Casual Administrative Assistant (DST)

Wales Medicines Strategy Group; Carlisle; On-site; GBP 24,000 - 26,000; Part time

Job description

Main area 202087 Delivery Support Team Grade NHS AfC: Band 3 Contract Bank Hours

• Part time
• Other

Can be up to 37.5 hours per week Mon-Fri, 9-5 is the norm. However, the post-holder should be willing to work out with these times on occasions. Job ref 262-A-25-6999163

Employer North Cumbria Integrated Care NHS Foundation Trust Employer type NHS Site Parkhouse Town Carlisle Salary £24,625 - £25,674 Per Annum Pro Rata Salary period Yearly Closing 17/04/2025 23:59

Casual Administrative Assistant (DST)

NHS AfC: Band 3

Job overview

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 providing 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-knit 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 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.

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.

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:

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
• 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

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

Experience

• Experience of coordinating administration work of a team
• Experience of e-Procurement system

Knowledge

• Ability to organise and prioritise workload
• Ability to work competently unsupervised
• Persuasion and influencing skills
• Ability to work under pressure
• Experience within a large complex organisation
• 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

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

Other Requirements

• Ability to travel independently across Cumbria.
• Driving Licence

Employer certification / accreditation badges

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.