Pharmacy Team Co-ordinator

NHS; Plymouth; On-site; GBP 60,000 - 80,000; Full time

Job summary

A healthcare provider in Plymouth is looking for a Pharmacy Team Co-ordinator to manage the pharmacy team during maternity leave. You will oversee communications between patients and healthcare teams, manage rotas, and support audits and training. A successful candidate will have strong organizational and interpersonal skills, along with experience in a busy environment. This position also requires proficiency in Microsoft Word and Excel, alongside familiarity with SystmOne. A good standard of education and NVQ in administration is preferred.

Benefits

Supportive work environment

Opportunities for training and growth

Qualifications

• Must be able to facilitate effective communication across teams and patients.
• Experience in a general practice environment is required.
• A full driving license is necessary for site travel.

Responsibilities

• Coordinate day-to-day operations of the Pharmacy Team.
• Manage rotas, minute taking, audits, and training support.
• Ensure administrative compliance with guidelines and policies.

Skills

Effective communication and interpersonal skills

Computer literacy

Good time management

Ability to deal with sensitive issues

Organizational skills

Education

NVQ Administration level 3 or equivalent

General education standard

Tools

Microsoft Word

Microsoft Excel

SystmOne

Job description

Pharmacy Team Co-ordinator (Maternity Leave Cover)

Are you looking to challenge yourself and provide support and co-ordination to our Pharmacy Team

An exciting opportunity has come up for a Pharmacy Team Co-ordinator to work as part of the Beacon Medical Group Care Home Team. This is a fixed-term appointment to provide maternity cover for our current Co-ordinator.

The successful candidate will be self-motivated and able to work with minimum supervision, planning and co-ordinating the day-to-day work of our Pharmacy Team as well as working in a collaborative way with other practice teams, meeting planning and minute taking, co-ordination of reports and audits and provide a comprehensive administrative and clerical service.

The working pattern for the role will be:

Mon: Non-working Day

Tue: 08.00 12.30

Wed: 08.00 12.30

Thur: 08.15 12.30

Fri: 08.15 12.30

Please ensure that your application is entirely your own original work. Applications found to be generated by artificial intelligence (AI) will not be considered.

Main duties of the job

This is a varied role requiring good administrative, communication, numeracy and literacy skills. This is for 17 hours over 4 days

The main duties of the role are:

• Facilitate effective communication between patients and members of the primary health care team, secondary care and other associated healthcare agencies
• Rota management, meeting planning, minute taking, review of audits and training support
• Support to minimise the demands upon the Pharmacy Team
• Responsible for the planning and co-ordination of required workload, such as structured medication reviews, audit, medication optimisation, clinics and tasks and play an active role in capacity planning and support
• Co-ordination and support of reports and audits for the service and planning required to complete the service
• To support and work closely with the management and Pharmacy Team providing a comprehensive administrative service
• Ensure administrative and clerical duties within the practice are carried out within the guidelines and policies

The successful candidate will have a good level of computer literacy with working knowledge of Microsoft Word and Excel. Ideally, they will be familiar with SystmOne or equivalent.

About us

Beacon Medical Group Practice is a single practice, Primary Care Network (PCN), providing care to 43,000 patients across Plympton and the South Hams. We are a team of Partners, Salaried GPs, Paramedics, Clinical Pharmacists, Pharmacy Technicians, Practice and specialist Nurses, HCAs, Phlebotomists, First Contact Physios, Social Prescribers, Advanced Clinical Practitioners, Clinical Practitioners and Administrative support staff. Our mission is to give all our patients the right care, at the right time, in the right place. We are a forward thinking partnership always looking for opportunities to improve services for our patients. We have a good reputation for delivering good healthcare, leading at scale and innovating primary care services. This is a really exciting time to be joining us as we diversify our teams, our partnership and services.

If you join our team; you will receive support, opportunities to grow in your role, training, and work with colleagues who care about you.

Job responsibilities

Summary of Role

Facilitate effective communication between patients and members of the primary health care team, secondary care and other associated healthcare agencies.

