Senior Pharmacy Administrator

NHS; Haywards Heath; On-site; GBP 26,000 - 30,000; Full time

Job summary

A leading NHS Trust seeks a senior Pharmacy Administrator to provide essential administrative support across two hospitals. The role involves managing meeting agendas and ensuring compliance with governance protocols while fostering a supportive environment for colleagues. Ideal candidates will have significant administration experience and excellent communication skills, ready to contribute to a dedicated healthcare team.

Benefits

Flexible working

Access to Wellbeing Programme

Qualifications

• Minimum of 5 years' experience in Administration.
• Computer literate in Word, Excel and PowerPoint.
• Evidence of undertaking own development to improve skills.

Responsibilities

• Provide administrative support to the Pharmacy Lead Administrator and the Pharmacy Department.
• Prepare meeting agendas and transcribe minutes for the Medicines Governance Committee and other groups.
• Assist in maintaining the HealthRoster system and managing department records.

Skills

Excellent communication

Organisational skills

Attention to detail

Minute taking and transcribing

Education

English GCSE or equivalent

Maths GCSE or equivalent

NVQ Level 3 or equivalent level of competency

Keyboard skills to RSA Level 3 or equivalent

Tools

Microsoft Office

Job description

Job summary

We are looking for a proactive and enthusiastic senior Pharmacy Administrator for the Pharmacy Department at the Royal Sussex County hospital and Princess Royal hospital.

The successful candidate will be an experienced administrator with excellent communication and organisational skills and ability to work autonomously and to a high degree of accuracy under pressure.

The successful candidate will provide administration support to the Trust-wide Medicines Governance Committee, Pharm@Sea Contract Management Group, the Senior Pharmacy Management team, and the Pharmacy Department across both hospitals and will be required to work cross-site at Brighton and Haywards heath.

Main duties of the job

To provide administration support to the Pharmacy Department cross-site at the Royal Sussex County Hospital (RSCH) and Princess Royal Hospital (PRH).

Provide support to the Pharmacy Admin Lead and to the wider Pharmacy team.

Provide meetings management support to Medicines Governance Committee, Pharm@Sea Contract Management Group, Pharmacy Operational Meeting and Pharmacy Local Faculty Group.

Provide administration support to the Pharmacy Education and Training team.

Management of HealthRoster system for RSCH and PRH.

About us

At UHSussex, diversity is our strength, and we want you to feel included to help us always put the Patient First. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of Staff Networks to help break down barriers, and can offer a buddy to help new members settle in. We're proud to be a Disability Confident Employer (Level 2) and a Veteran Aware Trust.

We treat our patients and staff with the same compassion and empathy we expect for ourselves. We're here for them when they need us, and we go above and beyond to meet their needs. This can be seen in ourWellbeing Programme for staff which is extensive and designed to support you when you need it, including where possible, flexible working to support work life balance - because we know that to look after others we must first look after ourselves.

As a university trust and a leader in healthcare research, we value learning, teaching and training so that we can be the best that we can be. From the moment you start with us and throughout your career we will help you to grow and develop. We hope that in choosing UHSussex you are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that you do.

We look forward to receiving your application and the start of your journey with UHSussex.

Candidate Information Pack: https://www.uhsussex.nhs.uk/resources/candidate-information-pack/

Details Date posted

29 May 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£26,530 to £29,114 a year per annum pro rata

Contract

Permanent

Working pattern

Part-time, Job share, Flexible working, Compressed hours

Reference number

279-7243099-MAY25

Job locations

Princess Royal Hospital/Royal Sussex County Hospital

Lewes Road

Haywards Heath

RH16 4EX

Job description Job responsibilities

Provide administrative support to the Pharmacy Lead Administrator and the wider Pharmacy department.

Provide support to the Trust Medicines Governance Committee and Pharm@Sea Contract Management Group by preparing meeting agendas and circulate meeting details including minute taking and transcribing.

Confirm submission approvals post-meeting and follow up on conditions of approval.

Support the Medicines Governance Technician with action log follow-ups.

Provide administrative support to the Education and Training team.

Support Pharmacy Operational and dispensary stand-up meetings, including minute-taking and action follow-ups.

Provide secretarial support to senior team members, producing quality documentation and reports using Microsoft software.

Create and maintain spreadsheets for the department.

Assist the Pharmacy Lead Administrator in maintaining the HealthRoster system by recording weekend working hours, assigning overtime, adding annual leave and monitoring sickness absence in preparation for month-end payroll.

Ensure staff records and HealthRoster contain accurate information.

Create, process and finalise bank shifts for temporary staff on HealthRoster in a timely manner.

Monitor and maintain stationery supplies, process invoices, and manage PO numbers using the I-proc oracle system.

