Job summary
- Main area
- 202087 Delivery Support Team
- Grade
- NHS AfC: Band 3
- Contract
- Fixed term: 12 months (Contract period may be extended subject to funding and performance)
- Hours
- Full time
- Part time
- Job ref
- 262-A-24-6191205
- Employer
- North Cumbria Integrated Care NHS Foundation Trust
- Employer type
- NHS
- Site
- Parkhouse
- Town
- Carlisle
- Salary
- £22,816 - £24,336 per annum pro rata
- Salary period
- Yearly
- Closing
- 08/05/2024 23:59
Employer heading
Administrative Assistant (DST)
NHS AfC: Band 3
Job overview
Fixed term or secondment considered
The primary focus of this role is to support in the preparation of performance reports which are then considered by Trust executives and senior managers.
The post holder will also provide secretarial and administration support to the Programme Management Office and Service Improvement. This includes organising meetings, diary management, typing letters and reports, filing, general office duties and reacting to the needs of the department administratively as they occur. This can include provide administrative support to a range of projects.
This role may involve some cross site working and attendance at meetings at both Carlisle Infirmary and West Cumberland Hospital.
The PMO is a tightly-nit team of project management and service improvement professionals. The team works across a broad range of projects, often with tight timescales for delivery. This gives the opportunity to learn and develop with the support of the team. The team is structured to provide opportunities for growth and progression and will support those that want this for their careers.
Main duties of the job
- To support the PMO Project Managers and PMO Lead in the planning, management and coordination of all aspects of administrative and secretarial functions of the PMO and Service Improvement including project management documentation.
- To undertake the typing of letters, presentations and reports as instructed and circulate as required in a timely fashion.
- To manage / organise diaries and arrange meetings or events, liaising with all levels of attendees throughout the Trust and externally with Suppliers, other NHS Organisations as required.
- To assist by attending meetings and take Minutes / Notes. To produce the Minutes / Notes and circulate to the necessary parties as required in a timely fashion.
- To be responsible for general filing and the maintenance of filing systems both paper and software package based within the PMO
- To undertake any work related tasks as agreed with the management team.
- To assist in the provision of regular reports using recognised Lean tools and techniques and to provide clear and regular feedback to the Head of PMO
- To support the measurement and improvement progress within the PMO and Service Improvement and report progress against identified measures
- The post holder may be required to provide ad hoc secretarial support.
- To identify and work with processes in line with the governance structures of the PMO.
- To provide the above support and services utilising IT software packages
Working for our organisation
At NCIC, we have an ambition to deliver outstanding hospital and health services to half a million people. Established on 1st October 2019, the Trust is creating a centre of excellence in providing rural and remote healthcare and provides a wide range of community and acute services throughout north Cumbria and beyond. We’re responsible for delivering over 70 services across 15 main locations and we employ more than 6,500 members of staff.
Our 5 key principles demonstrate our belief in the delivery of ‘safe, high quality care every time’.
- Being a clinically led organisation
- Quality and safety at the heart
- A positive patient experience every time
- A great place to work
- Managing our money well
As an organisation we are serious about supporting a diverse workforce that reflects our local community and are very much focused on being an inclusive and compassionate place to work.
Across the North East and North Cumbria we are working together to deliver our ambition to be the greenest region in England by 2030. All staff are expected to support sustainability.
Detailed job description and main responsibilities
Please see attached job description and person specification for further information regarding the role and the essential and desirable criteria required to be met by applicants.
Please note, due to changes implemented by the Government to the UK immigration policy, individuals who require a Health and Care Visa or a Skilled Worker Visa may no longer be eligible for sponsorship where the UKVI salary threshold is not met or if the occupation is not included in the updated Immigration Salary List (ISL). Applicants must check their eligibility to be employed in any role they are interested in applying for, prior to completing an application for employment. Any applicants who do not meet the eligibility criteria will not be progressed.
If you are applying under the Disability Confident Scheme or Armed Forces Covenant and you meet all the essential criteria for a post, you will be guaranteed an interview.
