Job summary

Presenting an exciting opportunity for an experienced Administrator to join us in the Pharmacy Department at South Warwickshire University NHS Foundation Trust, working to support a range of administrative duties through our administration team.

We are a friendly and dynamic team, supporting the pharmacy management team and the wider pharmacy department in a range of administrative duties.

You will be responsible for overseeing the day to day activities of the administration team and for leading on the provision of clerical support services to the Pharmacy department, reporting to the Senior Management Team.

The successful candidate will be able to demonstrate excellent organisation and communication skills, with a keen attention to detail.

This is a non-patient facing role.

Main duties of the job

This is a key Pharmacy Service role working as the Manager of all administrative services.

The post holder works with autonomy to manage administrative functions of the Pharmaceutical Services, which include internal and external communications, drug invoice processing, non-drug requisitioning, liaison with other departments (internal and external to the Trust), assuring compliance with statutory training requirements, secretarial support for committees and groups, preparation of reports, and documentation management and archiving. The same functions are fulfilled where appropriate, for multidisciplinary Trust-wide Medicines Management.

The post holder is the first port of call for Medicines Management complaints and commendations, and for medication related Freedom of Information requests, managing and coordinating the work required to fulfil them.

They will ensure Maintenance of oversight for all HR functions of the department and advice the departmental managers on best practice on all aspects as well as ensuring chief pharmacist has a line of oversight for HR support and KPIS across the department. Such as covering leave approval, recruitment, sickness reviews, disciplinary and grievance procedures, staff returns, payroll, turnover, HR policy application, and action planning after an HR Health check.

About us

Come and join a Trust rated Outstanding by the CQC. South Warwickshire University NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further. In addition our staff survey results have placed us 4th in the country for recommended place to work.

We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.Our values can be summed up in one sentence. We are 'Trusted to provide safe, inclusive, effective and compassionate care'. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn't matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.

As part of our commitment to Equality, Diversity and Inclusion we encourage all applicants to complete a short survey. This can be accessed via the link below:

https://forms.office.com/e/ahWY3eAGM2

We appreciate you completing the survey.

Details

Date posted

02 October 2026

Pay scheme

Agenda for change

Band

Band 4

Salary

£28,392 to £31,157 a year per annum

Contract

Permanent

Working pattern

Full-time, Part-time, Job share

Reference number

203-SS1232

Job locations

Warwick Hospital

Lakin Road

Warwick

CV34 5BW

United Kingdom

Job description

Job responsibilities

DUTIES & RESPONSIBILITIES SUPPORT FUNCTION

To provide a full and comprehensive support to the senior pharmacy management members, including acting personally on their behalf, in conducting/initiating discussions with staff of all grades and external persons including patients and members of the public.

To facilitate, attend and support meetings as required by the senior pharmacy management members.

To plan and organise programmes of meetings for senior Pharmacy staff and other colleagues, within and external to the organisation. Ensures all staff are fully informed of plans and adjustments to plans.

To maintain appropriate filing systems, electronic wherever possible, for the senior pharmacy management members and for the wider Pharmacy Department, and arrangements for archiving of critical documents to fulfil statutory requirements such as all HR documentation and files in the department.

To manage other administrative and clerical staff employed within the Pharmacy Service, whilst allowing them autonomy to undertake their role..

To ensure that effective communication systems are in place and that administrative staff are briefed in a timely fashion about Trust developments.

To act as the first port of call for Medicines Management complaints and commendations, and for medication related Freedom of Information requests, managing and coordinating the work required to fulfil them.

Support in Complete termination letters and ensure all HR documentation is up-to-date and accurate

STAFF FUNCTION

To be responsible for and manage departmental systems for, the approval of all types of leave including annual leave, lieu time, carer leave, compassionate leave, study leave, Toil etc. and recording of sick leave, ensuring accurate, up-to-date records are kept. To ensure that any anticipated constraints on staff leave and lieu time are communicated to line managers.

To co-ordinate staff sickness absence reviews in absence of their managers Handles sensitive, complex or upsetting information.

To be responsible for the timely preparation of the monthly such as receiving calls related to sickness management, ensuring timely communication and coordination.

payroll document and for the checking, recording and submission of the weekly timesheets for temporary/ locum staff.

To support Chief pharmacist in maintaining overnight of the recruitment and selection of staff in department and supporting mangers in any recruitment support such as preparing advertisements, . To be responsible for ensuring and personally contributing to the provision of induction and training for new staff, locum staff, trainee staff, work experience students and volunteers in the department as well as Support in the exit processes such as termination letters and exit interview set up for management team.