Maintain health and safety standards, reporting incidents on the Datix system.

Assist the Dispensary team with archiving tasks and maintaining accurate records.

Provide induction training for new staff, including administrative set-up.

Maintain and update Pharmacy policy and procedure production and SOPs.

Assist the Development and Improvement Team Lead rota preparation.

Provide cover for the Pharmacy Admin Lead to ensure smooth service operation.

Travel between Royal Sussex County Hospital and Princess Royal Hospital sites as needed.

Job description Job responsibilities

Provide administrative support to the Pharmacy Lead Administrator and the wider Pharmacy department.

Provide support to the Trust Medicines Governance Committee and Pharm@Sea Contract Management Group by preparing meeting agendas and circulate meeting details including minute taking and transcribing.

Confirm submission approvals post-meeting and follow up on conditions of approval.

Support the Medicines Governance Technician with action log follow-ups.

Provide administrative support to the Education and Training team.

Support Pharmacy Operational and dispensary stand-up meetings, including minute-taking and action follow-ups.

Provide secretarial support to senior team members, producing quality documentation and reports using Microsoft software.

Create and maintain spreadsheets for the department.

Assist the Pharmacy Lead Administrator in maintaining the HealthRoster system by recording weekend working hours, assigning overtime, adding annual leave and monitoring sickness absence in preparation for month-end payroll.

Ensure staff records and HealthRoster contain accurate information.

Create, process and finalise bank shifts for temporary staff on HealthRoster in a timely manner.

Monitor and maintain stationery supplies, process invoices, and manage PO numbers using the I-proc oracle system.

Maintain health and safety standards, reporting incidents on the Datix system.

Assist the Dispensary team with archiving tasks and maintaining accurate records.

Provide induction training for new staff, including administrative set-up.

Maintain and update Pharmacy policy and procedure production and SOPs.

Assist the Development and Improvement Team Lead rota preparation.

Provide cover for the Pharmacy Admin Lead to ensure smooth service operation.

Travel between Royal Sussex County Hospital and Princess Royal Hospital sites as needed.

Person Specification Experience/Qualification Essential

• English GCSE or equivalent
• Maths GCSE or equivalent
• NVQ Level 3 or equivalent level of competency
• Keyboard skills to RSA Level 3 or equivalent
• A minimum of 5 years' experience in Administration
• A minimum of 5 years' experience in using Microsoft office

Desirable

• Experience of working in a hospital environment.
• Recognised IT qualification e.g. ECDL or equivalent

Skills Essential

• Evidence of having undertaken own development to improve skills
• Minute taking and transcribing skills
• Excellent IT skills and knowledge
• Good level of literacy and numerical skills
• Ability to demonstrate attention to detail
• Ability to communicate well
• Good organisational skills
• Good people management skills

Desirable

• Experience in using payroll system
• Experience in using I-proc oracle system

Specific Requirements Essential

• Computer literate in Word, Excel and Powerpoint

Desirable

• Ability to work cross-site on a weekly basis

Equality, Diversity & Inclusion Essential

• Evidence of having undertaken own development to improve understanding of equalities issues
• Evidence of having championed diversity in previous roles (as appropriate to role).

Person Specification Experience/Qualification Essential

• English GCSE or equivalent
• Maths GCSE or equivalent
• NVQ Level 3 or equivalent level of competency
• Keyboard skills to RSA Level 3 or equivalent
• A minimum of 5 years' experience in Administration
• A minimum of 5 years' experience in using Microsoft office

Desirable

• Experience of working in a hospital environment.
• Recognised IT qualification e.g. ECDL or equivalent

Skills Essential

• Evidence of having undertaken own development to improve skills
• Minute taking and transcribing skills
• Excellent IT skills and knowledge
• Good level of literacy and numerical skills
• Ability to demonstrate attention to detail
• Ability to communicate well
• Good organisational skills
• Good people management skills

Desirable

• Experience in using payroll system
• Experience in using I-proc oracle system

Specific Requirements Essential

• Computer literate in Word, Excel and Powerpoint

Desirable

• Ability to work cross-site on a weekly basis

Equality, Diversity & Inclusion Essential

• Evidence of having undertaken own development to improve understanding of equalities issues
• Evidence of having championed diversity in previous roles (as appropriate to role).

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.

Employer details Employer name

University Hospitals Sussex NHS Foundation Trust (279)

Address

Princess Royal Hospital/Royal Sussex County Hospital

Lewes Road

Haywards Heath

RH16 4EX

Employer's website

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

Employer details Employer name

University Hospitals Sussex NHS Foundation Trust (279)

Address

Princess Royal Hospital/Royal Sussex County Hospital

Lewes Road

Haywards Heath

RH16 4EX

Employer's website

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