Personal Assistant - Pharmacy Department

• Providing comprehensive administrative support to pharmacy managers and the wider pharmacy team.
• Maintaining accurate and up-to-date records, databases, and filing systems in accordance with local policies and procedures.
• Coordinating and responding to telephone calls, emails, and other correspondence in a professional and timely manner.
• Arranging meetings, preparing agendas, taking minutes, and distributing relevant documentation as required.
• Supporting the organisation and monitoring of pharmacy workforce information, training records, and departmental activities.
• Assisting with the preparation of reports, presentations, and other administrative documents.
• Liaising effectively with pharmacy staff, multidisciplinary teams, patients, and external organisations to support service delivery.
• Managing confidential information appropriately and ensuring compliance with data protection and information governance requirements.
• Supporting the administration of recruitment, induction, training, and other workforce-related processes as required.
• Undertaking general office duties, including ordering supplies, maintaining stock levels of office materials, and ensuring administrative systems operate efficiently.

• Four main hospitals: Bronglais Hospital in Aberystwyth; Glangwili Hospital in Carmarthen; Prince Philip Hospital in Llanelli; and Withybush Hospital in Haverfordwest
• Five community hospitals: Amman Valley and Llandovery hospitals in Carmarthenshire; Tregaron Hospital in Ceredigion; and Tenby and South Pembrokeshire hospitals in Pembrokeshire
• Two integrated care centres: Aberaeron and Cardigan in Ceredigion, and several other community settings
• 47 general practices (six of which are health board managed practices); dental practices (including four orthodontic); 97 community pharmacies; 43 general ophthalmic practices; and 8 ophthalmic domiciliary providers
• Numerous mental health and learning disabilities services

Essential

• Level 3 Qualification (e.g. A Level, AS Levels, NVQ3) or equivalent
• Knowledge of specialist NHS/ Organisational terminology
• Evidenced experience of a full range of duties working in an administrative / office environment

Desirable

• Secretarial training
• Educated to diploma level

Essential

• Experience of working as a Personal Assistant to a Senior Manager, (or demonstrable transferrable skill set) including: Prioritisation of work streams and delivery to challenging deadlines Effective and efficient electronic diary/inbox management (Outlook) Handling various telephone enquiries Organise and support various meetings and events Audio and copy typing, taking and transcribing dictation producing clear and accurate documents Receiving visitors in a friendly and efficient manner Taking and producing accurate minutes Interpreting and collation of data into a standard format Recording budget information Searching, identifying and downloading appropriate information from the internet. Retrieving information from available sources Managing/maintaining a file system both electronic and hard files Managing and developing office systems Experience of arranging meetings at various locations Preparing presentation material Proof reading skills Handling highly confidential and sometimes contentious / sensitive information. Understanding of the NHS.
• Experience of working in a busy complex environment
• Experience of using Microsoft Office packages (including MS Teams)

Desirable

• Experience of working in a large complex organisation.

Desirable

• Welsh Speaker (Level 1)