Administration Assistant - PHRP

North Cumbria Integrated Care NHS Foundation Trust

Information:

This job is now closed

Job summary

Band 2 Team Administrator - 37.5 hours per week .

The post holder will act as first point of communication for the Physical Health Psychology Rehabilitation Service (PHRP).

The post holder will be expected to provide a full range of clerical assistance and administrative support to the service, including typing, filing, photocopying, maintaining clinical diaries, arranging meetings and bringing forward relevant correspondence, notes and reports as required. This role also includes taking telephone calls from clients/referrers/queries from other agencies and the public and inputting data into the electronic patients records system (EMIS).

Main duties of the job

  • Undertake a range of administrative duties, including arranging appointments, and maintaining diaries, liaison with clients and arranging team meetings and the agendas for these as required.
  • Taking phone calls from clients/referrers/queries from other agencies and the public, inputting data into the Electronic Records system.
  • Open and action postal & electronic mail as appropriate and bringing forward relevant correspondence, notes and reports as required.
  • Maintain systems of effective communication.
  • File documents & reports as appropriate and maintain records on behalf of the Service. Ensure confidentiality and safe handling of all records, filing all relevant documentation in correct order (manually and electronically).
  • Maintain & collate, as necessary, data for the Service (and other PHP services) with guidance from the Operational Lead.
  • Participate and be updated in the ongoing technology which are/and will become available, endeavouring to continue to use the technology to its full extent. Utilise the Information technology packages within the parameters set by the organisations to use it to its full extent. Adopt new packages as and when implemented by the Trust.
  • Update Service information leaflets, policies and protocols as required.
  • As this is a county-wide service there may be occasions where you are required to travel.
  • Manages workload and prioritises tasks, as requested.
  • Support during periods of high demand other colleagues within Physical Health Psychology

About us

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. There is an expectation for all staff to support this by familiarising yourself with the Trust's sustainability initiatives such as waste and recycling, going paperless, videoconferencing, sustainable transport and others.

We encourage you to think about what you can do as an individual and within your team to contribute in to embedding carbon reduction into the everyday running of our organisation.

Date posted

14 August 2023

Pay scheme

Agenda for change

Band

Band 2

Salary

£22,383 a year per annum pro rate

Contract

Permanent

Working pattern

Full-time, Part-time, Job share

Reference number

262-A-23-5266989-B

Job locations

The Coppice

Cumwhinton Drive

Carlisle

CA1 3SX


Job description

Job 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.

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: helpline@nacro.org.uk

Unlock Tel: 01634 247350, email advice@unlock.org.uk 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

Job description

Job 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.

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: helpline@nacro.org.uk

Unlock Tel: 01634 247350, email advice@unlock.org.uk 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

  • oNVQ Business and Admin Level 3, or equivalent qualification or experience, or willingness to undertake.
  • oGCSE English and Maths - C and above

Desirable

  • oECDL. Or equivalent

Experience

Essential

  • oPrevious clinical file management - electronic & paper.
  • oDiary management.
  • oOrganising meetings.
  • oExperience of working with a clinical record of care.

Desirable

  • oExperience of working in Health or Social Care service.
  • oMinute taking.

Knowledge

Essential

  • oUnderstanding of confidentiality issues.
  • oImportance of accurate record keeping.

Desirable

  • oAwareness of clinical governance/audit.
  • oData protection legislation.
  • oIT awareness.

Skills & Aptitudes

Essential

  • oDealing with service users, carers in understanding efficient & effective manner.
  • oConvey professional image.
  • oExcellent written and verbal communication skills.
  • oExcellent team working skills.
  • oEffective interpersonal skills.
  • oGood customer service skills.

Desirable

  • oFlexible approach.
  • oWork as part of team.
  • oExperience of working across cultures and religions.

Other requirements

Essential

  • oMust be willing to travel to various locations across the county, and attend training and meetings as required.
  • oAct in ways that support equality and value diversity (Level 1).
Person Specification

Qualifications

Essential

  • oNVQ Business and Admin Level 3, or equivalent qualification or experience, or willingness to undertake.
  • oGCSE English and Maths - C and above

Desirable

  • oECDL. Or equivalent

Experience

Essential

  • oPrevious clinical file management - electronic & paper.
  • oDiary management.
  • oOrganising meetings.
  • oExperience of working with a clinical record of care.

Desirable

  • oExperience of working in Health or Social Care service.
  • oMinute taking.

Knowledge

Essential

  • oUnderstanding of confidentiality issues.
  • oImportance of accurate record keeping.

Desirable

  • oAwareness of clinical governance/audit.
  • oData protection legislation.
  • oIT awareness.

Skills & Aptitudes

Essential

  • oDealing with service users, carers in understanding efficient & effective manner.
  • oConvey professional image.
  • oExcellent written and verbal communication skills.
  • oExcellent team working skills.
  • oEffective interpersonal skills.
  • oGood customer service skills.

Desirable

  • oFlexible approach.
  • oWork as part of team.
  • oExperience of working across cultures and religions.

Other requirements

Essential

  • oMust be willing to travel to various locations across the county, and attend training and meetings as required.
  • oAct in ways that support equality and value diversity (Level 1).

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Additional information

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

North Cumbria Integrated Care NHS Foundation Trust

Address

The Coppice

Cumwhinton Drive

Carlisle

CA1 3SX


Employer's website

https://www.ncic.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

North Cumbria Integrated Care NHS Foundation Trust

Address

The Coppice

Cumwhinton Drive

Carlisle

CA1 3SX


Employer's website

https://www.ncic.nhs.uk/ (Opens in a new tab)

For questions about the job, contact:

Operational Support Officer

Joel Vilchez

joel.vilchez@ncic.nhs.uk

01768245954

Date posted

14 August 2023

Pay scheme

Agenda for change

Band

Band 2

Salary

£22,383 a year per annum pro rate

Contract

Permanent

Working pattern

Full-time, Part-time, Job share

Reference number

262-A-23-5266989-B

Job locations

The Coppice

Cumwhinton Drive

Carlisle

CA1 3SX


Supporting documents

Privacy notice

North Cumbria Integrated Care NHS Foundation Trust's privacy notice (opens in a new tab)