Medicines Supply Hub Supervisor & Business Administrator
We will not tolerate discrimination on any of the following: gender, marital status, sexual orientation, race, colour, nationality, religion, age, disability, working pattern, caring responsibilities trade union activity or political beliefs-or any other grounds.
The Trust is currently under-represented in terms of staff from black and minority ethnic backgrounds. We encourage applications from all backgrounds to improve the diversity of our workforce and to better reflect the communities we serve to provide the right care, at the right time, in the right place; every time.
The Trust reserves the right to close this vacancy early if a large number of applications are received.
Due to the volume of applications received for our advertisements, we will only contact those candidates shortlisted for interview via email; we aim to do this within 4 weeks of the closing date. If you do not receive the email, it will be that you have not been shortlisting on this occasion.When applying for this position, it is essential that you read the job description and person specification fully. Please use the supporting information space to demonstrate your ability to undertake this role, drawing on your skills, knowledge and experience.
We also offers a range of excellent benefits including a pension scheme, up to 33 days Annual leave (exclusive of bank holidays), training and development opportunities, access to NHS discounts, Car Lease Scheme, Cycle to Work Scheme, NHS Mortgages and Childcare Vouchers.
Job overview
Our friendly and busy Medicines Team at North West Ambulance Service are seeking an organised and motivated individual to provide business administration and support the day to day supervision of the service.
You will have:- Positivity and the desire to strive for a high standard of service delivery
- Fluent use of Microsoft 365 including Excel, PowerPoint, Word, Outlook, Publisher, Teams, SharePoint, etc
- Excellent communication skills both written and verbal
- Be well organised
- Planning and prioritising skills in a busy environment and be able to reorganise work in view of conflicting and changing priorities
- The ability to supervise staff helping them to problem solve to ensure medicines are where they need to be when they are needed
- Pharmacy based experience and/or qualifications are desired but full training will be provided in the operations of the Medicines Supply Hub to build upon existing skills, qualifications and experience
Main duties of the job
Your main duties would be:- Supporting the Medicines Team’s projects by organising workloads and maintaining tasks, actions and risks associated with projects.
- Supporting the Medicines Team with all aspects of business administration, including taking minutes, organising agendas, calendar management, organising personnel records, etc
- Administrative support for digital systems in use within the Medicines Team
- Data inputting and extraction, data organisation for analysis, typing, document formatting, creating reports.
- Controlled drugs stock management including the checking of supplied orders before distribution
- Supervisor responsibilities for the Medicines Supply Hub and its team of Medicines Supply Assistants as part of a rota (approximately two days a week plus cover for leave)
- Support the day-to-day management of medicine supply activity
Working for our organisation
North West Ambulance Service NHS Trust provides 24 hour, 365 days a year accident and emergency services to those in need of emergency medical treatment and transport.
Our highly skilled staff provide life-saving care to patients in the community and take people to hospital or a place of care if needed.We also provide non-emergency patient transport services for those patients who require non-emergency transport to and from hospital and who are unable to travel unaided because of their medical condition or clinical need.
Alongside the other emergency services, we also work to ensure the safety of the public and treatment of patients in the event of a major incident.
We also deliver the NHS 111 service in the North West. NHS 111 replaced NHS Direct in 2013. This service was introduced to make it easier for people to access local NHS healthcare services in England. It provides non-emergency medical help fast, and is available 24 hours a day, 365 days a year.
Detailed job description and main responsibilities
The role will be based in the office at the Medicines Supply Hub in Ribbleton, Preston.
Working hours will be Monday to Friday 8am to 4pm. Due to the supervisory element of the role the location, days and hours are fixed to fit in line with current rota requirements. The ability to work flexibly in times of peak demand is required to support the critical nature of the service provided.
Please ensure you have read the full Job Description and Person Specification before applying for this role.
Person specification
Skills
Essential criteria- Computer literacy with competency using the full Microsoft Office package and standard keyboard skills.
- Effective verbal communication skills, displaying tact when dealing with sensitive issues and showing the ability to influence
- Good written communication skills
- Good presentation skills: capable of constructing and delivering clear information/ instructions to staff and service users
- Able to check documents, write reports and analyse information
- Ability to multitask, switching between a range of activities
- Demonstrates initiative and able to work without close supervision
- Attention to detail to ensure accuracy
- Able to work well under pressure and meet deadlines
- Strong team player with the ability to work effectively as part of a wider team
- Flexible, adaptable and highly motivated
- Strong organisational skills and ability to prioritise work and manage stakeholder expectations.
- Ability to work at pace in a busy working environment.
- Provides a high standard of customer service to all internal and external stakeholders.
- Able to lift heavy objects (max 10kg) for short periods of time
Qualifications
Essential criteria- Knowledge of administration procedures (including IT systems and project management) through formal training or experience to diploma level or equivalen
- NVQ Level 2 Pharmacy Service Skills or equivalent or able to complete within 6 months of starting
- GCSE grade 3-9 (above grade D) in English Literature or Language and in Mathematics or equivalent qualifications. A
- Qualification or significant experience in Microsoft office programs including Microsoft Outlook, Word, PowerPoint, Teams, Excel and SharePoint
Experience
Essential criteria- Significant secretarial /administrative experience.
- Substantial administrative support experience within a complex organisation.
- Significant experience of initiating and maintaining office systems (e.g. filing systems)
- Significant experience in the facilitation of large and small scale projects.
- Experience supporting the preparation of complex data based reports
- Experience in supervising projects or supervising staff.
- Experience in training staff
- Experience of data input including ability to input large volumes of data with speed and accuracy
- Experience of data extraction and accurate insertion into complex spread sheets / databases
Values and behaviours
Essential criteria- Working together – demonstrate collaborative and inclusive working and challenge behaviour that is not inclusive or acceptable
- Being at our best – professional and adaptable and takes pride in work
- Making a difference – act with compassion, kindness and integrity towards everyone
- Project a professional image
- Hardworking
- Trustworthy
Other
Essential criteria- Driving licence and use of own car to support travel to other NWAS sites for meetings and training purposes
- Satisfactory Enhanced DBS
- Good attendance record
Any offer of employment may be withdrawn if you knowingly withhold information, provide false or misleading information.
Should you be successful at interview stage successful candidates will receive a conditional offer of employment, this will be subject to the NHS Employment Checks Standards.
Right to work - You will be required to provide a valid right to work in the UK document. North West Ambulance Service NHS Trust are currently able to provide sponsorship for roles that identified under the Health and Care visa, further information on this can be found here Health and Care Worker visa: Your job - GOV.UK (www.gov.uk)
Reference checks - This will cover a minimum of a three year period and will include a request for the number of days and occasions of sickness absence covering a minimum two year period. In line with equality legislation, the earliest point at which we will ask health related questions is when an offer of employment has been made.Absences related to disability may be excluded from these considerations; consideration would be given as to what would be a reasonable attendance level, based on the information available. Absences related to pregnancy, maternity and/or gender reassignment will be excluded from these considerations.
Detailed information on the NHS Employment Checks Standards is available on the NHS Employers website; search ‘employment checks’.
DBS Checks - If the post is subject to DBS disclosure, a charge will be made for this disclosure.
Occupational Health - You will require satisfactory medical clearance.
Whilst not a condition of employment, all staff are encouraged to be vaccinated against COVID-19 as this remains the best lined of defence against COVID-19.
From 1^st September 2018, Section 2 of the Agenda for Change Terms and Conditions will automatically apply to the calculation of unsocial hours for all appointments that commence in post from this date (except secondments).
If you do not have regular access to your email please contact a member of the HR Hub Team on 03451122018.