Assistant Service Manager - Pharmacy

About the role

This post sits within the CSS Directorate and has a primary focus on Directorate-wide operational management and project delivery. The role is pivotal in ensuring the successful implementation of a number of key pharmacy projects and programmes, supporting service improvement, efficiency, and the achievement of strategic objectives. The post holder will also lead and coordinate pharmacy rostering processes, ensuring that rotas are effectively managed, with staffing gaps and emerging issues identified and escalated promptly to senior pharmacy managers.

They will work closely with operational and clinical leads to support the timely filling of vacant shifts and maintain safe service provision. In addition, the post holder will have delegated line management responsibility for administrative staff, providing leadership, supervision, and support to ensure the consistent delivery of high-quality administrative and operational services across the Directorate. Provide operational & business support to Senior Pharmacy Managers.

Support delivery of pharmacy objectives, KPIs, performance reporting & quality improvement work. Collate, analyse/present monthly activity, workforce & performance data. Maintain rotas, ensuring cover is in place. Oversee overtime, bank & agency usage and support monthly workforce monitoring. line manage the Pharmacy Senior Administrator and oversee the wider Pharmacy Admin Team. Support recruitment, induction and onboarding of staff. Apply Trust HR policies as necessary.

Review, develop and improve admin systems, processes, SOPs and working practices. Maintain electronic filing systems, databases and SharePoint records, ensuring information is accessible and compliant. Provide research, audit and project support, including data searches, preliminary reports and support for business cases. Coordinate Pharmacy Project Board meetings, including agenda support, action tracking and circulation of notes. Support service improvement projects and contribute to pharmacy operational planning.

Ensure clinic activity is captured, coded and reported appropriately. Retrieve and present complaints and contract-related data, including Baxter contract information, for management review. Attend/support relevant meetings, including Baxter, health & safety, divisional and Trust-wide meetings. Support health & safety compliance, including monthly workplace assessments and follow-up actions. The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Support the delivery of pharmacy operational objectives, KPIs and performance reporting. Collate, analyse and present monthly activity, workforce and service performance information. Identify operational issues, delays or risks and escalate appropriately. Support service improvement, audit, research, business case development and project delivery.

Oversee the delivery of effective administrative support across pharmacy services. Review and improve administrative systems, processes, SOPs and working practices. Maintain accurate electronic systems, records, databases and SharePoint filing structures. Ensure clinic activity is captured, coded and reported accurately.

Provide line management to the Pharmacy Senior Administrator and oversight of the wider Pharmacy Administration Team. Manage workload allocation, supervision, 1:1s, appraisals, training and development. Support recruitment, induction, onboarding and retention of administrative staff. Apply Trust HR policies relating to sickness absence, return-to-work meetings, conduct, capability and performance.

Maintain e-Roster and the Directorate Bronze rota. Ensure planned leave and staffing requirements are covered appropriately. Monitor overtime, bank and agency usage and support monthly workforce reporting. Coordinate administrative office cover and escalate risks associated with staffing gaps.

Support health and safety compliance, including monthly workplace assessments and follow-up of actions. Retrieve…