Administrative Assistant (PHRP Carlisle)

North Cumbria Integrated Care NHS Foundation Trust; Carlisle; On-site; GBP 26,000 - 27,000; Part time

Job summary

North Cumbria Integrated Care NHS Foundation Trust is seeking an Administrative Assistant (Band 3) in Carlisle. Part-time, up to 22.5 hours per week, working 9:00-17:00, with hours negotiable within office times.

The role supports the Physical Health and Rehabilitation Service, handling patient administration, diary management, typing, minute taking and data entry in EMIS. You will coordinate with the admin teams across Keswick and Carlisle, providing essential administrative support to service

Qualifications

• Experience with diary management and minute taking.
• Experience with handling clinical records and data in health settings.
• Excellent written and verbal communication and teamwork.
• Willingness to travel across the county when required.

Responsibilities

• Act as first point of communication for the Physical Health and Rehabilitation Psychology Service.
• Provide a full range of administrative assistance: typing, minute taking, filing, photocopying, maintaining diaries, arranging meetings and handling correspondence.
• Input data into the EMIS system for patient records.
• Coordinate with admin support in Keswick and Carlisle and the wider team.

Skills

Diary management

Minute taking

Filing

Typing

Data entry

Telephone handling

Communication

Teamwork

Scheduling

Education

NVQ Business and Admin Level 3, or equivalent experience

GCSE English, Grade C and above

GCSE Maths, Grade C and above

ECDL, or equivalent

Tools

EMIS

Job description

Would you like to join a centre of excellence in rural and remote healthcare?

NHS AfC: Band 3

Main area 203265 Psychology - Physical Health Grade NHS AfC: Band 3 Contract Permanent Hours Part time - 22.5 hours per week (Up to 22.5 hours available.) Job ref 262-A-26-8033453-C

Site The Coppice Town Carlisle Salary £25,760 - £27,476 Per Annum Pro Rata Salary period Yearly Closing 16/09/2026 23:59 Interview date 25/09/2026

Job overview

Administrative Assistant - Band 3 - Carlisle

Up to 22.5 hours available. Mon-Fri between 9:00-17:00. Hours negotiable within office times.

An exciting opportunity has arisen to work as part of a busy administrative team in support of the Physical Health and Rehabilitation Service.

The overall service is comprised of five core service areas:

• Persistent Physical Symptoms Service (PPSS)
• Locality – Long Term Conditions Psychology
• The Wellbeing Service
• Neuropsychology and Stroke Wellbeing.

The service offers specialist input to adult patients across Cumbria who experience psychological difficulties relating to their physical health.

This post holder will work as part of the administration team, supporting the patient administration, service leads, and practitioners. There will be close liaison with the existing admin support based in Keswick and Carlisle, as well as the wider Physical Health Psychology operational team.

Main duties of the job

The post holder will act as first point of communication for the Physical Health and Rehabilitation Psychology Service (PHRPs).

The post holder will be expected to provide a full range of administrative assistance in support of the service, including typing, minute taking, filing, photocopying, maintaining diaries, arranging meetings, and bringing forward relevant correspondence, notes and reports as required. This role also includes taking telephone calls from clients/referrers/queries from other agencies and the public and inputting data into the electronic patients records system (EMIS).

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

JOB DESCRIPTION :

CERTIFICATE OF SPONSORSHIP:

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. For further information visit theUK Visas and Immigration website (Opens in a new tab).

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 eligiblevacancies.

AHP - Return to Practice Job Advert information.This role may be suitable for individuals Returning to Practice. Please speak to the recruiting manager for more information.

Disclosure and Barring Service:

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.

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: £21.50 + Administration cost of £6.50 = £28.00 Deducted from salary over a 4 month period or a one-off payment.

Enhanced Check: £49.50 + administration cost of £6.50 = £56.00 Deducted from salary over a 4 month period or a one-off payment.

NCIC can offer successful future employees the following benefits:

• 27-day holiday scheme rising to 33 after 10 years
• NHS Discounts*
• Salary Sacrifice schemes including lease cars and Cycle to Work*
• Vivup is a free, confidential counselling and information service to assist with personal or work-related problems

*Subject to eligibility

Please ensure that you document evidence of meeting all the essential criteria in the supporting 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.

Person specification

Qualifications

• NVQ Business and Admin Level 3, or equivalent experience
• GCSE English, Grade C and above
• ECDL, or equivalent
• GCSE Maths, Grade C and above

Experience

• Previous file management - electronic and paper
• Diary management
• Experience of working with a clinical record of care
• Experience of planning and facilitating meetings, including minute taking
• Experience of having worked with data/ Excel packages
• Experience of working in Health or Social Care service
• Experience or training/ supporting less experienced staff

Knowledge

• Understanding of confidentiality issues
• Importance of accurate record keeping
• Awareness of clinical governance/ audit
• Awareness of Data Protection legislation

Skills and Aptitudes

• Dealing with service users and carers in an understanding, efficient and effective manner
• Convey a professional image
• Excellent written and verbal communication skills
• Excellent team working skills
• Effective interpersonal skills.
• Flexible approach
• Experience of working across cultures and religions
• Work as part of a team

Other Requirements

• Must be willing to travel to various locations across the county independently, and attend training and meetings as required
• Act in ways that support equality and value diversity

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.