To be responsible for accurate and up to date records of training and support collation of annual training plans for department for submission to L&D. .

To ensure all Pharmacy staff attend appropriate Health & Safety training and subsequent maintenance of records. To be the Pharmacy representative for Health & Safety. .

To ensure that staff queries regarding personnel matters are dealt with appropriately and referred to senior staff or other departments as necessary.

PROCESSES & PROCEDURES

To support senior managers in developing and implementing systems and processes to support the work for the Pharmaceutical Service.To participate in departmental and external audits and provide administrative support for all audit work undertaken by Pharmacy

To ensure collation, maintenance and timely review of departmental documentation that may be required for statutory inspection, or clinical governance purposes together with other departmental management data such as SOPs.

To ensure collation and timely dissemination of agenda and (clinically and commercially highly sensitive) documents for key Trust meetings such as the Trusts Drug & Therapeutics Committee meetings and ensure appropriate communication out of these committees such as timely updates of the Medicines Management web page.

To provide administrative support for the Pharmacy Senior Management Team as required.

To provide reports on a regular and ad hoc basis in an appropriate format, for the needs of the Pharmaceutical Services, the Finance Department, budget holders and senior Trust managers, To maintain and manage hard copy and/or electronic files of appropriate Trust policies and procedures relevant to Pharmacy and ensure the appropriate senior staff are aware of newly issued policies and procedures.

To maintain advanced IT skills for own work and in support of the Lead Technician for Digital services..

To ensure that the Pharmacy Service complies with Trust policies relating to Health and Safety including waste disposal, risk assessments, quarterly H & S inspections, manual handling, mandatory training, etc. and to ensure that the Pharmacy Service maintains appropriate H & S procedures and records, and that staff work within these procedures.

Job description Job responsibilities DUTIES & RESPONSIBILITIES SUPPORT FUNCTION To provide a full and comprehensive support to the senior pharmacy management members, including acting personally on their behalf, in conducting/initiating discussions with staff of all grades and external persons including patients and members of the public. To facilitate, attend and support meetings as required by the senior pharmacy management members. To plan and organise programmes of meetings for senior Pharmacy staff and other colleagues, within and external to the organisation. Ensures all staff are fully informed of plans and adjustments to plans. To maintain appropriate filing systems, electronic wherever possible, for the senior pharmacy management members and for the wider Pharmacy Department, and arrangements for archiving of critical documents to fulfil statutory requirements such as all HR documentation and files in the department. To manage other administrative and clerical staff employed within the Pharmacy Service, whilst allowing them autonomy to undertake their role.. To ensure that effective communication systems are in place and that administrative staff are briefed in a timely fashion about Trust developments. To act as the first port of call for Medicines Management complaints and commendations, and for medication related Freedom of Information requests, managing and coordinating the work required to fulfil them. Support in Complete termination letters and ensure all HR documentation is up-to-date and accurate STAFF FUNCTION To be responsible for and manage departmental systems for, the approval of all types of leave including annual leave, lieu time, carer leave, compassionate leave, study leave, Toil etc. and recording of sick leave, ensuring accurate, up-to-date records are kept. To ensure that any anticipated constraints on staff leave and lieu time are communicated to line managers. To co-ordinate staff sickness absence reviews in absence of their managers Handles sensitive, complex or upsetting information. To be responsible for the timely preparation of the monthly such as receiving calls related to sickness management, ensuring timely communication and coordination. payroll document and for the checking, recording and submission of the weekly timesheets for temporary/ locum staff. To support Chief pharmacist in maintaining overnight of the recruitment and selection of staff in department and supporting mangers in any recruitment support such as preparing advertisements, . To be responsible for ensuring and personally contributing to the provision of induction and training for new staff, locum staff, trainee staff, work experience students and volunteers in the department as well as Support in the exit processes such as termination letters and exit interview set up for management team. To be responsible for accurate and up to date records of training and support collation of annual training plans for department for submission to L&D. . To ensure all Pharmacy staff attend appropriate Health & Safety training and subsequent maintenance of records. To be the Pharmacy representative for Health & Safety. . To ensure that staff queries regarding personnel matters are dealt with appropriately and referred to senior staff or other departments as necessary. PROCESSES & PROCEDURES To support senior managers in developing and implementing systems and processes to support the work for the Pharmaceutical Service.To participate in departmental and external audits and provide administrative support for all audit work undertaken by Pharmacy To ensure collation, maintenance and timely review of departmental documentation that may be required for statutory inspection, or clinical governance purposes together with other departmental management data such as SOPs. To ensure collation and timely dissemination of agenda and (clinically and commercially highly sensitive) documents for key Trust meetings such as the Trusts Drug & Therapeutics Committee meetings and ensure appropriate communication out of these committees such as timely updates of the Medicines Management web page. To provide administrative support for the Pharmacy Senior Management Team as required. To provide reports on a regular and ad hoc basis in an appropriate format, for the needs of the Pharmaceutical Services, the Finance Department, budget holders and senior Trust managers, To maintain and manage hard copy and/or electronic files of appropriate Trust policies and procedures relevant to Pharmacy and ensure the appropriate senior staff are aware of newly issued policies and procedures. To maintain advanced IT skills for own work and in support of the Lead Technician for Digital services.. To ensure that the Pharmacy Service complies with Trust policies relating to Health and Safety including waste disposal, risk assessments, quarterly H & S inspections, manual handling, mandatory training, etc. and to ensure that the Pharmacy Service maintains appropriate H & S procedures and records, and that staff work within these procedures.

