PA to Chief Pharmacist

NHS; Liverpool; Hybrid; GBP 26,000 - 30,000; Full time

Job summary

An exciting opportunity exists for an enthusiastic and proactive Personal Assistant to join the NHS Business Admin Team. You will support the Chief Pharmacist in managing their business functions, enhancing your administration skills in a dynamic healthcare environment, while enjoying flexible working arrangements.

Qualifications

• Extensive experience as a Personal Assistant at a senior level.
• Proven track record in administrative systems.
• Ability to engage effectively with executives and stakeholders.

Responsibilities

• Provide PA support to the Chief Pharmacist, including diary management and correspondence.
• Manage incoming and outgoing communications.
• Organize meetings, events, and produce presentations as required.

Skills

Organisational Skills

Communication Skills

Problem Solving

Education

NVQ3 or RSA3 in secretarial procedures

IAM Level 3 Certificate in Professional PA

Tools

Microsoft Office

Job description

Job summary

We are looking for an enthusiastic, proactive and motivated individual to join our Business Admin Team, as the Personal Assistant to the Chief Pharmacist.

Applicants will need to be able to demonstrate excellent organisation and communication skills, be able to work efficiently, have a proven track record of delivering accurate information in a timely manner and be able to prioritise their own workload, in a fast paced environment

The post holder will provide comprehensive day-to-day management of the Chief Pharmacist's business which will include communicating complex administrative information, organising and prioritising of own workload to meet tight deadlines, utilising Microsoft Office skills, diary and mailbox management. The successful applicant will demonstrate proven experience of working as a Personal Assistant as well as excellent communication, planning and organisational skills. Applicants will need to have a good knowledge of Microsoft packages and possess confident minute taking skills. We offer hybrid working between home and base and as our clinical services are geographically dispersed across the footprint of the Trust so there will be occasions when you will be required to travel to other sites. We are committed to the personal development of all of our staff - and training will be provided were needed. So come and join a team that values collaboration, support and mutual respect.

Part time hours can be considered.

Main duties of the job

o To provide Personal Assistant support to the Chief Pharmacist to enable efficientand effective discharge of their roles and responsibilities.o To set up and manage databases as appropriate to support them in themanagement of the business in the Medicines Management Team.o To liaise with a wide range of people and agencies, both internally and externallyon their behalf, ensuring that a professional image is maintained, and thaturgent business is dealt with appropriately.o The post holder will form part of the Business Admin function within for the Medicines Management Team and will provide comprehensive administrative support to the Chief Pharmacist.o Therefore, there will be a requirement to provide cover arrangements forcolleagues during periods of absence and increased activity.o In collaboration with the other administration support ensure that the admin for the Chief Pharmacist is covered between the hours of 0830 - 1700 hours.

Flexibility will be required on occasion to accommodate the needs of thebusiness

About us

Mersey Care is one of the largest trusts providing physical health and mental health services in the North West, serving more than 1.4 million people across our region and are also commissioned for services that cover the North West, North Wales and the Midlands.

We offer specialist inpatient and community services that support physical and mental health and specialist inpatient mental health, learning disability, addiction and brain injury services. Mersey Care is one of only three trusts in the UK that offer high secure mental health facilities.

At the heart of all we do is our commitment to 'perfect care' - care that is safe, effective, positively experienced, timely, equitable and efficient. We support our staff to do the best job they can and work alongside service users, their families, and carers to design and develop future services together. We're currently delivering a programme of organisational and service transformation to significantly improve the quality of the services we provide and safely reduce cost as we do so.

Flexible working requests will be considered for all roles.

Details Date posted

06 June 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£26,530 to £29,114 a year per annum

Contract

Permanent

Working pattern

Full-time, Part-time, Flexible working

Reference number

350-TWS7211948-A

Job locations

Medicines Management Department

Maghull Health Park

Liverpool

L31 1HW

Job description Job responsibilities

To undertake the operational and administrative functions this will include:

1. Provide comprehensive PA support to the Chief Pharmacist including word processing documents, correspondence, reports as required for the assisting them with the processing of documents that she/he produces filing,photocopying and the composition of letters.2. Provide a full diary management service - booking meetings organising travel and preparing complex travel itineraries.3. Being first contact for the Chief Pharmacist and taking autonomous action asappropriate.4. Manage all incoming and outgoing mail, ensuring that urgent correspondence andmessages are given priority.5. Produce PowerPoint presentations and overheads for presentations.6. Update and maintain mailing for distributing information and contact details.7. Maintain an effective and secure filing system.8. Set up and maintain an effective bring forward system.9. Take responsibility for tasks that are delegated and ensure information and/or replies requested are pursued and received within the appropriate timescales. This will entail a good understanding of the work of the Chief Pharmacist and the ability to foster good working relationships with staff internal and external to the Trust.10. Maintain knowledge of NHS developments/initiatives both locally and nationally and Trust policies and procedures.11. Organise and prepare meetings and agendas.12. Planning, organising and managing events including Team Events, Away Days and External Events.13. Take minutes as required, liaising with the Chief Pharmacist to ensure deadlines for producing and circulating papers and minutes are agreed and met.14. Arrange specific events and hospitality as required, e.g., conferences, seminars and workshops

Please refer to Job Description for more information.

