Administration Secretary (Pharmacy)

Walsall Council; Walsall; On-site; GBP 22,000 - 28,000; Full time

Job summary

A local government authority in Walsall is seeking an Administrative Support Officer to provide essential administrative assistance to the Pharmacy Department. Responsibilities include minute-taking, managing communications, and supporting senior staff. This role requires excellent organisational skills and professionalism to ensure smooth departmental operations within the healthcare setting.

Benefits

Flexible Working Arrangements

Commitment to training and staff development

Qualifications

• Experience in administrative roles providing support in healthcare settings.
• Excellent typing and minute-taking skills.
• Ability to handle sensitive information with confidentiality.

Responsibilities

• Provide administrative support to the Pharmacy Department.
• Take and type minutes at meetings, organise agendas.
• Manage diary commitments for the clinical team.

Skills

Organisational skills

Discretion

Professionalism

Communication skills

Job description

Overview

The Administrative Support Officer provides vital administrative assistance to the Pharmacy Department, ensuring efficient coordination of meetings, communications, and departmental processes. Responsibilities include minute‑taking, diary and visitor management, recruitment support, record‑keeping, and financial administration. The role also involves liaising with internal teams and external stakeholders, maintaining office supplies, and supporting senior pharmacy staff. A high level of organisation, discretion, and professionalism is essential to ensure smooth departmental operations.

Responsibilities

• Provide a comprehensive word‑processing service to the pharmacy team, including taking and typing minutes at meetings, organising agendas and action logs.
• Answer the telephone promptly and politely, calling patients and staff where appropriate, using tact, discretion and empathy in all situations.
• Manage the phone for staff sickness and queries.
• Exercise judgement when dealing with enquiries from patients, staff or external stakeholders, analysing information to resolve issues, arrange meetings, and manage diary commitments for the clinical team.
• Support new or junior staff as required, demonstrating duties to new starters and less experienced staff.
• Ensure the non‑technical maintenance of the department via Estates and liaise with Estates for technical maintenance work within the department.
• Ensure distribution of Trust Policies and Procedures within the department.
• Maintain records of departmental Pharmacy key holders.
• Provide administrative support to the chief pharmacist and other senior managers in the pharmacy department.
• Identify the need for diary appointments for external Pharmaceutical Companies, receive them as visitors to the department, organise appointments, and receive visitors for meetings.

About the Trust

Walsall Hospitals NHS Trust is one of the largest employers in the local area with over 3,000 staff. The Trust supports Flexible Working Arrangements and Race Equality. We have a commitment to education, training and staff development. The hospital has completed a £170 million redevelopment bringing first‑class facilities and a multi‑professional education centre.

Our Values

We are looking for an exceptional candidate who encompasses our Trust values of compassion, respect, teamwork and professionalism. The successful candidate must be able to demonstrate our values.