Person Specification

Qualifications

Essential

• Management qualification or equivalent experience
• RSA Grade II typing/word processing or equivalent
• Experience with all aspects for Microsoft programmes

Experience

Essential

• Significant senior experience in admin. management
• Significant experience of NHS or public sector working

Desirable

• Experience of working with drug names and medical/ pharmaceutical terminology
• Experience of computerised ordering/ invoicing systems

Skills

Essential

• In-depth working knowledge of computer software including but not limited to: - ? Word/Excel/Access/PowerPoint/MS Teams - email and electronic diary.
• Able to co-ordinate and prepare documents for meetings, take notes and follow up actions points
• Effective decision making skills
• Must be able to demonstrate an understanding of equal opportunities.
• Must be able to demonstrate an understanding of the need for confidentiality in all aspects of the work
• HR experience
• Managerial /supervisory skills
• Good organisational skills
• Good numeracy skills
• Ability to identify and assess important, urgent and confidential matters and deal with them confidentially
• Able to deal sympathetically and tactfully with patients/carers when necessary
• Assertiveness skills
• Able to prioritise heavy and changing work schedules and meet deadlines
• Excellent interpersonal skills
• Able to create a rapport

Personal Qualities

Essential

• A team worker
• Efficient and effective
• Demonstrates initiative
• Enthusiastic
• Attentive to detail
• Ability to meet deadlines and work under pressure
• Excellent written and verbal communication skills with the ability to liaise and
• Communicate clearly with a wide range of people from different sectors and at all levels of an organisation

Other

Essential

• Prepared to work flexibly to meet the demands of the post

Person Specification Qualifications Essential Management qualification or equivalent experience RSA Grade II typing/word processing or equivalent Experience with all aspects for Microsoft programmes Experience Essential Significant senior experience in admin. management Significant experience of NHS or public sector working Desirable Experience of working with drug names and medical/ pharmaceutical terminology Experience of computerised ordering/ invoicing systems Skills Essential In-depth working knowledge of computer software including but not limited to: - ? Word/Excel/Access/PowerPoint/MS Teams - email and electronic diary. Able to co-ordinate and prepare documents for meetings, take notes and follow up actions points Effective decision making skills Must be able to demonstrate an understanding of equal opportunities. Must be able to demonstrate an understanding of the need for confidentiality in all aspects of the work HR experience Managerial /supervisory skills Good organisational skills Good numeracy skills Ability to identify and assess important, urgent and confidential matters and deal with them confidentially Able to deal sympathetically and tactfully with patients/carers when necessary Assertiveness skills Able to prioritise heavy and changing work schedules and meet deadlines Excellent interpersonal skills Able to create a rapport Personal Qualities Essential A team worker Efficient and effective Demonstrates initiative Enthusiastic Attentive to detail Ability to meet deadlines and work under pressure Excellent written and verbal communication skills with the ability to liaise and Communicate clearly with a wide range of people from different sectors and at all levels of an organisation Other Essential Prepared to work flexibly to meet the demands of the post

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Additional information 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

South Warwickshire University NHS Foundation Trust

Address

Warwick Hospital

Lakin Road

Warwick

CV34 5BW

United Kingdom

Employer's website

https://www.swft.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

South Warwickshire University NHS Foundation Trust

Address

Warwick Hospital

Lakin Road

Warwick

CV34 5BW

United Kingdom

Employer's website

https://www.swft.nhs.uk/ (Opens in a new tab)