Team Secretary

Ncic; Carlisle; On-site; GBP 22,000 - 28,000; Full time

Benefits offered by this job

27-day holiday scheme

NHS Discounts

Salary Sacrifice schemes

Vivup counselling

Job summary

NCIC in England is seeking a proactive Team Secretary to support the Heads of Nursing and Deputy Chief Nurse with clerical and secretarial duties. You will manage minutes, reports, correspondence, and diary logistics, while delivering high-quality customer service and supporting efficient clinical administration.

The role requires strong secretarial experience, proficiency in word processing, and the ability to coordinate multiple tasks with accuracy and discretion in a healthcare environment.

Qualifications

• Secretarial and word processing experience required.
• Proven experience with diary management and minute taking.
• Familiar with data protection and records management.

Responsibilities

• Provide secretarial service including typing of minutes and reports.
• Maintain Heads of Nursing diaries and coordinate meetings.
• Process case notes and input to PAS.
• Prepare letters and organize projects with the team.
• Arrange travel and attend meetings as needed.

Skills

Effective communication

Interpersonal skills

Analyse complex facts

Organise workload

Take initiative

Work without supervision

Meet deadlines

Education

RSA 2 word processing

RSA 3 word processing

NVQ 3 in administration

Tools

PAS

Microsoft Office

Job description

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

An exciting opportunity has arisen for a proactive and friendly individual to join the Heads of Nursing team as Team Secretary. The post holder
will provide a responsive and comprehensive clerical and secretarial service to the Deputy Chief Nurse and Heads of Nursing. The successful
candidate will be able to demonstrate excellent administrative and secretarial experience and be able to meet the main duties of the role. In
addition excellent communication and customer services skills are essential for this role.
The Team Secretary will undertake general office duties including typing of minutes, reports, other correspondence, actioning any requirements
identified within the typing, diary management and dealing with telephone enquiries from both internal and external agencies.

Main duties of the job

Provide a secretarial service including word processing, filing, photocopying, diary management, meeting organisation, minute taking,
typing up minutes, distribution of minutes.

• Maintain the Heads of Nursing diaries and arrange appointments and meetings, coordinating meetings to fit in with commitments.
• Deal with case notes appropriately, sending to the correct department when required, ensuring they reach clinics and wards on time, and updating their location in PAS.
• Type presentations and input to databases using different software applications.
• Compose letters as required.
• Organise and take part in projects with support from the team
• Book travel arrangements and workshops/conferences
• Be available to support at meetings during the week

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. For further information visit the UK 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.

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: £20.00 + Administration cost of £6.50 = £26.50. Deducted from salary over a 4 month period or a one-off payment.

Enhanced Check: £41.00 + administration cost of £6.50 = £47.50. 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

• RSA 2 word processing
• RSA 3 word processing or equivalent
• NVQ 3 in administration or equivalent

Knowlege and Experience

• Operating word processing and computer packages
• Word processing.
• Knowledge of the requirements of the Data Protection Act, Freedom of Information Act, Access to Health Records and Defensible Documentation
• Health and Safety and their application in the workplace.
• Equality issues.
• Medical terminology
• Medical audio typing / word processing
• Microsoft Office
• PAS

Skills

• Effective communication and interpersonal skills
• Able to analyse complex facts or situations
• Ability to organise and prioritise workload
• Able to use initiative appropriately within team environment
• Able to work without supervision
• Able to work to deadline

Other Requirements

• Willing to develop further relevant skills

Employer certification / accreditation badges

Name Anne-Marie Weller Job title Head of Nursing, Clinical Education & Practice Dev Email address [e-mail] Telephone number 07917084100