Job summary
- Main area
- Admin
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 218-AC-B3-8121358
- Employer
- University Hospitals Coventry and Warwickshire NHS Trust
- Employer type
- NHS
- Site
- University Hospitals Coventry and Warwickshire
- Town
- Coventry
- Salary
- £25,760 - £27,476 per annum
- Salary period
- Yearly
- Closing
- 13/07/2026 23:59
- Interview date
- 23/07/2026
Employer heading
Pharmacy Team Support
NHS AfC: Band 3
Job overview
Provides a comprehensive, confidential and effective administration service in accordance with Departmental, Trust and National, polices or procedures to all pharmacy/dispensary staff.
Deputise for the Administration Team Leader in times of absence providing a secretarial service as required and supporting Band 2 work.
Please be advised that sponsorship is not eligible for this post.
Closing Date: Please be advised that this job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.
Main duties of the job
Providing efficient and comprehensive administrative service including photocopying, filing, scanning, binding, printing, typing, laminating, archiving, dissemination of post for the departments and team members and as requested to cover for Band 2 absence.
Support Admin Team Leader with prioritising and allocating workload to ensure the effective and efficient functioning of the wider team.
Working for our organisation
University Hospitals Coventry and Warwickshire NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK.
We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.
Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.
We are proud to be recognised as a Pathway to Excellence® designated organisation – please click the link for further details about this prestigious award. Pathway To Excellence ® - University Hospitals Coventry & Warwickshire (uhcw.nhs.uk)
By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.
The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care. We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation's core values.
Detailed job description and main responsibilities
- To undertake any project work as requested, including obtaining information from the Internet, collation and reporting data accurately to produce reports and spreadsheets,use relevant trust IT systems, as determined by the role, including ESR, CMM or other pharmacy and trust systems. To share ideas for potential improvement
- To act as a first point of contact to address queries from internal and external clients and pharmacy. Ensure that all queries are dealt with in a professional manner within appropriate timescales and in the line with departmental and Trust guidelines, policies and procedures. Ensuring all relevant personnel are informed as necessary and appropriate records maintained.
- Ensuring office equipment and stationery is maintained and processing orders as required.
- Support team members by demonstrating and explaining Departmental practices and procedures; undertaking appropriate training and development with new and existing staff ensuring high standards of practice are maintained at all times.
- Assisting in managing of the Education & Training team performance dashboards, ensuring all data is captured.
- Communicate regularly with the Administration Team Leader to ensure the effective and efficient functioning of the wider team support e.g. procurement core services.
- To support the work undertaken by the pharmacy Wholesaler Dealer Authorisation team.
- To maintain a streamlined recruitment process for new starters transition to Pharmacy. Supporting Senior Pharmacy team to participate in the induction of new staff within the department, explaining role and function where required and maintaining up to date records.
- Processing timely amendment to contract and leavers forms, keeping up to date log, assisting in Pharmacy Team in resolving queries related to payroll. Sending out any correspondence related to changes including changes to flexible working hours, Maternity leave, retirement etc.
- Produce Month End and Year End Reports and raise invoice requests, purchase requisitions and reports for drugs/services provided as appropriate including Clinical trials. Advise line manager/senior pharmacist of discrepancies and forward all documentation to finance as appropriate.
- Update ESR under the hierarchy access given, with any Pharmacy absences ie sickness, other absence/ attendance, annual leave.
- Support Line Manager with monthly compliance reports for the Strategic Leadership Team (SLT) to ensure Departmental KPI’s are monitored and updated accurately.
Please see attachment for the main responsibilities which include undertaking project work, supporting team members with demonstrating and explaining departmental practices and procedures.
Person specification
Qualifications
Essential criteria
- • NVQ 2 Administration or equivalent or willing to work towards achieving an NVQ level 2 • Demonstrate excellent numeracy & literacy skills • EDCL, NVQ2 or Business and Admin or willing to work towards • GCSE Maths and English at grade C or above or equivalent
Desirable criteria
- • Knowledge of hospital computerised system • Knowledge of ESR, CMM, GHX
Experience
Essential criteria
- • Proficient in Microsoft Office package-specifically Word, Excel, Outlook and MS Teams • Recent experience of working in a busy administration environment • Meeting preparation • Scribing and Transcription of Minutes • Experience in a customer facing role • Experience of supervising staff
Desirable criteria
- • NHS Experience • Audio typing • Previous experience of supervising/leading
Knowledge
Essential criteria
- • Thorough working knowledge of Microsoft Office packages e.g. Word, Excel, Outlook
Desirable criteria
- • Knowledge of Employee self-service records (ESR) • Knowledge of Manager self-service (ESR) • Knowledge of Business Intelligence
Skills
Essential criteria
- • Ability to communicate clearly, both written and verbally • Ability to maintain accurate information. • Ability to track information • Ability to prioritise and organise own workload • Able to manage, engage and support staff
Desirable criteria
- • Ability to track information
Commitment to Trust Values and Behaviours
Essential criteria
- • Must be able to demonstrate behaviours consistent with the Trust’s values. (As detailed in UHCW’s Values in Action document below) • Applicants applying for job roles with managerial responsibility will be required to demonstrate evidence of promoting equal opportunities through work experience
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Application numbers
Documents to download
Further details / informal visits contact
- Name
- Parminder Panchal
- Job title
- Administration Team Leader
- Email address
- [email protected]
- Telephone number
- 02476967281
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