Medications Unit Administrator

Job overview

This role supports the efficient and safe delivery of the Medications Unit Service for patients within the Rheumatology service and other specialties, from prescription to drug acquisition, whilst navigating the complexities of patients access on behalf of the prescribed biologics.

Our Medications Unit Administrator will provide comprehensive administrative service to the management, medical and nursing teams involved within the Rheumatology service.

• Be the main person responsible for overseeing the medications unit, ensuring patients start medications in a safe and timely manner according to local protocols
• Work under the clinical supervision of the medical, nursing and pharmacy teams to identify ways to develop the DMARD medication and biologics high cost drugs service
• Regularly check and manage email, post and fax referrals and to flag urgent enquiries
• Deal appropriately and professionally with all phone referrals and enquiries, using initiative as to their disposition
• Collaborate effectively with other departments and services including GP surgeries and Homecare companies to ensure a smooth patient journey
• Communicate effectively with patients ensuring they have information provided and queries answered in a way that suits them (eg by telephone, e mail or letter)
• Flexible working to cover all duties organising own day to day work, multi-tasking as necessary to balance any conflicting deadlines
• Participate in the selection and recruitment of staff, including shortlisting, interviewing and the subsequent orientation and training of successful applicants and maintain personnel files
• Comply with trust policies and procedures

Working for our organisation

The Rheumatology team are based in Kitson Hall, Torbay Hospital. It is a multidisciplinary team, working closely together, committed to providing excellent services for our patients.

Detailed job description and main responsibilities

The successful applicant:

• will provide a professional and courteous service to a range of service users, liaising with patients, carers, families, health professionals and other organisations.
• will be expected to respond appropriately to unexpected and challenging situations which may include contact with patients in emotional situations maintaining a calm and professional approach supporting and coaching others to do so.
• has a requirement to manage and escalate issues and risks as appropriate.
• will liaise with colleagues, patients/clients and/or external contacts handling complex messages and complaints including sensitive information to help the team/service run efficiently and effectively.
• will be expected to adapt communication and use different communication methods according to diverse range of patient/client/customer needs and situations.
• create written/electronic correspondence including bespoke letters.
• be responsible for maintaining awareness of developments/priorities at work.
• line manages, trains and mentors colleagues/new staff, conducting regular one to one meetings and provide wellbeing and emotional support, performance management and professional development.

Enhanced and effective communication skills required with a range of stakeholders:

Internal:

To be able to use effective verbal communication on a daily basis with:

• Consultants and their teams
• Secretaries
• Nursing staff
• Clerical staff
• TSDFT management staff

To be able to use effective written communication skills in producing grammatically correct and legible letters/notes/emails in correspondence with:

• Consultants and their teams
• Secretaries
• Nursing staff
• Clerical staff
• TSDFT management staff

External:

To be able to use effective verbal and written communication skills in providing both medical and non-medical information to:

• GP practices
• Healthcare at Home
• Other Trusts both in and out of Devon

Person specification

Essential

• Educated to GCSE level standard, including English Language, or equivalent
• Sound understanding and observance of the principles of good data management, including legal responsibilities for data collection
• Planning and organisational skills, including excellent time management
• Evidence of good communication skills with colleagues at all levels
• Attention to detail and high levels of accuracy
• Experience of working in a constantly changing organisation and willingness to accept challenges
• Experience of working with multiple departments and professionals at all levels

• Good working knowledge of hospital systems eg, Infoflex, IHCS, CRIS, ICE/cyberlab
• Knowledge of Data Protection Act/GDPR
• Knowledge of Caldicott Guidelines and Patient Confidentiality

You will be joining the organisation at an exciting time. As the first fully integrated care organisation in England, we are working to improve the way we deliver safe, high-quality health and social care. We have a positive and vibrant working atmosphere, we are proud of our investment in our staff both in terms of developing potential career skills and valuing people.

If you provide support to a family member or friend with health or care needs, we aim to be a Carer-friendly employer. We have a ‘Staff Carers’ policy which includes flexible working where possible and a Carer’s Passport scheme that links you into support and discounts.

• We reserve the right to close vacancies early if we receive a high volume of applications. Please apply promptly
• Please read the job description and tailor your application to reflect the role
• Correspondence will be via Trac, text and email. Please check your email and Trac account regularly.
• Applicants with no previous NHS experience will ordinarily be appointed to the minimum of the band
• If you have not received an invitation to interview within 28 days of the closing date, please assume that your application has been unsuccessful on this occasion
• It is your responsibility to assist us in the timely receipt of appropriate references

If you require support you can obtain this from our Equality Business Forum which has representatives from all protected groups.