Pharmacy Administrator

15 hours per week - Wednesday - Friday (hours to be

agreed)

An exciting

opportunity has arisen for an organised and motivated Pharmacy Administrator to

join our Pharmacy Team. In this role, you will play a key part in providing

efficient administrative support and helping the team deliver high-quality

services.

We

are looking for someone with excellent organisational skills, a keen eye for

detail, and a positive, adaptable approach. If you enjoy working as part of a

supportive team and are committed to delivering excellent administrative

support, we would be delighted to hear from you. The Pharmacy Administrator will

provide an efficient, accurate and confidential administrative service to the

Lead Clinical Pharmacist and Pharmacy Team. The post holder will support the

smooth running of pharmacy admin.

Main duties of the job

Receive, record, process and

distribute routine and non-routine information relating to pharmacy

administration, including documents containing clinical and pharmaceutical

terminology.

Provide administrative

support to the Lead Clinical Pharmacist and Pharmacy Team, including diary

support, meeting co-ordination, minute taking at meetings, document

preparation, audit support and maintenance of electronic records.

Support the administration of

pharmacy governance meetings, committees and medication-related policy

processes under the direction of the Lead Clinical Pharmacist.

Maintain accurate systems for

pharmacy records, including prescription pad allocation, stock monitoring,

distribution lists, action logs and relevant databases or spreadsheets.

Act as a first point

of administrative contact for internal and external pharmacy-related enquiries,

resolving routine matters where appropriate and escalating queries outside

agreed procedures.

About us

Hello!

We

are Navigo. We look after North East Lincolnshire's mental health and

well-being, an award-winning social enterprise that provides mental health

services to the NHS and beyond.

The

whole basis of our work is to deliver services that we would be happy for our

own family to use.

We

offer a range of mental health services, including acute and community

facilities as well as specialist support such as outstanding older adults

inpatient services, rehabilitation and recovery community mental health and an

outstanding specialist eating disorder facility.

Ranked

as one of the top UK companies to work for, we feature in the Best Companies

top 100 large company list.

As

a social enterprise, we do things a little bit differently and have also

developed income-generating commercially viable businesses that provide

training, education and employment opportunities including Grimsby Garden

Centre.

Working

at Navigo is not like working anywhere else. Lots of places say that, but we

really mean it.

We

like to work with forward-thinking people who want to make a difference.

Come

and Join us !

Please

note: Whilst we value all applications, if we believe an application to be AI

generated, we will use a checking tool and may reject any application that has

been automatically generated.

Should

you require any assistance in completing this application due to a disability

or other needs please contact navigo.recruitment@nhs.net

Details

Date posted

07 October 2026

Pay scheme

Agenda for change

Band

Band 3

Salary

£25,760 to £27,476 a year

pro rata

Contract

Permanent

Working pattern

Part-time

Reference number

B9816-668

Job locations

Harrison House (and other Acute Sites)

Peaks Lane

Grimsby

DN33 2BA

United Kingdom

Job responsibilities

COMMUNICATION

Monitor designated pharmacy

email inboxes each working day, responding to routine enquiries within agreed

administrative procedures and escalating clinical, medicines-related or

governance queries to the Lead Clinical Pharmacist or Pharmacy Team.

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.

Job responsibilities

COMMUNICATION

Monitor designated pharmacy

email inboxes each working day, responding to routine enquiries within agreed

administrative procedures and escalating clinical, medicines-related or

governance queries to the Lead Clinical Pharmacist or Pharmacy Team.

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.

Person Specification

Knowledge

Essential

• Understands the importance of confidentiality, data protection and secure handling of service user, staff and organisational information.
• Understands the need to follow agreed procedures and escalate clinical, governance or risk issues appropriately.
• Understands the importance of accurate data entry, version control and timely record keeping.

Desirable

• Awareness of Caldicott principles, information governance or records management in health/social care.
• Knowledge of mental health services, medicines management administration or hospital administration systems.
• Knowledge of prescription pad controls or controlled document processes.

Additional Requirements

Essential

• Able to produce accurate typed documents, emails, meeting notes, minutes and spreadsheets with appropriate spelling, grammar, formatting and layout.
• Able to prioritise a varied workload, meet agreed deadlines and seek guidance when priorities conflict.
• Able to use Microsoft Word, Excel, Outlook and PowerPoint to a standard required for routine administration, including formatting documents and maintaining spreadsheets.
• Able to identify errors, missing information or discrepancies in routine administrative records and escalate them appropriately.

Desirable

• Experience of supporting more than one workstream or senior colleague at the same time.
• Able to use electronic patient record, governance, rota or document management systems.
• Experience of checking records for quality, audit or governance purposes.
• Audio typing or advanced word processing skills.

Experience

Essential

• Experience of providing administrative support in an office, healthcare, social care, public service, customer service or similar environment.
• Experience of arranging meetings, preparing papers, taking notes or minutes, maintaining action logs or task trackers, maintaining accurate electronic records, databases and spreadsheets.
• Experience of document control, policy administration or audit support.
• Experience of managing telephone, email or face-to-face enquiries professionally and escalating matters when outside own responsibility.

Desirable

• Experience of working in NHS, mental health, pharmacy or clinical administration setting.
• Experience of taking minutes for governance, clinical, medicines management or multi-disciplinary meetings.
• Experience handling enquiries from service users, carers, professionals or external agencies.

Qualifications

Essential

• GCSE Mathematics and English Language at grade 4/C or above, Functional Skills Level 2, or demonstrable equivalent literacy and numeracy skills.
• NVQ Level 2 or Level 3 in Business Administration, Customer Service or equivalent relevant qualification.
• Able to use Microsoft Outlook, Word and Excel to create, edit, save, retrieve and share routine documents, emails and spreadsheets.
• Willing and able to complete mandatory training and role-specific training required for pharmacy administration systems and processes.

