Office Administrator

Part Time Office Administrator with The Pharmacist Network The primary objective of the Office Administrator role is to assist with the provision of a comprehensive range of administration activities whilst providing the necessary service and support to enable The Pharmacist Network to fulfil its regulatory responsibilities to a high professional standard. Payroll Administrator Job Description To handle all day-to-day administrative processes to the highest standard To maintain all databases and drives on our system and support the development of any new databases To assist our finance & PCNs with onboarding of new starters. To perform responding to telephone and email enquiries as a point of contact To work as part of an autonomous team, to ensure the head office team is always working effectively and efficiently. To work closely with our Finance Team & Office Manager, Directors and PCNs to provide satisfactory administrative support. To play important role in maintaining clean and safe working office environment and ensure COVID-19 safe working practices across offices. Key tasks To assist the Finance and Recruitment department with all administration tasks including issuing job offers, contract letters, maintaining personnel files and maintaining the TPN database To assist the recruitment department with all pre-employment vetting checks; liaising with new recruits, DBS processing, obtaining references and making sure all relevant checks and documentation is in place prior to the start date. Working alongside our recruitment & office personnel to ensure that our databases, training records and training agreements are up to date Assisting with staff inductions including organising and despatching inductee timetables, letters, invitations, preparing induction packs and conducting office tours Issuing entrance fobs for staff Administering NHS e-mail accounts Being the first person for any Minute Taking requirements and thereafter typing up and sharing with the appropriate people within any expected prioritised timescale Typing up Planning Day and Service Design notes for Service Leaders Processing Accident & Incident Forms Recording staff absence and processing Absence and Back to Work forms Logging and scanning any paperwork Tracking, coordinating and recording probationary review meetings Data input to internal database and spreadsheets. Health & Safety checks Typing Letters, reports and any other documentation that may be required Photocopying, Scanning, Filling and Shredding Assisting staff members with their own office and I.T skills. Housekeeping of all Databases and Data Drives on our system and the structuring of new databases Helping to maintain a safe, happy and clean office environment. End of day office sweep and locking up duties (Key Holder) Assisting in all manner of duties within an office environment Assisting with Virtual Office work via Teams. To undertake training and development activities as agreed with your Office manager Act in line with NHS healthcare ethos and values where we believe that everyone is of equal value, everyone is unique, could develop, has the right to enjoy valuable relationships and has the right to lead the life they choose You will ensure that all work is undertaken in accordance with health and safety legislation rules and regulations, following procedures and maintaining awareness of matters relating to duties of post. This job description is not an exhaustive list. The Office Administrator may be required to undertake other duties as directed by your Office manager, The Pharmacist Network Directors and Service Leaders. Payroll Administrator Requirements Skills, Abilities, and Knowledge for Success on the Job Qualifications GCSE or O level grade D or above in Maths & English NVQ Level 1 or above Business & Administration Microsoft Word/ Excel/Power point Intermediate level Skills/ competencies. Excellent verbal and written communication skills Accurate data entry skills with attention to detail and getting it right first time Customer service & good telephone manner. Excellent organisational skills Knowledge Up to date & relevant computer knowledge. Knowledge of general office equipment photocopier, scanner, outlook and telephone systems A good understanding of equal opportunities, including commitment to the values of inclusion Experience 1 year in an office environment in an administrative role including 3 years in an office environment in an administrative role. Extensive use of all Microsoft Office packages Demonstratable note taking experience. Demonstratable excel database experience Abilities Ability to handle confidential information with a high degree of integrity and in line with GDPR Ability to manage any email correspondence in a prompt and courteous manner. Ability to work well within a busy environment, working independently and as part of a team Excellent organisational skills with the ability to multi-task and prioritise Ability to maintain a friendly demeanour whilst dealing tactfully and professionally with enquiries. Ability to maintain a flexible and reliable approach to all tasks. Ability to work on own initiative and strive for continuous personal development. To help us shortlist the best people for this post, please let us know clearly in your application how you feel you meet the above requirements. Equality and Dignity The post holder will be expected to adhere strictly to the principles of fairness and equality in carrying out the role. At all times the post holder will be required to show respect for and maintain the dignity of Pharmacists, the public and work colleagues. The Pharmacist Network will not tolerate any form of bullying or harassment, violence or aggression against its employees. Confidentiality Your attention is drawn to the confidential nature of the information collected. The unauthorised use or disclosure of pharmacist information or any other personal information, staff code of conduct and/or Data Protection Act 1998 is a disciplinary offence and could result in prosecution or action for civil damages under the Data Protection Act 1998.