Pharmacy Team Administrator | Dorset HealthCare University NHS Foundation Trust

We are looking for a pro-active administrator to work in the Pharmacy/Medicines Management Team that has excellent interpersonal and organisational skills and is proficient in managing meetings (including minute-taking) and has experience in diary management.

Experience of the use of Excel, Word, PowerPoint and Microsoft Teams is essential.

There is the opportunity to work flexibly with some hours in the office and some working from home.

This post is a fixed term post to support maternity leave cover.

This is a fixed term role and for those with current NHS service, the role will be offered on a secondment basis only. Please obtain permission to be released on a secondment before submitting an application.

Please note visa sponsorship for this role is unfortunately not available. Ensure you hold valid right to work in the UK and will not require sponsorship if successful.

• To manage the ordering and distribution of FP10 prescriptions,

including the setting up of new codes/pads.

• To co-ordinate prescribing and drug usage data and provide

complex reports.

• To provide administrative support for the Pharmacy/Medicines

Management Team, in particular the education, training and

safety portfolios

• To manage high-level co-ordination between staff at all levels

of the Trust in order to produce papers and reports for

meetings.

• To coordinate meetings and events, including the preparation

of agendas and minutes.

• To create and maintain effective working relationships at all

levels.

• To liaise with a wide range of Departments internal and

external to the organisation

Employment in this post requires Standard Disclosure and Barring Service (DBS) check, which the Trust will cover the cost of. Applicants who subscribe to the DBS update service are able to present a valid DBS certificate instead of requiring a new check.

At Dorset HealthCare we’re on a mission to empower people to make the most of their lives through our outstanding, joined-up healthcare services. We’re a dynamic, forward-looking Trust, running 12 community hospitals, specialist inpatient facilities and a wide range of integrated community and mental health services for a population of almost 800,000 people.

We do things differently here – it’s one of the reasons the CQC rated us ‘outstanding’ in 2019. It’s also why 95% of patients across our services say they have a good or very good experience of our services and 89% of staff feel they can really make a difference. Whether you’re looking to work with us in one of our bustling market towns, vibrant urban locations, thriving seaside spots, or among the rolling hills of Dorset, there are lots of ways you can make a difference in our communities.

Our 7,000-strong workforce is at the heart of what we do and our success is a testament to our brilliant people. We're all about building a workplace for the future, we believe in equal opportunities and we celebrate diversity. We’re an inclusive workplace, where everyone is welcome, everyone can be authentic, and we are all encouraged to be the best version of ourselves.

Working with us you’ll be part of a strong team, challenge yourself, build a career, and teach us what we don’t know. And you’ll be working towards our vision to create healthier lives, empowered citizens and thriving communities.

To ensure that secretarial, administrative and clerical support services are provided in a timely and efficient manner. This will include a wide range of duties from routine to exercising personal and professional initiative.

In the absence of the PA to the Chief Pharmacist, to provide cover for their responsibilities, including diary management, organising meetings and ensuring effective use of the Chief Pharmacist’s’ time.

To prioritise emails in an effective manner, responding as appropriate and ensuring the Chief Pharmacist is alerted to urgent requests/correspondence.

To plan, develop and maintain efficient filing systems where appropriate. To ensure information is securely filed and easily retrievable (electronically and paperwork).

To arrange training events, book venues, invite delegates and arrange hospitality where necessary.

To confirm attendance at events, manage travel and accommodation arrangements for senior staff, assessing and making accurate judgements of the time commitments involved, in order to minimise disruption.

Distribute information to the Trust-wide team, as appropriate.

To support maintenance the Trust prescribers register.

To be responsible for the management and distribution of FP10s (prescriptions).

To be responsible for maintaining the FP10 database and ensuring that all codes are relevant, up to date and aligned to appropriate cost centres.

To support staff with regard to follow the process for lost/missing FP10s, and to alert concerns to the Chief Pharmacist or Deputy.

Take minutes/record action points for staff meetings, and to follow-up any action points, as required.

To provide administrative support to Trust Medicines Management Groups and other groups/committees, as required. This will include minute taking, developing meeting schedules, booking venues and hospitality, organising speakers and following up actions as appropriate.

To receive/disseminate information from groups/committees that the Chief Pharmacist and team represent and arrange attendance.

To select, retrieve and collate papers and information for meetings, enquiries and other activities of senior staff in an orderly and timely manner, and in relation to the high volume, complexity and sensitivity of the workload of those staff.

For further information, please refer to the attached job description.

This advert closes on Thursday 21 May 2026