Casual Administrative Assistant (DST)

North Cumbria Integrated Care NHS Foundation Trust

Information:

This job is now closed

Job summary

Casual Administrative Assistant (DST) B3 - Parkhouse

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

About us

At NCIC, we have an ambition to deliver outstanding healthcare services to the population of North Cumbria. The Trust is committed to creating a centre of excellence in providing rural and remote healthcare and provides a wide range of community and acute services throughout our county.

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 of our Trust

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.

Date posted

03 April 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,625 to £25,674 a year Per Annum Pro Rata

Contract

Bank

Working pattern

Part-time

Reference number

262-A-25-6999163

Job locations

Parkhouse

Kingmoor Park

Carlisle

CA6 4SJ


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.

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: helpline@nacro.org.uk

Unlock Tel: 01634 247350, email advice@unlock.org.uk or complete the online form on the Unlock website

Please note the cost of the DBS check is increasing from 2nd December and the new cost will be

Standard DBS check £21.50, Enhanced DBS check £49.50 + any admin costs.

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.

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: helpline@nacro.org.uk

Unlock Tel: 01634 247350, email advice@unlock.org.uk or complete the online form on the Unlock website

Please note the cost of the DBS check is increasing from 2nd December and the new cost will be

Standard DBS check £21.50, Enhanced DBS check £49.50 + any admin costs.

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

  • 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

  • Knowledge of NHS agenda
  • Good working knowledge of MS PowerPoint

Experience

Essential

  • Experience of coordinating administration work of a team

Desirable

  • Experience of e-Procurement system

Knowledge

Essential

  • 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

  • Experience within a large complex organisation

Skills & Aptitudes

Essential

  • 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

  • Ability and willingness to undergo further training and continual professional development.

Other Requirements

Essential

  • Ability to travel independently across Cumbria.

Desirable

  • Driving Licence
Person Specification

Qualifications

Essential

  • 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

  • Knowledge of NHS agenda
  • Good working knowledge of MS PowerPoint

Experience

Essential

  • Experience of coordinating administration work of a team

Desirable

  • Experience of e-Procurement system

Knowledge

Essential

  • 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

  • Experience within a large complex organisation

Skills & Aptitudes

Essential

  • 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

  • Ability and willingness to undergo further training and continual professional development.

Other Requirements

Essential

  • Ability to travel independently across Cumbria.

Desirable

  • Driving Licence

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

Parkhouse

Kingmoor Park

Carlisle

CA6 4SJ


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

Parkhouse

Kingmoor Park

Carlisle

CA6 4SJ


Employer's website

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

For questions about the job, contact:

Deputy Head of the PMO

John Crooks

john.crooks@ncic.nhs.uk

07825040298

Date posted

03 April 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,625 to £25,674 a year Per Annum Pro Rata

Contract

Bank

Working pattern

Part-time

Reference number

262-A-25-6999163

Job locations

Parkhouse

Kingmoor Park

Carlisle

CA6 4SJ


Supporting documents

Privacy notice

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