Pharmacy Administrative Team Leader

Essex Partnership University NHS Foundation Trust; United Kingdom; On-site; GBP 32,000 - 42,000; Full time

Benefits offered by this job

27 days holiday plus bank holidays

Excellent pension up to 14.5% of pay

NHS discount offers

Season ticket loans

Staff discounts

Job summary

Essex Partnership University NHS Foundation Trust is recruiting a Pharmacy Administration Team Leader to oversee administrative services within the Pharmacy and Medicines Optimisation Department. The role leads a team, ensures efficient processes, manages procurement and workforce admin, and supports senior pharmacy leaders across EPUT sites.

You will coordinate meetings, take minutes, maintain records, and develop administrative procedures to improve service delivery.

Qualifications

• Experience supervising or managing staff.
• Strong organisational and workload management skills.
• Experience working in an administrative environment.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office applications (Word, Excel, Outlook, Teams, PowerPoint).
• Ability to meet deadlines and manage competing demands.
• GCSEs in English and Mathematics.
• NVQ Level 3 in Business Administration or equivalent.

Responsibilities

• Lead and coordinate the day-to-day activities of the pharmacy administration team.
• Provide line management, supervision, appraisal and development support to administrative staff.
• Manage administrative systems and processes to ensure smooth operations.
• Coordinate meetings, prepare agendas, record minutes and monitor actions.
• Support workforce administration, including rota coordination, recruitment administration and training records.
• Oversee financial and procurement administration processes, including invoice management and expenditure monitoring.
• Produce reports and performance information to support decisions.
• Act as a key point of contact for internal and external stakeholders.
• Support governance, audit and quality improvement activities.
• Develop and improve administrative procedures and service delivery.
• Provide cover for other team members and travel between sites.

Skills

Staff supervision

MS Office proficiency

Organisational skills

Communication skills

Prioritisation

Education

GCSE English & Maths

NVQ Level 3 in Business Administration

European Computer Driving Licence

Tools

Microsoft Office

Kelsius

EMIS

SystmOne

Tendable

ADIoS

HealthRoster

Job description

Essex Partnership University NHS Foundation Trust

Pharmacy Administrative Team Leader

The closing date is 22 November 2026

Are you an experienced administrator looking for a leadership opportunity within an NHS pharmacy service?

Essex Partnership University NHS Foundation Trust (EPUT) is seeking a motivated and organised Pharmacy Administration Team Leader to lead the delivery of administrative support across the Pharmacy and Medicines Optimisation Team.

You will provide day-to-day leadership to administrative staff, ensuring processes are efficient, deadlines are met and a high standard of service is delivered to colleagues and stakeholders.

The role includes medicines procurement administration, invoice processing, meeting and event coordination, workforce administration, minute taking, maintaining records and databases, and supporting senior pharmacy leaders. You will also help develop administrative processes and contribute to service improvements.

We are looking for someone with excellent organisational and communication skills who can manage competing priorities and support the development of others. Experience supervising staff and proficiency in Microsoft Office applications are essential. Experience within the NHS or a healthcare setting would be advantageous.

In return, you will join a supportive pharmacy team committed to continuous improvement and delivering high-quality services. Some travel between EPUT sites may be required.

Main duties of the job

The successful candidate will:

• Lead and coordinate the day-to-day activities of the pharmacy administration team.
• Provide line management, supervision, appraisal and development support to administrative staff.
• Manage administrative systems and processes to ensure the smooth running of departmental operations.
• Coordinate meetings, prepare agendas, record minutes and monitor actions arising.
• Support workforce administration, including rota coordination, recruitment administration and training records.
• Oversee financial and procurement administration processes, including invoice management and expenditure monitoring.
• Produce reports, spreadsheets and performance information to support operational and strategic decision-making.
• Act as a key point of contact for internal and external stakeholders, providing advice and resolving queries.
• Support governance, audit, compliance and quality improvement activities across the department.
• Contribute to the development and implementation of administrative procedures and service improvements.
• Provide administrative support to senior pharmacy leaders and assist with cross-cover arrangements when required.