Job description Job responsibilities

To undertake the operational and administrative functions this will include:

1. Provide comprehensive PA support to the Chief Pharmacist including word processing documents, correspondence, reports as required for the assisting them with the processing of documents that she/he produces filing,photocopying and the composition of letters.2. Provide a full diary management service - booking meetings organising travel and preparing complex travel itineraries.3. Being first contact for the Chief Pharmacist and taking autonomous action asappropriate.4. Manage all incoming and outgoing mail, ensuring that urgent correspondence andmessages are given priority.5. Produce PowerPoint presentations and overheads for presentations.6. Update and maintain mailing for distributing information and contact details.7. Maintain an effective and secure filing system.8. Set up and maintain an effective bring forward system.9. Take responsibility for tasks that are delegated and ensure information and/or replies requested are pursued and received within the appropriate timescales. This will entail a good understanding of the work of the Chief Pharmacist and the ability to foster good working relationships with staff internal and external to the Trust.10. Maintain knowledge of NHS developments/initiatives both locally and nationally and Trust policies and procedures.11. Organise and prepare meetings and agendas.12. Planning, organising and managing events including Team Events, Away Days and External Events.13. Take minutes as required, liaising with the Chief Pharmacist to ensure deadlines for producing and circulating papers and minutes are agreed and met.14. Arrange specific events and hospitality as required, e.g., conferences, seminars and workshops

Please refer to Job Description for more information.

Person Specification Qualifications Essential

• Knowledge of full range of secretarial procedures, software programmes, specialised functional terms acquired through NVQ3, RSA3 or equivalent, plus relevant practical experience

Desirable

• IAM Level 3 Certificate in Professional PA and Administration Skills or equivalent experience.

Knowledge/Experience Essential

• Extensive experience at senior Personal Assistant level
• Excellent knowledge of windows application
• Proven administrative systems experience.
• Experience of Microsoft Office
• Detailed knowledge of Trust policies and procedure
• Effective communication skills - both written and verbal
• Ability to act on own initiative
• Minute taking and dictation skill and experience
• Ability to defuse difficult situations with tact and discretion
• Able to work and communicate effectively with Executive and Non-Executive Directors, and other key internal and external stakeholders
• Proven ability to take initiative and deal with issues in the absence of the Chief Pharmacist Ability to interpret and present information
• Customer focused

Values Essential

• Continuous Improvement
• Accountability
• Respectfulness
• Enthusiasm
• Support
• High professional standards
• Responsive to service users
• Engaging leadership style
• Strong customer service belief
• Transparency and honesty
• Discreet
• Change oriented

Skills Essential

• Effective problem solving, logical troubleshooting and analytical skills.
• Ability to work unsupervised and able to manage own time and workload.
• Excellent organisational skills and ability to react to changing requirements positively
• Significant experience working at a similar level with proven administration skill.
• Evidence of servicing meetings and maintaining electronic diaries
• Ability to work under pressure

Person Specification Qualifications Essential

• Knowledge of full range of secretarial procedures, software programmes, specialised functional terms acquired through NVQ3, RSA3 or equivalent, plus relevant practical experience

Desirable

• IAM Level 3 Certificate in Professional PA and Administration Skills or equivalent experience.

Knowledge/Experience Essential

• Extensive experience at senior Personal Assistant level
• Excellent knowledge of windows application
• Proven administrative systems experience.
• Experience of Microsoft Office
• Detailed knowledge of Trust policies and procedure
• Effective communication skills - both written and verbal
• Ability to act on own initiative
• Minute taking and dictation skill and experience
• Ability to defuse difficult situations with tact and discretion
• Able to work and communicate effectively with Executive and Non-Executive Directors, and other key internal and external stakeholders
• Proven ability to take initiative and deal with issues in the absence of the Chief Pharmacist Ability to interpret and present information
• Customer focused

Values Essential

• Continuous Improvement
• Accountability
• Respectfulness
• Enthusiasm
• Support
• High professional standards
• Responsive to service users
• Engaging leadership style
• Strong customer service belief
• Transparency and honesty
• Discreet
• Change oriented

Skills Essential

• Effective problem solving, logical troubleshooting and analytical skills.
• Ability to work unsupervised and able to manage own time and workload.
• Excellent organisational skills and ability to react to changing requirements positively
• Significant experience working at a similar level with proven administration skill.
• Evidence of servicing meetings and maintaining electronic diaries
• Ability to work under pressure

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

Mersey Care NHS Foundation Trust

Address

Medicines Management Department

Maghull Health Park

Liverpool

L31 1HW

Employer's website

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

Employer details Employer name

Mersey Care NHS Foundation Trust

Address

Medicines Management Department

Maghull Health Park

Liverpool

L31 1HW

Employer's website

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