Pharmacy Administrator

NHS Greater Glasgow and Clyde is one of the largest healthcare systems in the UK employing around 40,000 staff in a wide range of clinical and non-clinical professions and job roles. We deliver acute hospital, primary, community and mental health care services to a population of over 1.15 million and a wider population of 2.2 million when our regional and national services are included.

The shift pattern for this post is Monday – Friday 9am – 5pm

NHS Greater Glasgow & Clyde Pharmacy Services Pharmacy Distribution Centre (PDC) Administrative Team Leader Band 4 Full Time – 37 hours Permanent We are looking for a highly motivated individual with strong communication and organisational skills to lead and manage a comprehensive clerical and administrative service at NHS GGC Pharmacy Distribution Centre (PDC), a fast-paced, dynamic, and automated environment at the heart of NHS Greater Glasgow and Clyde's pharmacy services. The PDC is a modern, high-volume, and state-of-the-art facility responsible for the automated procurement and distribution of all medicines and vaccines across hospitals, clinics, and community pharmacies in the region including Argyll & Bute in NHS Highland. We have three key operational areas at the PDC:  Unit F Warehouse  Unit F Office Team, which includes the Purchasing and Homecare teams  Unit C Vaccine Holding Centre Within the warehouse, 10 automated robots support the accurate and efficient distribution of medicines, ensuring timely delivery to meet clinical need across all service areas. As one of the largest automated hospital pharmacy projects in the UK, we use cutting-edge robotic systems to ensure the highest standards of safety, quality, and efficiency in our service delivery. The post holder will lead the admin team in dealing with routine day to day enquiries from approximately 70 staff members and will often be the first point of contact for pharmacy technicians and pharmacy support workers. You will ensure all enquiries are dealt with in a timely manner and communicate appropriately and efficiently either face to face, by telephone or through e-mail, taking appropriate action within clearly defined protocols. A key responsibility of this post is processing and recording staff annual leave requests. Hours are Monday to Friday, 9am to 5pm (finish early one day a week). What you will be doing:  Use the Scottish Standard Time System (SSTS) to enter and amend staff shifts, record staff overtime, staff absences and for updating a variety of reports on a monthly basis.

Process sensitive and personal data onto electronic systems and be responsible for ordering department resources.

Attend departmental meetings, prepare agendas, record and distribute minutes when required and input data onto a database.  Maintain an efficient, accurate, up to date and effective filing system and prepare standard documentation for authorisation.

• Type letters and other types of correspondence when required and be responsible for the onward circulation of organisational information to all relevant pharmacy staff
  
• Participate in the completion of monthly audits using all office systems and machinery.
  
• Adhere to and comply with Quality Assurance Guidelines and Pharmacy Services Policies and Procedures.
  

Manage performance and attendance within the admin team.

• Undertake staff Turas appraisals.
  
• Provide support across other sites as needed and undertake full training in all aspects of the role. What you will bring:
  
• General education, basic numeracy and literacy skills demonstrated by 3 Standard Grade Qualifications or equivalent, must include English and Maths.
  
• HNC/SVQ3 in Secretarial Studies or Business Administration or equivalent experience is desirable.
  
• Excellent written and verbal communication skills.
  
• Excellent interpersonal skills.
  
• Proficiency in using Microsoft Office applications.
  
• ECDL or equivalent qualification.
  
• Knowledge or experience of using electronic systems such as eESS, SSTS, PECOS and Rotawatch.
  
• Good organisational skills and the ability to prioritise own workload.
  
• Experience of managing staff.
  
• Ability to work with little or no supervision after induction/training is complete.
  
• Ability to work under pressure to meet deadlines whilst managing interruptions.
  
• Ability to use initiative and work to deadlines
  
• Ability to work as part of a team.
  
• Ability to follow standard operating procedures and protocols and contribute to their review.
  
• Compliance with the General Data Protection Regulations, Access to Health Records Act and legislation issued in relation to confidential data.  Flexible approach to working.
  

If you think you have the skills required for this post and would like further information or an informal chat, please contact Michelle Stevenson, Chief Pharmacy Technician on 0141 347 8038 michelle.stevenson5@nhs.scot or Heather Gallagher, Pharmacy Stock Management System Manager on 07841331466 heather.gallagher4@nhs.scot Please note that we anticipate a high level of interest in this position and may close the advert to new applications once a sufficient number of applications are received. Therefore, we encourage you to complete your application at an early stage.

Details on how to contact the Recruitment Service and the Recruitment Process: Information for candidates

NHS Greater Glasgow and Clyde- NHS Scotland encourages applications from all sections of the community. We promote a culture of inclusion across the organisation and are proud of the diverse workforce we have. 

By signing the Armed Forces Covenant, NHSGGC has pledged its commitment to being a Forces Friendly Employer. We support applications from across the Armed Forces Community, recognising military skills, experience and qualifications during the recruitment and selection process. 

Candidates should provide original and authentic responses to all questions within the application form. The use of artificial intelligence (AI), automated tools, or other third-party assistance to generate, draft, or significantly modify responses is strongly discouraged. By submitting your application, you confirm that all answers are your own work, reflect your personal knowledge, skills and experience, and have not been solely produced or altered by AI or similar technologies. Failure to comply with this requirement may result in your application being withdrawn from the application process.

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