Medicines Homecare Co-ordinator

Cwm Taf Morgannwg University Health Board; Llantrisant; On-site; GBP 30,000 - 40,000; Full time

Job summary

A large health organization in Wales is seeking a Medicines Homecare Co-ordinator to support the Pharmacy Homecare Team. The role involves managing administrative functions, supervising team members, and ensuring efficient homecare service delivery. Candidates should possess strong organizational, communication, and IT skills, especially in Microsoft Excel. This position offers the opportunity to work within a supportive and innovative healthcare environment while serving the community effectively.

Benefits

Leading pension

Generous leave

Career growth opportunities

Access to ongoing learning and development

Qualifications

• Conscientious and adaptable individual with strong communication skills.
• Proficiency in advanced IT applications, particularly Excel.
• Ability to manage confidential information and meet tight deadlines.

Responsibilities

• Provide comprehensive administrative support to senior Pharmacy managers.
• Supervise the homecare administrative team and manage staff issues.
• Liaise with stakeholders to ensure smooth delivery of medicines homecare services.
• Manage patient data and produce reports using NHS systems.

Skills

Excellent interpersonal skills

Advanced Microsoft Excel skills

Data management

Problem-solving ability

Leadership skills

Organisational skills

Communication skills

Education

5 GCSE's / O levels or equivalent experience

NVQ 2 Pharmacy Services

Tools

Excel

NHS systems (e.g., Myrddin, DATIX)

Job description

Medicines Homecare Co-ordinator

The closing date is 30 December 2025.

We have an exciting new opportunity to join our expanding Pharmacy Homecare Team at the Royal Glamorgan Hospital.

We are looking for a conscientious and adaptable person with excellent interpersonal and communication skills to join the team. The department supports homecare activity across the Health Board, processing prescriptions and invoices relating to outsourced Homecare services that provide Pharmacy supplies direct to patients' homes.

The post holder will need to be highly motivated, have a flexible approach to work and possess excellent organisational skills. In addition, we are seeking someone who can embrace digital applications and bring strong IT capabilities to the team. You should be confident in using a range of software applications and demonstrate advanced skills in Microsoft Excel, data management, and reporting. Experience in data analysis and the ability to interpret and present information clearly will be highly valued.

The post holder will need to meet tight deadlines, manage confidential information and maintain high standards relating to administrative processes. The role requires a high degree of competence and discretion in all forms of liaising with other healthcare professionals.

Main duties of the job

Administration: Manage mail, calls, meetings, diaries, and correspondence.

Team Management: Supervise higher clerical officers, allocate work, handle grievances, appraisals, training, and recruitment.

Service Coordination: Liaise with internal/external stakeholders and third-party providers to ensure smooth patient services.

Problem Solving: Investigate issues (e.g., delays in payments, patient complaints) and propose solutions.

Data Management: Maintain databases, produce reports, manage prescription requests, and analyse data.

Financial Tasks: Manage and analyse financial spreadsheets.

Policy & Process: Implement and propose changes to policies; ensure compliance with confidentiality and governance standards.

Communication: Handle sensitive patient information, including cancer and sexual health cases; manage complaints and queries.

About us

Cwm Taf Morgannwg (CTM) University Health Board, part of NHS Wales, serves a large population across a diverse and beautiful region, steeped in history and heritage. With nearly 13,500 staff, our health board is one of Wales's largest employers.

Together, we are Team CTM; a workforce dedicated to offering excellent patient care and support to the 450,000 people across our three regions, Bridgend, Merthyr Tydfil, and Rhondda Cynon Taf. We operate three District General hospitals, several community hospitals, primary and community care facilities.

CTM's location offers the best of South Wales, just 20 minutes from Cardiff's vibrant city life, the natural beauty of the Brecon Beacons, and the serene coastline at Ogmore. Whether you enjoy lively urban amenities, peaceful countryside, or seaside escapes, our location makes an ideal setting for both work and personal life.

Our CTM 2030 Strategy—Our Health, Our Future—focuses on uniting our region around shared health and wellbeing goals. Our values guide us daily:

o We listen, learn, and improve

o We treat everyone with respect

o We work together as one team

CTM employees enjoy benefits including; a leading pension, generous leave, flexible work, career growth, and access to ongoing learning and development.

At CTM, you'll find a welcoming, team-oriented workplace that values diversity and compassion, where you can take pride in your work and the difference it makes.

Job responsibilities

Core Responsibilities

• Administrative Management:
  • Provide comprehensive administrative support to senior Pharmacy managers, including managing diaries, organising meetings and handling correspondence.
  • Maintain accurate records and filing systems (both electronic and paper-based) and ensure timely processing of mail, messages, and documentation.
• Act as day‑day manager for the homecare administrative team, allocating work, monitoring performance, and conducting appraisals.
• Handle first‑line HR issues such as grievances and disciplinary matters, and oversee staff recruitment, induction, and mandatory training compliance.
• Plan and adjust workloads to meet deadlines and service targets, ensuring continuity during staff absence.
• Service Coordination:
  • Liaise with internal stakeholders (clinical directors, consultants, pharmacy managers) and external providers to ensure smooth delivery of medicines homecare services.
  • Build and maintain strong relationships with third‑party providers, identifying and implementing process improvements to enhance service efficiency.
• Problem Solving and Issue Resolution:
  • Investigate and resolve operational issues such as delays in payments or patient complaints, escalating where necessary.
  • Manage patient/service queries sensitively, including those involving delays to treatment or missed deliveries, and report incidents via Datix.
• Data and Reporting:
  • Manage prescription requests and maintain accurate patient data using NHS systems (e.g., Myrddin, DATIX).
  • Produce reports, pivot tables, and spreadsheets to monitor patient numbers, service performance, and financial trends.
  • Analyse data to identify errors, trends, and areas for improvement.
• Policy and Governance:
  • Implement policies and procedures within the homecare service and propose changes where necessary.
  • Ensure compliance with confidentiality, data protection, and information governance standards, particularly when handling sensitive patient information.
• Communication and Relationship Management:
  • Communicate effectively with staff, patients, carers, and external stakeholders using a range of media.
  • Provide reassurance and support to patients and relatives, demonstrating empathy and tact in challenging situations.
• Event and Meeting Coordination:
  • Organise service reviews, multidisciplinary team (MDT) meetings, conferences, and training sessions.

Skills and Knowledge

• Specialist knowledge of medicines homecare processes and NHS systems.
• Advanced IT proficiency (Word, Excel, PowerPoint, Publisher) and ability to manage complex databases.
• Strong organisational, leadership, and problem‑solving skills, with the ability to work independently and under pressure.
• Excellent communication and negotiation skills, with a commitment to confidentiality and patient care.

Welsh Skills Desirable This post is advertised as Welsh Desirable. This doesnt mean essential; whilst the candidate doesn't need to have skills in Welsh, we'll consider it an advantage when short‑list‑ing and selecting candidates. This isnt fluency, just Speaking & Listening skills at Level 3 (equivalent to CEFR B2) or above. Level 3 means basic conversations with patients about their everyday health. For more information, see Welsh Language Guidance in the documents right at the bottom.

Qualifications

• 5 GCSE's / O levels or equivalent experience
• NVQ 2 Pharmacy Services

Experience

• Proven experience in a team leader or supervisory role
• Experience of working within the NHS or other public sector organisation

Skills

• Proficient IT Skills (ECDL or equivalent)
• Experience of working with and reporting from database and spreadsheet applications
• Welsh Language Speaking/Listening Skills at Level 3 or above

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.

Cwm Taf Morgannwg University Health Board