Collaborative Team Administrator
Job Description
Job summary
This role is to support the Collabrative Personal Assistant to provide a comprehensive administrative service to the management team. Undertake the full range of secretarial duties, including transcribing and typing up of minutes, copy and audio typing, filing, photocopying, diary maintenance, arranging meetings, management of agenda, and action logs.
Main duties of the job
- Responsible for managing own work load using own initiative to prioritise workload and make decisions on a daily basis under the supervision of the Collaborative PA. Working within a highly confidential environment, provide and receive sensitive information.
- To act as one of the first points of contact for the collaborative, acting with initiative and using tact in responding to enquiries and correspondence and prioritising as appropriate.
- To arrange meetings, providing effective administration, including preparation of agendas, reports, minutes, dissemination of information and other follow up of actions.
- Assist colleagues in the processing of high workload demands.
- Support the Collaborative PA and participate in non routine activities answering queries, progress chasing, task-related problem solving.
- Extract information from internet/e-mails as necessary and circulate.
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.
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
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
Skills
Essential
- Ability to deal with information sensitively and confidentially.
- Good communication skills both written and verbal.
- Ability to work both independently and as part of a team.
- Ability to prioritise work unsupervised and meet tight deadlines.
- Ability to deliver high quality service and maintain a high standard of work.
- Ability to work under pressure
Desirable
- Willingness and ability to learn new skills
- Problem solving and ability to multi task.
- Time management skills
Experience
Essential
- Experience of organising and facilitating meetings
- Experience of diary management.
Desirable
- Previous administrative experience within NHS
Knowledge
Essential
- Knowledge of secretarial or administrative procedures and systems
- Good working knowledge of Microsoft Office applications including Word, Excel, PowerPoint and Teams
Desirable
- Knowledge of NHS guidelines
Qualifications
Essential
- NVQ3 administration or relevant experience.
- Minimum GCSE qualification in English Language or equivalent.
- RSA II word processing or equivalent.
Desirable
- ECDL or equivalent
Personal Circumstances
Essential
- Enthusiastic and highly motivated, reliable, team player.
Other Requirements
Essential
- Ability to adapt to changing circumstances and priorities.
- Flexible approach to working patterns.
- Promote equality and diversity.
- Ability to travel between sites.
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
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