NHS Ayrshire & Arran
Overview
The Administrative Team Leader (Band 4, Permanent, 37 hours) will head the clerical and administrative service at the NHS Greater Glasgow & Clyde Pharmacy Distribution Centre (PDC). The role operates Monday to Friday 9 am to 5 pm, with early finish one day per week. The PDC is a modern, high‑volume facility that automates procurement and distribution of medicines and vaccines across the region, supporting hospitals, clinics and community pharmacies. Responsibilities
Lead the admin team in handling routine day‑to‑day enquiries from approximately 70 pharmacy staff, acting as first point of contact for technicians and support workers. Process and record staff annual leave requests, staff shift changes, overtime, absences and generate monthly reports using the Scottish Standard Time System (SSTS). Enter, amend and secure sensitive and personal data on electronic systems and order department resources. Attend departmental meetings, prepare agendas, record minutes, and distribute documentation. Maintain an accurate, up‑to‑date filing system and prepare standard authorisation documentation. Type letters and correspondence, circulate organisational information to all relevant pharmacy staff. Participate in the completion of monthly audits using office systems and machinery. Adhere to Quality Assurance Guidelines and Pharmacy Services Policies and Procedures, and comply with the General Data Protection Regulations and Access to Health Records Act. Qualifications
General education, basic numeracy and literacy skills evidenced by 3 Standard Grade Qualifications (including English and Maths). HNC/SVQ3 in Secretarial Studies or Business Administration, or equivalent experience desirable. Excellent written and verbal communication, interpersonal and organisational skills. Proficiency in Microsoft Office applications and ECDL or equivalent qualification. Experience of managing staff and working under pressure to meet deadlines. Knowledge of electronic systems such as eESS, SSTS, PECOS and Rotawatch. Ability to work with little supervision after induction/training and contribute to SOP review. Contact
If you possess the required skills, please contact
Michelle Stevenson , Chief Pharmacy Technician, 0141 347 8038, michelle.stevenson5@nhs.scot or
Heather Gallagher , Pharmacy Stock Management System Manager, 0784 133 1466, heather.gallagher4@nhs.scot. The advert will close once sufficient applications are received. EEO Statement
NHS Greater Glasgow & Clyde encourages applications from all community sections. We promote inclusion across the organisation and are proud of our diverse workforce. We support applications from the Armed Forces Community and recognise military skills, experience and qualifications during the recruitment and selection process. Applicants should provide original, authentic responses to all application questions and must not use artificial intelligence, automated tools or third‑party assistance to generate any application responses.
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The Administrative Team Leader (Band 4, Permanent, 37 hours) will head the clerical and administrative service at the NHS Greater Glasgow & Clyde Pharmacy Distribution Centre (PDC). The role operates Monday to Friday 9 am to 5 pm, with early finish one day per week. The PDC is a modern, high‑volume facility that automates procurement and distribution of medicines and vaccines across the region, supporting hospitals, clinics and community pharmacies. Responsibilities
Lead the admin team in handling routine day‑to‑day enquiries from approximately 70 pharmacy staff, acting as first point of contact for technicians and support workers. Process and record staff annual leave requests, staff shift changes, overtime, absences and generate monthly reports using the Scottish Standard Time System (SSTS). Enter, amend and secure sensitive and personal data on electronic systems and order department resources. Attend departmental meetings, prepare agendas, record minutes, and distribute documentation. Maintain an accurate, up‑to‑date filing system and prepare standard authorisation documentation. Type letters and correspondence, circulate organisational information to all relevant pharmacy staff. Participate in the completion of monthly audits using office systems and machinery. Adhere to Quality Assurance Guidelines and Pharmacy Services Policies and Procedures, and comply with the General Data Protection Regulations and Access to Health Records Act. Qualifications
General education, basic numeracy and literacy skills evidenced by 3 Standard Grade Qualifications (including English and Maths). HNC/SVQ3 in Secretarial Studies or Business Administration, or equivalent experience desirable. Excellent written and verbal communication, interpersonal and organisational skills. Proficiency in Microsoft Office applications and ECDL or equivalent qualification. Experience of managing staff and working under pressure to meet deadlines. Knowledge of electronic systems such as eESS, SSTS, PECOS and Rotawatch. Ability to work with little supervision after induction/training and contribute to SOP review. Contact
If you possess the required skills, please contact
Michelle Stevenson , Chief Pharmacy Technician, 0141 347 8038, michelle.stevenson5@nhs.scot or
Heather Gallagher , Pharmacy Stock Management System Manager, 0784 133 1466, heather.gallagher4@nhs.scot. The advert will close once sufficient applications are received. EEO Statement
NHS Greater Glasgow & Clyde encourages applications from all community sections. We promote inclusion across the organisation and are proud of our diverse workforce. We support applications from the Armed Forces Community and recognise military skills, experience and qualifications during the recruitment and selection process. Applicants should provide original, authentic responses to all application questions and must not use artificial intelligence, automated tools or third‑party assistance to generate any application responses.
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