Desirable

• ECDL/ICDL or other recognised IT qualification.

Person Specification

Knowledge

Essential

• Understands the importance of confidentiality, data protection and secure handling of service user, staff and organisational information.
• Understands the need to follow agreed procedures and escalate clinical, governance or risk issues appropriately.
• Understands the importance of accurate data entry, version control and timely record keeping.

Desirable

• Awareness of Caldicott principles, information governance or records management in health/social care.
• Knowledge of mental health services, medicines management administration or hospital administration systems.
• Knowledge of prescription pad controls or controlled document processes.

Additional Requirements

Essential

• Able to produce accurate typed documents, emails, meeting notes, minutes and spreadsheets with appropriate spelling, grammar, formatting and layout.
• Able to prioritise a varied workload, meet agreed deadlines and seek guidance when priorities conflict.
• Able to use Microsoft Word, Excel, Outlook and PowerPoint to a standard required for routine administration, including formatting documents and maintaining spreadsheets.
• Able to identify errors, missing information or discrepancies in routine administrative records and escalate them appropriately.

Desirable

• Experience of supporting more than one workstream or senior colleague at the same time.
• Able to use electronic patient record, governance, rota or document management systems.
• Experience of checking records for quality, audit or governance purposes.
• Audio typing or advanced word processing skills.

Experience

Essential

• Experience of providing administrative support in an office, healthcare, social care, public service, customer service or similar environment.
• Experience of arranging meetings, preparing papers, taking notes or minutes, maintaining action logs or task trackers, maintaining accurate electronic records, databases and spreadsheets.
• Experience of document control, policy administration or audit support.
• Experience of managing telephone, email or face-to-face enquiries professionally and escalating matters when outside own responsibility.

Desirable

• Experience of working in NHS, mental health, pharmacy or clinical administration setting.
• Experience of taking minutes for governance, clinical, medicines management or multi-disciplinary meetings.
• Experience handling enquiries from service users, carers, professionals or external agencies.

Qualifications

Essential

• GCSE Mathematics and English Language at grade 4/C or above, Functional Skills Level 2, or demonstrable equivalent literacy and numeracy skills.
• NVQ Level 2 or Level 3 in Business Administration, Customer Service or equivalent relevant qualification.
• Able to use Microsoft Outlook, Word and Excel to create, edit, save, retrieve and share routine documents, emails and spreadsheets.
• Willing and able to complete mandatory training and role-specific training required for pharmacy administration systems and processes.

Desirable

• ECDL/ICDL or other recognised IT qualification.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Navigo Health and Social Care CIC

Address

Harrison House (and other Acute Sites)

Peaks Lane

Grimsby

DN33 2BA

United Kingdom

Employer's website

https://navigocare.co.uk/ (Opens in a new tab)

Employer details

Employer name

Navigo Health and Social Care CIC

Address

Harrison House (and other Acute Sites)

Peaks Lane

Grimsby

DN33 2BA

United Kingdom

Employer's website

https://navigocare.co.uk/ (Opens in a new tab)

Job responsibilities

COMMUNICATION

Monitor designated pharmacy

email inboxes each working day, responding to routine enquiries within agreed

administrative procedures and escalating clinical, medicines-related or

governance queries to the Lead Clinical Pharmacist or Pharmacy Team.

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.

Knowledge

Essential

• Understands the importance of confidentiality, data protection and secure handling of service user, staff and organisational information.
• Understands the need to follow agreed procedures and escalate clinical, governance or risk issues appropriately.
• Understands the importance of accurate data entry, version control and timely record keeping.

Desirable

• Awareness of Caldicott principles, information governance or records management in health/social care.
• Knowledge of mental health services, medicines management administration or hospital administration systems.
• Knowledge of prescription pad controls or controlled document processes.

Additional Requirements

Essential

• Able to produce accurate typed documents, emails, meeting notes, minutes and spreadsheets with appropriate spelling, grammar, formatting and layout.
• Able to prioritise a varied workload, meet agreed deadlines and seek guidance when priorities conflict.
• Able to use Microsoft Word, Excel, Outlook and PowerPoint to a standard required for routine administration, including formatting documents and maintaining spreadsheets.
• Able to identify errors, missing information or discrepancies in routine administrative records and escalate them appropriately.

Desirable

• Experience of supporting more than one workstream or senior colleague at the same time.
• Able to use electronic patient record, governance, rota or document management systems.
• Experience of checking records for quality, audit or governance purposes.
• Audio typing or advanced word processing skills.

Experience

Essential

• Experience of providing administrative support in an office, healthcare, social care, public service, customer service or similar environment.
• Experience of arranging meetings, preparing papers, taking notes or minutes, maintaining action logs or task trackers, maintaining accurate electronic records, databases and spreadsheets.
• Experience of document control, policy administration or audit support.
• Experience of managing telephone, email or face-to-face enquiries professionally and escalating matters when outside own responsibility.

Desirable

• Experience of working in NHS, mental health, pharmacy or clinical administration setting.
• Experience of taking minutes for governance, clinical, medicines management or multi-disciplinary meetings.
• Experience handling enquiries from service users, carers, professionals or external agencies.

Qualifications

Essential

• GCSE Mathematics and English Language at grade 4/C or above, Functional Skills Level 2, or demonstrable equivalent literacy and numeracy skills.
• NVQ Level 2 or Level 3 in Business Administration, Customer Service or equivalent relevant qualification.
• Able to use Microsoft Outlook, Word and Excel to create, edit, save, retrieve and share routine documents, emails and spreadsheets.
• Willing and able to complete mandatory training and role-specific training required for pharmacy administration systems and processes.

Desirable

• ECDL/ICDL or other recognised IT qualification.