Business Administrator

Job content

Devon Local Pharmaceutical
Committee

Business Officer (Job Share)

Job Description

ROLE TITLE: Business Administration Officer REPORTS TO:Chief Officer/Chair

ROLE PURPOSE:

Local Pharmaceutical Committees (LPCs) are the recognized statutory bodies that represent community pharmacy contractors in discussions with the wider health and care system in their defined healthcare geography. It is our role to work with pharmacy teams, along with local and national health and social care stakeholders, to realize this vision for community pharmacy in Devon.

In Devon the LPC (currently known as the Devon Local Pharmaceutical Committee) represents the 220+ community pharmacy contractors across the county.

We need two self-motivated individuals to help support the LPC operation in providing an efficient, administrative services as directed by the Chair and Chief Officer; and to manage the smooth running of the
Devon LPC Office.

This will include providing operational support to the Devon LPC committee and team; maintaining all Devon LPC management information; the coordinating and management of routine and specific communications using various methods of communication (including social media) to engage contractors and to publicise services and to build relationships with key stakeholders; organising Devon LPC meetings, training and educational events

In addition, to provide support to Pharmacy Contractors in resolving issues with NHS related aspects of their business.

The work will be offered as a job share; and the current vacancy is for 20 hours per week spread over three days, office based just outside Exeter.

Chair Chief Officer
Andrew Howitt Sue Taylor

Key Elements Key Activities

Business Focus and Efficiencies Keep abreast of changes in pharmacy and understand what is happening locally.

• Maintain records of all pharmacy contractors (and where appropriate their teams) represented by the Devon LPC.
• Maintain records of all stakeholders in relation to Devon LPC
• Take responsibility for ensuring that office administration is operated as cost effectively as possible through regular review of office contracts.
• Deal with all routine and specific correspondence on behalf of Devon

LPC. * Ensure that operational standards are communicated effectively and understood by all.

• Co-ordination and monitoring of leases and contractors
• Procurement and maintenance of equipment
• Co-ordination of IT processes
• Take responsibility for Devon LPC meeting administration and all associated, agenda, minute taking, actions, and papers.
• Take responsibility for supporting other meeting administration as directed.
• Attend meetings as necessary.
• Management of communications database
• Take responsibility for managing the events calendar for Devon LPC and that it is appropriately communicated.
• Act on Devon LPC decisions at the direction of the Chief Officer or

Devon LPC.Governance *Take responsibility for statutory responsibilities including Health and
Safety, Insurance requirements and Data Protection as directed by the Responsible Officer.*

• Keep all Devon LPC systems and data up to date and fit for purpose.
• Take responsibility for the day to day running of the LPC finances, produce monthly financial reports and support the Chief Officer and

Treasurer in monitoring ongoing income and expenditure and preparation of the AGM and annual accounts

• Ensure due diligence is observed around market entry applications and contractual issues
• Ensure confidentiality of information concerning contractors and employees in accordance with the Data Protection Act 2018.
• Ensure that statutory requirements are adhered to.
• Comply with all Devon LPC rules and regulations, policies and procedures.

Contractor Focus and *Support all other team members.
*Relationship Building Manage any processes and the needs of the community pharmacy
contractors where appropriate.

• Ensure that strong relationships are built with contractors, stakeholders, community pharmacies and their teams.
• Be responsible for communications with contractor queries dealing with them in a timely way.
• Support with all training and education meetings/events as required.

Chair Chief OfficerAndrew Howitt Sue TaylorDelivery Focus and Building

*Act as the face of Devon LPC being the first point of contact for all
Relationshipsqueries.*

• Lead on communications between Devon LPC and community pharmacy teams by way of newsletters or other methods including electronic media.
• Take responsibility for communication with pharmaceutical companies and political figures/organisation.
• Prepare press releases in conjunction with the Chief Officer and professional support team and be the key point of contact for all media queries and requests.
• Manage and maintain office filing and record management system whilst also providing any necessary administrative support including diary management to other members of the team where required.
• Organise social media strategies such as Facebook, Twitter and

LinkedIn and ensuring these are kept up to date and relevant, considering the different needs of the audiences accessing it.

• Assist in event administrative tasks associated with Devon LPC events including preparing paperwork, taking, and monitoring bookings, developing a delegate and attendance list, co-ordinating evaluation and any other tasks as required.

Team Working and *Actively participate in an open and supportive team environment.
*Relationship Building Regularly request constructive feedback.

• Respond to opportunities for development of self.
• Develop relationships with pharmacy contractors and stakeholders as appropriate.
• Support and work with others to ensure communications to all is maintained at an optimum level.

Supporting a High Performing *Take responsibility for supporting the Chief Officer to prepare the
Organisationannual report, AGM and any other Devon LPC governance requirements.*

• Take responsibility for co-ordinating 4 yearly election processes and any associated special contractor meetings that need to be arranged.
• Support the development of strong and harmonious relationships both internally and externally thereby producing a high level of performance.
• Flexibility to travel to meetings and other locations to fulfil the requirements of the post.
• Undertake all tasks requested by the Chief Officer and Chair where appropriate.

Chair Chief Officer
Andrew Howitt Sue Taylor

Key Contacts

External Internal

• External customers (e.g., contractors, practices, Other employees other providers) Devon LPC members
• Local and national health and care organisations
• Pharmaceutical companies
• Contracted organisations (e.g., IT, landlord)
• MPs and local councillors
• Media

Chair Chief Officer
Andrew Howitt Sue Taylor

Essential role related knowledge, skills, qualifications and experience required

Person Specification

Criteria Essential Desirable

Education/Training/Qualifications Minimum of 3 years’ experience in a Formal qualification. similar role. Competent in media and

• Minimum of 5 GCSEs at grades social media skills.

C/above (including English and Maths

• IT literate.

Experience Ability to provide efficient and Proven relationship building. effective administrative support Experience of project

• Experience of writing reports and management. taking concise and accurate minutes. Media and social media skills.
• Clear communicator both verbal and written.
• Experience of working as part of a team.
• Ability to compose correspondence on standard issues.

Knowledge Good understanding of IT including Understands the health and proficient use of web technology and care landscape. all MS office applications: Word, Excel General knowledge of and PowerPoint. community pharmacy and its

• Good knowledge of operating efficient governing bodies. office systems and governance.

Personal attributes and other Reliable, organised with attention to Ability to request and accept requirements detail. feedback.

• Ability to take initiative and to engage Ability to develop and retain with key contacts. expertise in a demanding
• Team player. environment.
• Ability to prioritise workload.
• Displays integrity and respect for others.
• Accepts accountability for performance.

Mobility Own transport

• Office based

Chair Chief Officer
Andrew Howitt Sue Taylor

Job Type: Part-time
Part-time hours: 20 per week

Salary: £11.00-£12.50 per hour

Benefits:

• Company pension
• Free parking
• On-site parking
• Sick pay

Schedule:

• Monday to Friday
• No weekends

Ability to commute/relocate:

• Exeter, EX6 7TW: reliably commute or plan to relocate before starting work (preferred)

Work Location: One location

Application deadline: 17/02/2023
Expected start date: 03/04/2023