JOB DESCRIPTION

PhARMACIST SUPPORT admin assistant

(Ref. BEN-FUN-05)

Location:PS Office, Manchester

Reports to:Administration and Information Officer

Job Family:Organisational processing and support (Grade I)

Job purpose

The purpose of the job is to provide administrative support to the staff of Pharmacist Support. The role requires working closely with the Administration and Information Officer, Case Officer and other members of the team.

Main Accountabilities

  1. Work with the Administration and Information Officer and Grants Case Officer to provide administrative support as requested
  1. Procure office equipment and supplies, and operate and maintain office processes
  1. Maintain an efficient filing system of Grants applications, related documents and correspondence
  1. Ensure database of grants and loans applications and financial payments is updated daily
  1. Service meetings, providing planning and organisation and minutes as required
  1. Deal with email and phone enquiries
  1. Deal with incoming post
  1. Book catering for meetings and events, both on and off site
  1. Assist with the mail-out of documents from the Charity, liaising with other staff as required
  1. Process invoices for grants and loan payments, monitor loan repayments and liaise with finance department
  1. Assist with other administrative duties as needed, to help ensure the smooth and efficient running of the Charity.

Success Measures

  • Accurate and timely payments of grants and loans payments and invoices
  • An efficient filing system and database for grant applicants and financial assistance
  • Prompt and accurate response to queries
  • Smooth running of office processes
  • Positive feedback from colleagues and service users.

High performance Competencies for this Job

The following are particularly critical:

2. Concern for quality
Level 2 / Methodical and consistent in their work, with concern for high quality output.
5. Communications
Level 2 / Clear and concise communicator, expressing themselves both verbally and in writing, with good awareness of their impact on others.

The other competency levels for this role would typically be as follows:

1. Personal Organisation
Level 2 / Well organised and plans ahead. Good time manager, anticipating and resolving difficulties.
3. Problem Solving
Level 2 / Breaks down problems into logical steps. Understands the key issues and can think round them.
4. Innovation
Level 2 / Puts forward ideas on how things could be done more effectively.
6. Team working
Level 2 / Shows enthusiasm for working with others, sharing knowledge, keeping them informed and interacting and responding positively.
7. Initiative
Level 2 / Proactive and self starting, including keeping own knowledge/expertise up to date. Does not need to be asked, needing minimal supervision.
8. Ownership
Level 2 / Takes responsibility. Strives to finish off tasks to acceptable standard and asks for more work.

KNowledge & Skills for this job

  • Experience of general administrative work
  • Good communication and interpersonal skills with ability to deal with a wide range of people with tact and diplomacy
  • Ability to build good working relationships within the Charity and outside organisations/individuals as appropriate
  • Attention to detail
  • Ability to identify issues and report as appropriate
  • Ability to plan and prioritise own workload
  • Ability to work effectively within a team
  • Excellent skills in the use of Microsoft packages [Word/Excel/Access]
  • Commitment to equality and the positive value of diversity.

This post may require occasional travel within the UK

The above is not exclusive or exhaustive and may alter depending on the needs of the Charity