Medicines Governance Team Administrator

Medicines Governance Team Administrator

The closing date is 16 March 2026.

Do you have good admin skills? Are you efficient and motivated? Is patient safety important to you? Then come and join our Medicines Governance Team in the Pharmacy Department.

This post is an integral part of the team supporting the important work of ensuring the safe use of medicines across the Trust.

As the team administrator you will provide secretarial and administrative support to the team, arranging meetings, preparing agendas and taking minutes. Key meetings include the quarterly Medicines Governance Committee. You will also manage and maintain the workplans for the team including for policies and procedures that are reviewed within the department, along with managing the team email. Word processing skills are essential, as is proficiency with Microsoft packages, particularly Word, Excel and SharePoint and a good understanding of information security & confidentiality.

Being proactive and using your own initiative are skills we value within the team.

• To act with professionalism and integrity, being a role model to those around us and ensuring everyone has an equal opportunity.
• To provide a service that is tailored to meet the needs of the individual and to understand what our patients/customers need and be adaptable and responsive.
• To provide a high‑quality customer service which complies with relevant legislation and NHS Employment check standards.
• To be honest and learn from mistakes, and help to create a "no‑blame" culture where people feel able to share and learn from experiences together.
• To work as part of a team demonstrating effective communication, and working collaboratively with colleagues inside and out of the department.
• Acknowledge that you need to continually deliver greater value to customers.
• Be honest about your biggest challenges and create a culture of curiosity and openness.
• Make a deliberate effort to connect with strangers from different walks of life and invite them to share their ideas.
• Be curious and creative about new possibilities, whilst identifying what works well and to do more of it.
• Help to develop and foster a learning environment where feedback is welcomed and valued.

Why Work With Us

The Medicines Governance Team consists of just three staff members working alongside the wider Pharmacy department and is integrated with other teams across the Trust especially the Central Patient Safety Team. We work as part of a close knit group of staff who are patient focussed, dynamic and supportive.

• Provide general administrative support to the Medicines Governance Team
• Deal with telephone and email enquiries relating to the Medicines Governance Team
• Arrange meetings with staff working across the Trust
• Communicate with staff to arrange the review of specific documents
• Identify and develop networks with relevant teams
• Provide limited analysis of audit data
• Co‑ordinate and maintain the PGD work including auditing and monitoring the usage of PGDs
• Collate data as required e.g. monthly ward Safe & Secure audits
• Maintain the workplan for policies and procedures that are reviewed within the department
• No direct patient / client contact other than redirecting telephone calls to a clinical colleague
• Be aware of, and have up to date knowledge of and comply with appropriate Trust and relevant department policies and procedures
• To occasionally provide administrative support for the wider pharmacy team
• Maintain the Medicines Governance Team generic email inbox
• Represent the service to a high professional standard in conduct, manner and appearance
• Accountable to the Pharmacy Governance Lead and Trust Medication Safety Officer
• There are no line management responsibilities with this role
• Access and use the incident reporting system as requested
• Attend Medicines Governance Committee and Controlled Drug Governance meetings, take, transcribe and distribute meeting minutes electronically
• Obtain medical records using the Trust system and meet the Trust standards for safe transfer and storage
• Be proficient with Microsoft packages, particularly Word, Excel and Share Point
• Able to work under own initiative and as part of a team
• Ability to prioritise workload &/or time

See attached job description for full details.

• Achieved grade
• Achieved grade

• Years & quality of experience
• Years & quality of experience

• Experience
• Demonstration
• Experience
• Demonstration

• Experience
• Demonstration

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.

Torbay and South Devon NHS Foundation Trust