North Cumbria Integrated Care NHS Foundation Trust

Recruitment and Filing Administration Assistant (dual role)

The closing date is 26 August 2025

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Job summary

We are seeking to recruit a Full-Time Band 2 Administrator to work 37.5 hours per week, working between the Recruitment and ESR Teams.

The role will be based within the Recruitment Team and you will be expected to manage the file maintenance during your working week, 50% of your time will be dedicated to this part of the role.

The role involves using an applicant tracking system (TRAC), dealing with candidates and managers, answering enquires by phone and email. Carrying out ID checks with successful candidates.

In order to be selected for interview please ensure you demonstrate how you meet the essential criteria of the role and our Trust values withinyour application.

You will be responsible for the maintaining the Employee Records, including archiving and keeping accurate records for all within the Trust and ex employees.

For further information please feel free to contact Jacqueline Allen, Recruitment Manager via email: Jacqueline.allen@ncic.nhs.uk

Main duties of the job

The role will be based at Parkhouse, Kingmoor Business Park, Carlisle and is accessible by public transport if required.

The role requires good customer service skills, including good verbal skills and confidence in dealing with incoming telephone calls.

The role is to provide general and effective administrative support the Recruitment Team.

o Accurately entering data into ESR/Trac supporting data cleanse of electronic systems

  • General office administration duties using MS Word, Excel and Outlook
  • Routine office procedures, e.g. filing, post, printing/photocopying
  • Dealing with routine enquiries from candidates/managers (email, telephone) redirecting enquiries as appropriate
  • Managing and maintaining employee files and paper records.

This is an exciting opportunity to start your NHS career in our People Services Directorate and full training will be given.

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.

Details

Date posted

12 August 2025

Pay scheme

Agenda for change

Band

Band 2

Salary

£24,465 a year Per Annum

Contract

Permanent

Working pattern

Full-time

Reference number

262-A-25-7084839-D

Job locations

Parkhouse Building

Baron Way

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 disclosurethe 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:

Please note the cost of the DBS check has increased from 2nd December 2024

Standard Check: £21.50 + Administration cost of £5.90 = £27.40. Deducted from salary over following 4 months or one off payment.

Enhanced Check: £49.50 + administration cost of £5.90 = £55.40. Deducted from salary over following 4 months or one off payment.

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 disclosurethe 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:

Please note the cost of the DBS check has increased from 2nd December 2024

Standard Check: £21.50 + Administration cost of £5.90 = £27.40. Deducted from salary over following 4 months or one off payment.

Enhanced Check: £49.50 + administration cost of £5.90 = £55.40. Deducted from salary over following 4 months or one off payment.

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

  • NVQ level 2 in business administration or an equivalent qualification of level of knowledge

Knowledge and Experience

Essential

  • Knowledge of administrative procedures
  • Knowledge of MS Office Suite.

Desirable

  • Knowledge of recruitment activities
  • Knowledge of ESR

Skills and Aptitudes

Essential

  • Demonstrate excellent organisational skills.
  • Able to work to tight deadlines.
  • Able to build and maintain effective relationships and work across a wide range of contacts
  • IT literate - MS Office package
  • Demonstrate good attention to detail
  • Excellent communication skills

Other Requirements

Essential

  • Ability to travel independent of public transport
  • Act in ways that support equality and value diversity (Level 1)
Person Specification

Qualifications

Essential

  • NVQ level 2 in business administration or an equivalent qualification of level of knowledge

Knowledge and Experience

Essential

  • Knowledge of administrative procedures
  • Knowledge of MS Office Suite.

Desirable

  • Knowledge of recruitment activities
  • Knowledge of ESR

Skills and Aptitudes

Essential

  • Demonstrate excellent organisational skills.
  • Able to work to tight deadlines.
  • Able to build and maintain effective relationships and work across a wide range of contacts
  • IT literate - MS Office package
  • Demonstrate good attention to detail
  • Excellent communication skills

Other Requirements

Essential

  • Ability to travel independent of public transport
  • Act 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.

Employer details

Employer name

North Cumbria Integrated Care NHS Foundation Trust

Address

Parkhouse Building

Baron Way

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 Building

Baron Way

Carlisle

CA6 4SJ


Employer's website

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

Employer contact details

For questions about the job, contact:

Recruitment Manager

Jacqueline Allen

Jacqueline.Allen@ncic.nhs.uk

01228608142

Details

Date posted

12 August 2025

Pay scheme

Agenda for change

Band

Band 2

Salary

£24,465 a year Per Annum

Contract

Permanent

Working pattern

Full-time

Reference number

262-A-25-7084839-D

Job locations

Parkhouse Building

Baron Way

Carlisle

CA6 4SJ


Supporting documents

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