Assistant Service Manager - Pharmacy

Oxford University Hospitals NHS Foundation Trust; Oxford; On-site; GBP 32,000 - 42,000; Full time

Job summary

Oxford University Hospitals NHS Foundation Trust is seeking a role within the CSS Directorate focused on operational management and project delivery across pharmacy services. The post holder will lead rostering processes, coordinate staffing, and provide line management to administrative staff while supporting senior pharmacy managers with performance reporting and quality improvement.

You will collate monthly activity and workforce data, maintain electronic records, support governance and risk

Qualifications

• Demonstrable NHS experience
• Clear understanding of NHS access standards and data quality requirements
• Evidence of strong organisational skills, ability to prioritise and manage competing deadlines
• Experience supervising or line managing administrative staff
• In depth knowledge of RTT pathways/ access targets including national cancer targets
• Ability to effectively deliver and embed change processes
• Cerner Millennium / PTL experience

Responsibilities

• Support the delivery of pharmacy operational objectives, KPIs and performance reporting.
• Collate, analyse and present monthly activity, workforce and service performance information.
• Identify operational issues, delays or risks and escalate appropriately.
• Support service improvement, audit, research, business case development and project delivery.
• Oversee the Pharmacy Administration Team and provide line management to the Senior Administrator.
• Maintain e-Roster and staffing coverage and monitor overtime and agency usage.
• Coordinate project board meetings and provide agenda support and action tracking.

Skills

NHS experience

Data quality understanding

Organisational skills

People management

RTT knowledge

Change management

Cerner Millennium/PTL

Job description

About the role

This post sits within the CSS Directorate and has a primary focus on Directorate-wide operational management and project delivery. The role is pivotal in ensuring the successful implementation of a number of key pharmacy projects and programmes, supporting service improvement, efficiency, and the achievement of strategic objectives. The post holder will also lead and coordinate pharmacy rostering processes, ensuring that rotas are effectively managed, with staffing gaps and emerging issues identified and escalated promptly to senior pharmacy managers. They will work closely with operational and clinical leads to support the timely filling of vacant shifts and maintain safe service provision. In addition, the post holder will have delegated line management responsibility for administrative staff, providing leadership, supervision, and support to ensure the consistent delivery of high-quality administrative and operational services across the Directorate. Provide operational & business support to Senior Pharmacy Managers. Support delivery of pharmacy objectives, KPIs, performance reporting & quality improvement work. Collate, analyse/present monthly activity, workforce & performance data. Maintain rotas, ensuring cover is in place. Oversee overtime, bank & agency usage and support monthly workforce monitoring. line manage the Pharmacy Senior Administrator and oversee the wider Pharmacy Admin Team. Support recruitment, induction and onboarding of staff. Apply Trust HR policies as necessary. Review, develop and improve admin systems, processes, SOPs and working practices. Maintain electronic filing systems, databases and SharePoint records, ensuring information is accessible and compliant. Provide research, audit and project support, including data searches, preliminary reports and support for business cases. Coordinate Pharmacy Project Board meetings, including agenda support, action tracking and circulation of notes. Support service improvement projects and contribute to pharmacy operational planning. Ensure clinic activity is captured, coded and reported appropriately. Retrieve and present complaints and contract-related data, including Baxter contract information, for management review. Attend/support relevant meetings, including Baxter, health & safety, divisional and Trust-wide meetings. Support health & safety compliance, including monthly workplace assessments and follow-up actions. 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.

Operational and Performance Management

Support the delivery of pharmacy operational objectives, KPIs and performance reporting. Collate, analyse and present monthly activity, workforce and service performance information. Identify operational issues, delays or risks and escalate appropriately. Support service improvement, audit, research, business case development and project delivery.

Administrative Service Management

Oversee the delivery of effective administrative support across pharmacy services. Review and improve administrative systems, processes, SOPs and working practices. Maintain accurate electronic systems, records, databases and SharePoint filing structures. Ensure clinic activity is captured, coded and reported accurately.

Line Management and Workforce Support

Provide line management to the Pharmacy Senior Administrator and oversight of the wider Pharmacy Administration Team. Manage workload allocation, supervision, 1:1s, appraisals, training and development. Support recruitment, induction, onboarding and retention of administrative staff. Apply Trust HR policies relating to sickness absence, return-to-work meetings, conduct, capability and performance.

Rota, Staffing and Resource Management

Maintain e-Roster and the Directorate Bronze rota. Ensure planned leave and staffing requirements are covered appropriately. Monitor overtime, bank and agency usage and support monthly workforce reporting. Coordinate administrative office cover and escalate risks associated with staffing gaps.

Governance, Quality and Compliance

Support health and safety compliance, including monthly workplace assessments and follow-up of actions. Retrieve and present complaints and contract-related data, including Baxter contract information. Attend relevant governance, data quality, health and safety, divisional and Trust-wide meetings. Ensure administrative processes comply with Trust policies, information governance and data quality requirements.

Project and Meeting Support

Coordinate Pharmacy Project Board meetings, including agendas, action tracking and circulation of notes. Provide project support to Senior Pharmacy Managers, including preparing information, arranging meetings and monitoring actions. Contribute to service development projects such as clinic re-profiling, digital systems and process improvement.

Communication and Professional Responsibilities

Act as a professional point of contact for pharmacy administrative matters. Communicate effectively with clinical, operational, administrative and external stakeholders. Represent Pharmacy services at relevant meetings. Maintain confidentiality and uphold Trust values and standards of conduct.

Qualifications and Experience

• Demonstrable 3 NHS experience
• Clear understanding of NHS access standards and data quality requirements
• Evidence of strong organisational skills, ability to prioritise and manage competing deadlines
• Experience supervising or line managing administrative staff
• In depth knowledge of RTT pathways/ access targets including national cancer targets
• Ability to effectively deliver and embed change processes
• Cerner Milenium / PTL experience

Desirable Criteria

• Experienced Optima User
• 3 years NHS Experience
• Knowledge of information governance, risk management and incident processes
• Knowledge or Trust Policies and Procedures

About the Trust

Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research. The Trust comprises of four hospitals – the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury.

Our Values

Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call this Delivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence. These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family.

Commitment to Safety

In 2023 NHS England launched its first sexual safety charter, and our Trust proudly signed it. We pledge zero tolerance for inappropriate sexual behaviour and commit to the ten core principles. Oxford University Hospitals promotes a safe, respectful hiring environment. If you want to make a difference with us, come and join our team. Together, we will uphold the highest standards of care and professionalism.