Pharmacy Team Administrator

Millcroft Medical Centre; City of Edinburgh; On-site; GBP 21,000 - 25,000; Full time

Job summary

Millcroft Medical Centre in Crewe is seeking a Pharmacy Team Administrator to join our busy practice. You will manage the accurate and timely processing of prescription requests and liaise with patients, GPs and pharmacies to ensure safe, efficient service.

Working with Clinical Pharmacists and Pharmacy Technicians, you will support medicines optimisation, prescribing audits, patient safety initiatives and high-risk monitoring, while maintaining EMIS Web records and confidentiality.

Qualifications

• GCSE English and Maths or equivalent.
• Experience in healthcare or customer-facing environment preferred.
• Excellent verbal and written communication skills.
• Strong IT skills and ability to learn new systems.
• Professional telephone manner and ability to work independently.

Responsibilities

• Process repeat and acute prescription requests within practice protocols.
• Manage prescription queries and liaise with patients, pharmacies and healthcare professionals.
• Coordinate medication reviews, monitoring requirements and appointment bookings.
• Provide administrative support to the Pharmacy Team and assist with prescribing audits.

Skills

Communication skills

IT skills

Organisational skills

Time management

Problem solving

Education

GCSE English and Maths

Tools

EMIS Web

Microsoft Office

Outlook

EPS

eRD

Job description

To be responsible for the accurate and timely processing of prescription requests, including electronic, online and paper requests, ensuring effective communication with patients and relevant healthcare professionals. The post-holder will also support the Pharmacist Team with medicines optimisation, prescribing audits, medication monitoring and other administrative duties in line with the team's responsibilities. Additional duties will include managing appointment bookings for the Pharmacy Team, coordinating patient reviews and supporting the wider multidisciplinary team to ensure the efficient delivery of services and achievement of practice objectives.

Main duties of the job

Lead and support the prescription team, ensuring efficient processes, training and workload management.

Process repeat and acute prescription requests accurately within practice timescales.

Manage prescription queries, patient enquiries and complaints, escalating clinical concerns appropriately.

Coordinate medication reviews, monitoring requirements and appointment bookings in line with practice protocols.

Support the Pharmacy Team with prescribing audits, medicines optimisation, medication safety and QOF targets.

Identify patients requiring high-risk medication monitoring, including DMARDs, and arrange appropriate follow-up.

Promote electronic repeat dispensing, medication synchronisation and reduced medicines waste.

Maintain accurate patient records, EMIS coding, searches and prescription documentation.

Liaise with GPs, pharmacists, district nurses, pharmacies and other healthcare professionals.

Support shared care arrangements, ensuring relevant documentation is in place and escalating gaps.

Assist with developing and implementing prescribing policies and procedures.

Maintain prescription stationery, confidentiality and a safe, organised working environment.

Undertake additional duties appropriate to the role and service needs.

About us

We are a growing practice with a population of over 32,500 patients working within a purpose-built building in Crewe, Cheshire.

We are an Emis-Web, Docman, Accurx, paper light practice. We are a friendly, open and transparent practice whose goal is to provide the highest standards of health care to our patients through a team approach. We are an innovative practice with high achievements in the local and national targets.

Our current team has a full complement of allied health care professionals including, 7 GP partners, salaried GP's, Advanced Clinical Practitioners, Nurse Practitioners, Practice Nurses, Nurse Associate, Health Care Assistants, Paramedics, SPLW's, First Contact Practitioners, Pharmacists, Pharmacy Technicians, Business Manager, Practice Manager and a complement of highly skilled support staff.

Job responsibilities

We are looking for an organised, motivated and enthusiastic Pharmacy Team administratorto join our busy Pharmacy Team at Millcroft Medical Centre.

The successful candidate will be responsible for the accurate and timely processing of prescription requests, ensuring patients receive their medication safely and efficiently.

Working closely with our Clinical Pharmacists, Pharmacy Technicians, GPs and wider multidisciplinary team, you will help deliver an effective prescription service while supporting medicines optimisation and patient safety.

Key Responsibilities

Process repeat and acute prescription requests in line with practice protocols.

Manage prescription queries and liaise with patients, pharmacies and healthcare professionals.

Coordinate medication reviews, monitoring requirements and appointment bookings.

Support the Pharmacy Team with prescribing audits, medicines optimisation and patient safety initiatives.

Identify patients requiring medication monitoring and elevate concerns appropriately.

Promote electronic repeat dispensing and help reduce medication waste.

Support the management of prescription workloads and ensure requests are processed within agreed timescales.

Assist with shared care arrangements and prescribing procedures.

Provide administrative support to the wider Pharmacy Team.

About You

You will have excellent communication, organisational and IT skills, with the ability to work independently and as part of a team. Previous experience in a GP practice, pharmacy or healthcare setting would be desirable.

You will be professional, approachable and committed to providing a high standard of patient care.

Qualifications

• Essential Qualifications & Experience
• - Educated to GCSE level or equivalent, including English and Maths.
• - Experience working with the general public.
• - Previous experience in a healthcare or customer-facing environment.
• - Excellent verbal and written communication skills.
• - Strong IT skills and ability to learn new systems.
• - Clear, polite and professional telephone manner.
• - Excellent organisational and time management skills.
• - Ability to work independently and as part of a team.
• - Good interpersonal and problem-solving skills.
• - Strong attention to detail and accuracy, particularly when handling prescription requests.
• - Ability to prioritise workload and meet deadlines.
• - Ability to follow clinical policies, procedures and prescribing protocols.
• - Ability to recognise medication-related concerns and elevate appropriately.
• - Understanding of patient confidentiality and data protection.
• Essential Personal Qualities
• - Polite, confident and approachable.
• - Flexible, adaptable and cooperative.
• - Self-motivated, proactive and reliable.
• - Professional, trustworthy and responsible.
• - Patient-focused, empathetic and understanding.
• - Able to remain calm and work effectively under pressure.
• - Willingness to learn and develop knowledge of medicines and prescribing processes.
• - Uses initiative while recognising when to seek advice.
• - Committed to patient safety and delivering a high-quality service.
• - Experience working in a primary care, GP practice or pharmacy environment.
• - Previous experience processing repeat prescriptions and handling medication requests.
• - Experience using EMIS Web for prescription processing and patient record management.
• - Competent in Microsoft Office and Outlook.
• - Knowledge of Electronic Prescription Service (EPS) and electronic repeat dispensing (eRD).
• - Experience liaising with community pharmacies, GPs and other healthcare professionals regarding medication queries.
• - Understanding of patient confidentiality and safe medication handling procedures.

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.