Pharmacy Administrator

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.