About us

Valuing you. Recognising your dedication. At EPUT, we look after you.

• Receive supervision and support to help you fulfil your potential.
• Join an inclusive EPUT community and connect with others through engagement events and equality or champion networks.
• If you need help, we provide mental health and wellbeing services, occupational health advice and counselling.
• 27 days holiday, plus bank holidays, rising to 33 days after 10 years' service.
• Excellent pension of up to 14.5% of your pensionable pay.
• Staff discounts include Blue Light Card, NHS discount offers, and staff benefits.
• Season ticket loans are interest-free to cover the cost of travelling to and from work via tram, rail, or bus.

Job responsibilities

The Pharmacy Administration Team Leader will be responsible for the effective management and coordination of administrative services within the Pharmacy and Medicines Optimisation Department. The post holder will lead a team of administrative staff and ensure the provision of high-quality support to pharmacy leaders and the wider service.

Responsibilities include:

• Managing and prioritising administrative workloads across the team.
• Monitoring performance and ensuring service standards are achieved.
• Conducting regular supervision sessions, performance reviews and annual appraisals.
• Supporting staff recruitment, induction and ongoing development.
• Managing meeting administration, diary coordination and document management.
• Maintaining departmental records, databases and electronic information systems.
• Supporting medicines procurement and financial administration processes.
• Preparing reports and analysing information to support operational planning.
• Supporting departmental governance arrangements and audit activity.
• Developing and improving administrative processes to enhance efficiency and service delivery.
• Liaising with colleagues throughout the Trust as well as external organisations and suppliers.
• Ensuring compliance with Trust policies, information governance requirements and relevant legislation.
• Supporting senior pharmacy leaders with operational and strategic priorities.
• Providing cover for other members of the administration team when necessary.
• Travelling across Trust sites as required to support service delivery.

Person Specification Summary

We are looking for someone who can demonstrate:

Essential

• Experience of supervising or managing staff.
• Strong organisational and workload management skills.
• Experience working within an administrative environment.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office applications including Word, Excel, Outlook, Teams and PowerPoint.
• Ability to work independently, prioritise competing demands and meet deadlines.
• Attention to detail and a commitment to producing accurate work.
• GCSEs (or equivalent) in English and Mathematics.
• NVQ Level 3 in Business Administration or equivalent experience.

Desirable

• Knowledge of NHS systems and processes.
• Experience of HealthRoster or workforce systems.
• Experience working within healthcare or pharmacy services.
• ECDL qualification or equivalent IT qualification.

Person Specification

Education / Qualifications

• GCSE English & Maths or Essential Skills in Literacy and Numeracy
• NVQ or Equivalent in Business Administration
• European Computer Driving Licence

Knowledge

• Knowledge of Trust Service Standards and how they relate to own role
• Microsoft Suite (i.e. Excel, Power point, Word, Outlook, Teams, Co-Pilot).
• Knowledge and understanding of administration processes, systems and database
• Knowledge of Minute / Note Taking
• Knowledge of Trust policies and procedures
• Knowledge of HealthRoster
• Knowledge of NHS / Pharmacy Systems (Kelsius, EMIS, SystmOne, Tendable, ADIoS)

Skills / Experience

• Supervision and management of staff
• Providing advice and training for new staff when required
• Problem solving
• Development of own administrative procedures
• Producing accurate and concise work
• Communicating clearly, concisely and confidently, using language and manner appropriate to audience, avoiding jargon via multiple platforms
• Data management and input
• Ability to meet deadlines and manage time effectively
• Managing and prioritising workload with a systematic approach
• Planning ahead ensuring deadlines are met
• Experience of carrying out appraisals and 1-2-1s

Additional Requirements

• Current Driving Licence and able to travel across sites and to attend meetings etc.

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.

Address

Units E & F Chelford Court, EPUT Pharmacy