Rota management, meeting planning, minute taking, review of audits and training support.

Support to minimise the demands upon the Pharmacy Team.

Responsible for the planning and co-ordination of required workload such as structured medication reviews, audit, medication optimisation, clinics and tasks relating to the co-ordination of the Pharmacy team services, play an active role in capacity planning and support.

Co-ordination and support of reports and audits for the service and planning required to complete the service.

To support and work closely with the management and Pharmacy Team providing a comprehensive administrative service.

Ensure administrative and clerical duties within the practice are carried out within the guidelines and policies.

Key Responsibilities

The postholder will be part of the wider Beacon Medical Group team and will:

• Work closely with Practice & Pharmacy Team in a professional manner to nurture a spirit of collaborative team working.
• Work effectively alongside other teams and develop positive working relationships with colleagues and external stakeholders.
• Promote a positive working environment.
• Be considered a critical and evolving post to support the delivery of Enhanced Health within the PCN.
• Be responsible for own continuing self-development, undertaking training as appropriate.
• Undertake other duties appropriate to the grading of the post as required.
• Be able to work flexible hours.

The duties and responsibilities to be undertaken by the Pharmacy Team Co-Ordinator may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Operations Manager or Pharmacy Team Lead, dependant on the current and evolving workload and staffing levels.

• Deal with complex and sensitive issues to ensure administrative and clerical duties within the Practice are carried out within the Practice’s guidelines and policies.
• Process requests for appointments, medication support and telephone consultations and manage work share effectively across the team.
• Support national medication programmes.
• Ensure efficient use of time and available technology.

Co-ordination

• Under guidance from the line manager, take initiative in the organisation and administration of meetings, training, tasks relating to the co-ordination of the services, discharge summaries, rota management, meeting planning, minute taking, review of audits and training support to minimise the demands upon the team.
• Under guidance from the Pharmacy Team lead and Operations Manager be part of annual capacity planning and rota design to help meet the capacity and demand required for services.
• Ensure that required clinic templates are correctly entered onto the system and are visible 6 weeks in advance.
• Liaise with the PCN Lead Clinical Pharmacist and Operations Manager regarding any changes to clinics due to annual leave or sickness.
• Maintain medication optimisation lists and ensure they are managed appropriately.
• Act as a point of contact for community service providers and community Pharmacy.
• Maintain protocols for medication services with direction from the Pharmacy Team Lead, for information sharing, shared care planning and governance of records.
• Explore and utilise available digital technology.
• Ordering: this may be stationery and office supplies, consumables or medical/clinical supplies ordered under the supervision of one of the Nursing and dispensary co-ordinator.
• To maintain a thorough knowledge of all Practice procedures and work in accordance of written protocols.
• Support Quality Outcomes Framework, Impact Investment Fund and other LES/DES specifications and work with management team to coordinate the delivery of these.
• Assist with Co-ordinate seasonal requirements and vaccination programs such as Flu.
• Work alongside the Care Home Co-Ordinator to be able to support and cover each other's roles if and when required.
• Ensure annual requirements such as DSQS are planned in and completed by appropriate deadlines as directed by the Operations Manager and/or Pharmacy Team Lead.

Other Tasks

• Undertake a variety of SystmOne tasks to assist in the smooth running of the service.
• Manage shared email inboxes.
• Respond to system wide alerts.
• Contribute to the development and improvement of services to patients.
• Assist your colleagues in learning new procedures and offering support across the team when required.
• Assist in devising and getting agreement on multi-agency guidance to support the MDT function within the PCN.

Personal/Professional Development

The postholder will participate in any training programme implemented by the practice as part of this employment, such training to include:

• Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
• Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

Communication

The postholder should recognize the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members.
• Communicate effectively with patients and carers.
• Recognise people's needs for alternative methods of communication and respond accordingly.

Quality

The postholder will strive to maintain and improve quality within the practice, and will:

• Alert other team members to issues of quality and risk.
• Assess own performance and take accountability for own actions, either directly or under supervision.
• Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team's performance.
• Work effectively with individuals in other agencies to meet patients needs.

