Personal Assistant – Pharmacy Department: Sponsorship Available

Job summary

The successful candidate will provide comprehensive day-to-day administrative support to the Pharmacy Team at Glangwili General Hospital. The post holder will play a key role in ensuring the efficient operation of pharmacy services by undertaking a range of administrative duties, maintaining accurate records, coordinating communications, and supporting the wider multidisciplinary team. The role requires excellent organisational and communication skills, a high level of accuracy and attention to detail, and the ability to work independently and as part of a team within a busy healthcare environment. The post holder will be expected to demonstrate professionalism, flexibility, and a commitment to delivering a high standard of service at all times.

Main duties of the job

The post holder will provide high-quality administrative support to the Pharmacy Department at Glangwili General Hospital, contributing to the effective and efficient delivery of pharmacy services. Key responsibilities will include:

• Providing comprehensive administrative support to pharmacy managers and the wider pharmacy team.
• Maintaining accurate and up-to-date records, databases, and filing systems in accordance with local policies and procedures.
• Coordinating and responding to telephone calls, emails, and other correspondence in a professional and timely manner.
• Arranging meetings, preparing agendas, taking minutes, and distributing relevant documentation as required.
• Supporting the organisation and monitoring of pharmacy workforce information, training records, and departmental activities.
• Assisting with the preparation of reports, presentations, and other administrative documents.
• Liaising effectively with pharmacy staff, multidisciplinary teams, patients, and external organisations to support service delivery.
• Managing confidential information appropriately and ensuring compliance with data protection and information governance requirements.
• Supporting the administration of recruitment, induction, training, and other workforce-related processes as required.
• Undertaking general office duties, including ordering supplies, maintaining stock levels of office materials, and ensuring administrative systems operate efficiently.

Person Specification

Qualifications and Knowledge

Essential

• Level 3 Qualification (e.g. A Level, AS Levels, NVQ3) or equivalent
• Knowledge of specialist NHS/ Organisational terminology
• Evidenced experience of a full range of duties working in an administrative / office environment

Desirable

• Secretarial training
• Educated to diploma level

Experience

Essential

• Experience of working as a Personal Assistant to a Senior Manager, (or demonstrable transferrable skill set) including: ? Prioritisation of work streams and delivery to challenging deadlines ? Effective and efficient electronic diary/inbox management (Outlook) ? Handling various telephone enquiries ? Organise and support various meetings and events ? Audio and copy typing, taking and transcribing dictation ? producing clear and accurate documents ? Receiving visitors in a friendly and efficient manner ? Taking and producing accurate minutes ? Interpreting and collation of data into a standard format ? Recording budget information ? Searching, identifying and downloading appropriate information from the internet. ? Retrieving information from available sources ? Managing/maintaining a file system both electronic and hard files ? Managing and developing office systems ? Experience of arranging meetings at various locations ? Preparing presentation material ? Proof reading skills ? Handling highly confidential and sometimes contentious / sensitive information. ? Understanding of the NHS.
• Experience of working in a busy complex environment
• Experience of using Microsoft Office packages (including MS Teams)

Desirable

• Experience of working in a large complex organisation.

Language Skills

Desirable

• Welsh Speaker (Level 1)

Closing Date: 10 September 2026