passion for caring. The Health Board provides an exceptional workplace where you can feel trusted and valued. Whatever your specialty or stage in your career, we have opportunities for everyone to start, grow and build your career. The health board provides integrated acute, primary and community care serving a population of 650,000 and employing over 16,000 staff.
We offer a fantastic benefits package and extensive training and development opportunities with paid mandatory training, excellent in-house programmes, opportunities to complete recognised qualifications and professional career pathways including a range of management development programmes. We offer flexible working and promote a healthy work life balance, provide occupational health support and an ambitious plan for a Wellbeing Centre of Excellence to support you at work.
Our Clinical Futures strategy continues to enhance and promote care closer to home as well as high quality hospital care when needed. Join us on our journey to pioneer new ways of working and deliver a world-class healthcare service fit for the future.
Detailed job description and main responsibilities
As a member of the Royal Gwent Hospital Pharmacy Team, the post holder will provide efficient, effective and confidential administrative and telephony support. The post holder will provide general administrative support contributing to the efficient operation of the Pharmacy Service.
The post holder will be instrumental in providing administrative support to the Pharmacy Office Manager, The Pharmacy Management Team and the Pharmacy Service, including diary management and general office administrative duties, with the opportunity for development of additional Business administration skills.
The post holder will be expected to work flexibly in order to ensure the smooth running of the department. They will be expected to communicate sensitive information diplomatically and professionally and use excellent interpersonal and communication skills in verbal and written interactions. The Pharmacy Secretary/Administration Assistant will provide administrative support in relation to Oracle, IT, Invoices and other orders, ensuring compliance with Oracle/Finance standards and use of correct financial codes. They will be expected to manage their own workload works to defined Pharmacy and ABUHB policies and procedures and to work within the Governance and Health and Safety standards of the Primary Care and Networks Directorate and Organisation.
Person specification
Requirements
Essential criteria
- Qualifications
- Knowledge of administrative procedures and systems
- Extensive experience of working in an office (or similar environment)
- Good verbal and written communication skills
- Numeracy and Literacy Skills
- Ability to work in a team
Desirable criteria
- Experience of supervising staff
- NHS experience
- Ability to speak Welsh
- Pharmacy knowledge/experience
Other / Values
Essential criteria
- Professional attitude to work
- Ability to work in a team
- Highly motivated
Desirable criteria
- Time management skills
- Innovative
Employer certification / accreditation badges
Applicant requirements
Welsh language skills are desirable
Documents to download
Further details / informal visits contact
- Name
- Vicky Boston
- Job title
- Pharmacy Office Manager
- Email address
- [email protected]
- Telephone number
- 01633 234231
- Additional information
Hannah O'Brien Jones
01633 234231
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