Contribution to the implementation of services

• The postholder will apply practice policies, standards and guidance.
• Discuss with other members of the team how the policies, standards and guidelines will affect own work.
• Participate in and complete audits where appropriate, completing reports to detail these.
• Assist in devising and getting agreement on policies and protocols with multi-agency guidance to support the MDT function.

The details contained in this Job Description are not exhaustive and may change as the post develops.

Health and Safety

• Ensure all members of staff comply with the Group’s health and safety policy.
• Carry out risk assessments to comply with current Health and Safety legislation.
• Ensure any health and safety concerns are reported to the Operations Manager.
• Be aware of and adhere to applicable practice rules, regulations, legislation, procedures, national legislation (Health and Safety, COSHH, Data Protection).
• The postholder will assist in promoting and maintaining their own and others' health, safety and security as defined in the practice health & safety policy, the practice health & safety manual and the practice infection control policy and published procedures.

Equality and Diversity

• The post-holder will support the equality, diversity and rights of patients, carers and colleagues.
• Act in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with group processes and policies and current legislation.
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
• Behaving in a manner that is welcoming, non-judgemental and respects the individuals circumstances, feelings, priorities and rights.

The details contained in this job description are not exhaustive and may change as the post develops.

Governance

• Identify and record risks and issues, developing contingency plans with service and contract leads.
• Ensure the PCN is compliant with health and safety policies and procedures to reflect current best practice.
• Ensure that the PCN board and Clinical director adhere to the governance structure as set out in the network agreement.

Confidentiality

• To maintain confidentiality of information acquired in the course of undertaking duties for the practice.
• The post holder must maintain confidentiality, security and integrity of information relating to patients, staff and the business.
• In the performance of the duties outlined in this job description, the postholder will have access to confidential information relating to patients and their carers, practice staff and other healthcare workers.
• They will also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential.
• Any breach of confidentiality will be regarded as gross misconduct.

Person Specification

Qualifications

• Evidence of a good general standard of education.
• NVQ Administration level 3 or equivalent level of experience.
• RSA level 1.

Other

• Able to travel between sites throughout the day when required.
• The candidate must demonstrate an understanding of our values.
• Full driving licence.

SKILLS

• Effective communication and interpersonal skills (Tasks and Oral).
• Good level of computer literacy including good knowledge of databases and record-keeping, Microsoft Word and Excel.
• Clear, polite telephone manner.
• Ability to deal with sensitive issues often within hostile or emotional situations.
• High degree of organisation and an effective time manager.
• Ability to use own initiative and work under minimum supervision and determine own workload.
• Confidence and ability to follow practice protocol in an emergency situation.
• Able to work well as part of a team.
• Flexible approach to work.
• Evidence of problem solving and improving processes.
• Sensitive to the needs of service users, their families and carers.
• Recognise own development needs and identify how these may be met.
• Confidence in ability to understand practice policy and protocols.
• Good communication skills both verbal and in writing.
• Understanding of databases, coding and extraction of data for reporting purposes.
• Has a planned and organised approach with an ability to prioritise their own workload to meet strict deadlines.
• Enthusiasm, drive and the ability to cope in challenging situations and emergency situation.
• Demonstrable experience of using SystmOne; ability to maintain the appointments system and make changes when appropriate.

Experience

• Experience of working with the general public.
• Experience of working in a busy environment.
• Understanding of different patients and carer groups and needs.
• Awareness of the importance of safeguarding and procedures.
• Be aware of confidentiality and data protection when handling sensitive information.
• Developing productive and effective relationships with all members of the healthcare team.
• High degree of organisation and an effective time manager.
• Completing audits.
• Experience of working within a General Practice environment.
• Patient/customer service related training/ previous role.
• Up-to date knowledge of services and health resources in the local area.
• Knowledge of the GDPR and how this is applied in practice.
• Good working knowledge and experience of using SystemOne.

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.