Job summary
INTERNAL ONLY TO NORTH CUMBRIA INTEGRATED CARE NHS FOUNDATION TRUST (NCIC) EMPLOYEES ONLY
Facilities Administrator - Based at Whitehaven
The post holder will provide administrative support to the Facilities Management team directly, working alongside other administrative colleagues in the team.
This is a fast paced and varied role. The post holder will have the opportunity to build relationships with a wide group of colleagues. The job role activities are varied, and workload can be sporadic
- Great communication skills are essential.
- Great organisational skills and ability to prioritise is a must.
- Experienced in Microsoft office
Hours: Monday to Friday - Office Hours
The Facilities Department manage and provide Domestic, Catering, Portering, Reception/Switchboard, Customer Services and Security, including contract/PFI management and quality assurance. This role will be working directly for the Catering Department. These services are provided to both internal and external customers to the Trust.
Our core team is made up of Managers, Supervisors and Administrators who each contribute to the management of all Facilities staff located at various acute and community Trust hospital sites across the county.
Main duties of the job
The post holder will have excellent attention to detail and organisational skills as the role will involve the coordination and implementation of office procedures. This will require a high degree of organisational skills and excellent working knowledge of administration systems.
The post holder will often be the first point of contact and a focal point for the services requiring clear communication and liaison skills.
They will be responsible for prioritising various administrative duties e.g. managing department mailboxes, organising meetings and formal minute taking, electronic filing, updating staff ESR system, document formatting, compliance data collation, financial ordering/invoices processing, and data input on various digital systems.
Previous experience in a busy administrative setting, using Microsoft office outlook, word and excel is essential. Additional experience working within Catering or Facilities Management within an NHS setting would be advantageous.
Candidates must be able to demonstrate and give examples of their experience within their supporting information relating to the essential criteria outlined on the job description.
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 description
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.
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 ourPolicy for eligible vacancies.
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 £5.90 = £27.40. Deducted from salary over a 4 month period or a one-off payment.
Enhanced Check: £49.50 + administration cost of £5.90 = £55.40. 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
Flexible working Scheme
NHS Discounts*
Salary Sacrifice schemes including lease cars and Cycle to Work*
Excellent opportunities for development*
Competitive NHS Pension scheme
Vivup is a free, confidential counselling and information service to assist with personal or work-related problems
*Subject to eligibility
Important Information
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.
Job description
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.
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 ourPolicy for eligible vacancies.
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 £5.90 = £27.40. Deducted from salary over a 4 month period or a one-off payment.
Enhanced Check: £49.50 + administration cost of £5.90 = £55.40. 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
Flexible working Scheme
NHS Discounts*
Salary Sacrifice schemes including lease cars and Cycle to Work*
Excellent opportunities for development*
Competitive NHS Pension scheme
Vivup is a free, confidential counselling and information service to assist with personal or work-related problems
*Subject to eligibility
Important Information
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.
Person Specification
Qualifications
Essential
- GCSE Level Grades including English
Desirable
- Previous admin roles
- Basic IT qualifications
Knowledge and Experience
Essential
- Proven experience in an administrative role, ideally within facilities management, estates, or operations support.
- Proficiency in Microsoft Office applications, particularly Word, Excel, and Outlook.
- Commitment to maintaining confidentiality and handling sensitive information appropriately
- Attention to detail and accuracy in maintaining records and processing data.
- Ability to work both independently and as part of a team.
- Strong problem-solving skills and the ability to use initiative.
Desirable
- Experience of working in a busy office environment
- Experience working within a facilities or estates team.
- Knowledge of health and safety compliance and risk assessment processes.
- Experience in managing staff training records or coordinating training sessions.
- Basic knowledge of invoice processing and financial record tracking.
- Experience taking minutes and coordinating meetings.
- Previous experience handling mailroom operations or conducting audits
Skills and Aptitudes
Essential
- Strong organisational skills with the ability to manage multiple tasks and deadlines effectively.
- Able to assess and prioritise work
- Good listening skills
Desirable
- Excellent written and verbal communication skills.
Person Specification
Qualifications
Essential
- GCSE Level Grades including English
Desirable
- Previous admin roles
- Basic IT qualifications
Knowledge and Experience
Essential
- Proven experience in an administrative role, ideally within facilities management, estates, or operations support.
- Proficiency in Microsoft Office applications, particularly Word, Excel, and Outlook.
- Commitment to maintaining confidentiality and handling sensitive information appropriately
- Attention to detail and accuracy in maintaining records and processing data.
- Ability to work both independently and as part of a team.
- Strong problem-solving skills and the ability to use initiative.
Desirable
- Experience of working in a busy office environment
- Experience working within a facilities or estates team.
- Knowledge of health and safety compliance and risk assessment processes.
- Experience in managing staff training records or coordinating training sessions.
- Basic knowledge of invoice processing and financial record tracking.
- Experience taking minutes and coordinating meetings.
- Previous experience handling mailroom operations or conducting audits
Skills and Aptitudes
Essential
- Strong organisational skills with the ability to manage multiple tasks and deadlines effectively.
- Able to assess and prioritise work
- Good listening skills
Desirable
- Excellent written and verbal communication skills.
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.
