Job Description

We are looking to recruit an Administrator to join our small team of Dispensers. We offer a friendly and welcoming environment where you will be supported to develop your own skills and knowledge. The successful applicant will have the flexibility to work until 6.30pm and on the first Saturday morning of each month, on a rota basis and the ability to get to our branch surgery at Wetwang. The successful applicant will work towards their Dispensing Assistant qualification to become a qualified Dispenser.

Further information regarding the Dispensing Assistant Qualification can be found at www.buttercupstraining.co.uk/course/support-staff-course-dispensing-assistants

JOB SUMMARY

Offer general assistance to the dispensary and wider practice team and project a professional, positive and personable image to patients and other visitors, either in person or via the telephone. Undertake a variety of administrative duties to assist in the smooth running of the dispensary and the practice as a whole. Facilitate effective communication between patients, staff and other healthcare organisations ensuring confidentiality is always maintained. The post-holder will project a positive and friendly image to dispensary staff, patients and other visitors and deal with queries in a professional, courteous, and efficient way.

DUTIES AND RESPONSIBILITIES:

The duties and responsibilities to be undertaken may include any or all of the items in the following list. Duties may be varied from time to time under the direction of the Dispensary Team Leader, dependent on current and evolving workload and staffing levels.

Respond appropriately to patient needs, politely and efficiently by following the appropriate Standard Operating Policies and Procedures, Dispensing Services Quality Services (DSQS), Health & Safety regulations and legal and ethical requirements. To work closely with dispensary colleagues to provide a comprehensive service to patients, including, but not limited to, the ordering of repeat prescriptions, acute prescriptions and requesting changes to medication to prescribing clinicians. To deal with patient enquiries using a variety of methods to ensure strong communication is maintained and queries are dealt with. To assist the dispensary team in ensuring that relevant prescriptions are entered into our Pharmaself24 (our prescription 'Hub' which allows prescriptions to be collected 24/7). To assistant the Dispensary Team with incoming orders To liaise with external healthcare providers in respect of enquiries regarding patient medication. To liaise with Doctors, Nurses, Community Staff and other authorised personnel in respect of patient medication queries Housekeeping duties including ensuring the Dispensary area remains clean and tidy Ordering appropriate quantities of goods via the wholesaler's computer link Checking goods as and when they are delivered and recording generic details Returning incorrect goods to the wholesalers Stocking shelves, refrigerators and other storage areas using rotation method To operate efficient stock control appropriate to the needs of the practice with the objective of ensuring continuity of supply for patients and minimising wastage through out of date stock. To ensure that drugs are stored in an appropriate manner in accordance with the accompanying instructions. Removing 'out of date' stock from the shelves, refrigerators and other storage areas Disposal of returned unused medicines
To undertake any necessary work as may be required and appropriate to maintain a high standard and efficient dispensing service.

ADMINISTRATION

General administrative duties which may include word processing, scanning, processing and recording of information as per practice standard operating procedures.

FINANCE and PROFITABILITY

Although we are cashless, all staff are to comply with practice standard operating procedures for the handling of petty cash. To promptly forward all invoices and dispensary related correspondence to management.

OTHER

Opening premises and checking heating and ventilation Making drinks for the doctors and staff Any other tasks allocated by managers

CONFIDENTIALITY

Individuals are expected to keep confidential, information relating to patients, carers, colleagues, other healthcare workers. The business of the practice may only be divulged to authorised persons in accordance with the practice policies and standard operating procedures relating to confidentiality and the protection of personal and sensitive data.

HEALTH AND SAFETY

Assist in promoting and maintaining their own and others' health, safety and security as defined by the Practice Health & Safety Policy. Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards Reporting potential risks identified

EQUALITY AND DIVERSITY

Acting in a way that recognises the importance of people's rights, interpreting them in a way that is consistent with practice procedures and policies and current legislation.

PERSONAL DEVELOPMENT

To participate in any training programme implemented by the practice as part of this employment, such training to include:

Participation of annual review of own performance Continued professional development

QUALITY

Will strive to maintain quality within the practice, and will:

Alert other team members to issues of quality and risk Assess own performance and take accountability for own actions, either directly or under supervision Contribute to the effectiveness of the team by reflecting on own and team activities and making any suggestions on ways to improve and enhance the team's performance Work effectively with individuals in other agencies to meet practice needs Effectively manage own time, workload and resources

COMMUNICATION

Ensure interdepartmental co-operation and management to ensure smooth running of the practice Communicate effectively with other team members Communicate effectively with patients and carers Recognise people's needs for alternative methods of communication and respond accordingly
This job description is intended to provide an outline of the key tasks and responsibilities only. There may be other duties required of the post-holder commensurate with the position. This description will be open to regular review and may be amended to take into account development within the organisation. All members of staff should be prepared to take on additional duties or relinquish existing duties in order to maintain the efficient running of the organisation.

This job description is intended as a basic guide to the scope and responsibilities of the post and is not exhaustive. It will be subject to regular review and amendment as necessary in consultation with the post holder.

Job Types: Full-time, Permanent

Pay: 12.30 per hour

Expected hours: 37 per week

Benefits:

Company pension
Work Location: In person

Application deadline: 07/11/2025