Relocation assistance may be available for successful applicants moving to the region for certain posts. Please see our Policy for eligible vacancies.
- Please ensure that you document evidence of meeting all the essential criteria in the supporting information.
- If sufficient response is received this post could be closed earlier than the specified closing date, please apply as soon as possible to ensure that your application is considered.
Important Information
Candidates who have been successfully shortlisted for interview will be asked via an email notification to log on to their Trac account to select an interview time. This will usually be within 2 weeks of the closing date.
For candidates applying using a Hotmail account or have strict firewall settings please ensure the following:
- Junk Mail is checked regularly
Disclosure and Barring Service:
On 28 November 2020, the new Disclosure and Barring Service filtering rules will come into effect.
The changes mean that:
- youth cautions, reprimands and final warnings will no longer be subject to automatic disclosure
- the multiple conviction rule has been removed, meaning that if an individual has more than one conviction, regardless of offence type or time passed, each conviction will be considered against the remaining rules individually, rather than being automatically disclosed.
If you are unsure about whether you need to disclose certain criminal record information, free confidential advice may be sought from one of the charity bodies listed below. These bodies can advise you on what you are legally required to declare and may also be able to advise you on how you can disclose criminal record information to a prospective employer and your legal rights when doing so.
Nacro – Tel: 0300 123 1999, or email: [email protected]
Unlock – Tel: 01634 247350, email [email protected] or complete the online form on the Unlock website
The Trust is committed to safeguarding adults and children therefore if the post is subject to the Rehabilitation of Offenders Act (ROA) 1974 (Exceptions) Order 1975 (as amended) the successful candidate(s) will be subject to a criminal records check with the Disclosure and Barring Service (DBS). The cost of the DBS must be met by the successful candidate(s) through salary deduction. DBS charges are as follows if applicable to the post:
Standard Check: £18 + Administration cost of £3.85 = £21.85. Deducted at £6.85 from 1st month salary and £5 deducted from salary over following 3 months.
Enhanced Check: £38 + administration cost of £3.90 = £41.90. Deducted at £11.90 from 1st month salary and £10 deducted from salary over following 3 months.
As part of the one of the largest employers in the UK NCIC future employees will have also access to the following benefits.
A lease car may be available for this position; further details will be provided upon appointment if applicable.
27-day holiday scheme rising to 33 after 10 years
Flexible working Scheme
Excellent opportunities for development
Competitive NHS Pension scheme
Access to NHS discounts with retailers and leisure companies
EAP (Employee Assistance Programme) a free, confidential counselling and information service to assist with personal or work-related problems
These schemes are subject to availability
Person specification
Qualifications
Essential criteria
- Educated to NVQ Level 3 in Administration or equivalent experience
- Demonstrate an excellent working knowledge of Microsoft Office software (Word, Excel, Project and Outlook particularly).
Desirable criteria
- Knowledge of NHS agenda
- Good working knowledge of MS PowerPoint
Experience
Essential criteria
- Experience of coordinating administration work of a team
Desirable criteria
- Experience of e-Procurement system
Knowledge
Essential criteria
- Ability to organise and prioritise workload
- Good time management skills
- Ability to work competently unsupervised
- Persuasion and influencing skills
- Ability to work under pressure
Desirable criteria
- Experience within a large complex organisation
Skills & Aptitudes
Essential criteria
- Ability to communicate and relate effectively, clearly and professionally at all levels.
- Adopts a courteous, approachable and helpful manner when dealing with customers, staff and the public.
- Ability to receive and relay messages accurately.
Personal Circumstances
Essential criteria
- Ability and willingness to undergo further training and continual professional development.
Other Requirements
Essential criteria
- Ability to travel independently across Cumbria.
Desirable criteria
- Driving Licence
Employer certification / accreditation badges
.png "Better Health - Silver")
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- John Crooks
- Job title
- Deputy Head of the PMO
- Email address
- [email protected]
- Telephone number
- 07825040298
List jobs with North Cumbria Integrated Care NHS Foundation Trust in Administrative Services or all sectors