Administrative Assistant

7 months ago


Carlisle, United Kingdom North Cumbria Integrated Care NHS Foundation Trust Full time

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.

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

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.

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.

Important Information

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**:
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.

**Standard Check**: £18 + Administration



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