Pharmacy Administrator

Navigo Health and Social Care CIC; East Lindsey; On-site; GBP 9,000 - 13,000; Part time

Job summary

Navigo Health and Social Care CIC is seeking a Pharmacy Administrator to support the Pharmacy Team with efficient administrative services. The role focuses on confidential handling of information and organisation.

You will manage diaries, organise meetings, take minutes, maintain electronic records, and assist governance processes under the Lead Clinical Pharmacist. 15 hours weekly, Wednesday to Friday, hours to be agreed.

Qualifications

• Organised with keen eye for detail
• Excellent verbal and written communication
• Experience with Microsoft Office and records management

Responsibilities

• Provide efficient, confidential administrative support to the Lead Clinical Pharmacist and Pharmacy Team.
• Manage diary and Meeting coordination, including minute taking and distribution of papers.
• Maintain electronic records, databases and reports; support audit and governance activities.
• Answer internal and external enquiries and escalate complex issues as needed.

Job description

15 hours per week - Wednesday - Friday (hours to be agreed) An exciting opportunity has arisen for an organised and motivated Pharmacy Administrator to join our Pharmacy Team. In this role, you will play a key part in providing efficient administrative support and helping the team deliver high-quality services. We are looking for someone with excellent organisational skills, a keen eye for detail, and a positive, adaptable approach. If you enjoy working as part of a supportive team and are committed to delivering excellent administrative support, we would be delighted to hear from you. The Pharmacy Administrator will provide an efficient, accurate and confidential administrative service to the Lead Clinical Pharmacist and Pharmacy Team. The post holder will support the smooth running of pharmacy admin. Receive, record, process and distribute routine and non-routine information relating to pharmacy administration, including documents containing clinical and pharmaceutical terminology. Provide administrative support to the Lead Clinical Pharmacist and Pharmacy Team, including diary support, meeting co-ordination, minute taking at meetings, document preparation, audit support and maintenance of electronic records. Support the administration of pharmacy governance meetings, committees and medication-related policy processes under the direction of the Lead Clinical Pharmacist. Maintain accurate systems for pharmacy records, including prescription pad allocation, stock monitoring, distribution lists, action logs and relevant databases or spreadsheets. Act as a first point of administrative contact for internal and external pharmacy-related enquiries, resolving routine matters where appropriate and escalating queries outside agreed procedures.

COMMUNICATION

Monitor designated pharmacy email inboxes each working day, responding to routine enquiries within agreed administrative procedures and escalating clinical, medicines-related or governance queries to the Lead Clinical Pharmacist or Pharmacy Team. Communicate clearly and professionally with service users, carers, clinicians, managers, community services, external agencies and other stakeholders, ensuring messages are accurate, timely and appropriately recorded. Handle confidential and sensitive information in line with organisational policies, data protection requirements and information governance standards. Maintain regular communication with the Lead Clinical Pharmacist, including at least weekly contact to review current administrative priorities, outstanding actions, risks, issues and deadlines. Draft routine correspondence, responses and standard documents on behalf of the Pharmacy Team, seeking approval where required before circulation.

PLANNING AND ORGANISATION

Arrange pharmacy meetings, committees and forums, including room or online meeting set-up, calendar invites, agendas, papers, attendance records and distribution of documentation. Take accurate notes or minutes at pharmacy meetings, record decisions and actions, maintain action logs and follow up outstanding actions with the chair or action owner. Maintain circulation lists, distribution groups and contact lists for pharmacy meetings, forums and relevant communications. Prioritise own workload to meet agreed deadlines, seeking guidance where demands conflict or where issues require escalation. Support administrative preparation for audits, policy reviews, governance reports and other pharmacy-related workstreams as directed.

GENERAL ADMINISTRATIVE DUTIES

Maintain accurate electronic and paper records relating to pharmacy administration, ensuring information is filed, updated and retrievable in accordance with local procedures. Maintain databases and spreadsheets used by the Pharmacy Team, inputting and checking data accurately and escalating discrepancies or missing information. Produce, format and distribute correspondence, reports, presentations, meeting packs, action logs and other documents using Microsoft Office and relevant organisational systems. Support document control processes for medication-related policies, standard operating procedures and governance papers, including version control, circulation and approved storage locations. Ensure data entered or recorded by the post holder is relevant, accurate, complete and captured in a timely manner. Maintain accurate records of prescription pad allocation, receipt, issue and stock levels in accordance with organisational procedures. Arrange replenishment of prescription pad stock when required, escalating low stock, discrepancies, losses or governance concerns promptly to the Lead Clinical Pharmacist and Pharmacy Team. Support routine checks of pharmacy administrative stock and documentation, ensuring records are available for audit or governance review when requested.

WORKFORCE

Have input into training new team members on internal processes and procedures.

PERSONAL RESPONSIBILITIES

Complete and maintain mandatory training in line with organisational requirements, aiming to maintain personal compliance at or above the required organisational standard. Take responsibility for the quality, accuracy and timeliness of own work, seeking guidance where required. Work in accordance with Navigo values, code of conduct, policies, procedures and standards of professional behaviour. Maintain confidentiality at all times and comply with requirements relating to information governance, data protection, access to health records and records management. Comply with health and safety, fire safety, infection prevention and control, safeguarding, equality and diversity, business continuity, Mental Capacity Act and Deprivation of Liberty requirements relevant to the role. Participate in supervision, appraisal, personal development review and relevant training to support performance in the role.