Job responsibilities
1. Job Role & Purpose
The Safeguarding Care Coordinator will lead and coordinate all safeguarding activity within
Aspiro Healthcares Derby practices. This role is pivotal in enhancing and overseeing the
practices safeguarding provision for children, young people and vulnerable adults. The post
holder will work closely with clinicians, administrative teams, external agencies and
community partners to ensure timely, robust and compliant safeguarding processes. A key
focus is on continual service improvement, data integrity and supporting staff to identify,
escalate and manage safeguarding concerns.
2. Key Duties & Responsibilities
Safeguarding Oversight & Coordination
To manage the safeguarding team, assisting and providing administration support for
the Practices safeguarding team, following safeguarding processes and protocols.
To ensure the practice is compliant with safeguarding processes and protocols.
To oversee and distribute accordingly safeguarding enquiries, alerts and referrals,
ensuring that concerns are processed according to national and local safeguarding
policies and Aspiro Healthcare procedures.
Maintain realtime oversight of all active safeguarding cases (children, adults,
domestic abuse, non-accidental injury) via the practices clinical system (e.g,
SystmOne) to ensure alerts, flags and read codes remain accurate and up-to-date.
Triage inbound safeguarding information (hospital discharges, safeguarding alerts
from secondary care, multi-agency referrals) and ensure timely escalation to the
Practice Safeguarding Lead or relevant clinician.
Coordinate and prepare monthly, quarterly safeguarding reports for clinical
governance meetings, including trends analysis (e.g. number and type of referrals,
response times, outstanding actions).
Administration & Meeting Management
Support team to organise, schedule, facilitate regular multidisciplinary safeguarding
meetings.
Ensure that all safeguarding actions arising from meetings are recorded, allocated to
named individuals and tracked to completion; chase overdue actions and provide
monthly action tracker updates to the Practice Safeguarding Lead.
Maintain and audit the practices safeguarding inbox(es) and ensure electronic and
paper records are scanned, archived and stored securely in line with GDPR and local
safeguarding protocols.
Support clinicians by collating background information for safeguarding referrals
(e.g. medical summaries, social context, previous safeguarding history) to facilitate
timely decision making.
To attend meetings as and when required both internally and externally (including the
wider Derby City Council/ICB Team).
Communication & Liaison
Build and sustain strong working relationships with internal colleagues (GPs, nurses,
social prescribers, reception, admin teams) to raise awareness of safeguarding
responsibilities and pathways.
Liaise regularly with external partner agencies, including adult and children's social
care, local authority safeguarding teams, hospital safeguarding teams, community
mental health, voluntary sector organisations and the Local Safeguarding Children
Partnership (LSCP).
Act as an advocate for vulnerable patients and families, ensuring their concerns are
heard during multi-agency discussions and that safeguarding plans reflect their
individual needs.
Provide timely, appropriate information to patients, carers and families about
safeguarding processes while respecting confidentiality and data protection
requirements.
Data Management and Reporting
Oversee the maintenance of the practices safeguarding records, ensuring all
contacts, referrals, updates and outcome data are recorded accurately.
Generate regular performance and activity data (e.g. number of new referrals, open
cases, escalation times, outcomes) for internal audits, CCG, ICS returns and CQC
inspections.
Identify data-quality issues (e.g. incomplete alerts, missing codes) and take
corrective action in collaboration with the IT, PMO team.
Support the Practice Safeguarding Lead to produce the annual safeguarding report,
including lessons learned, key performance indicators, training compliance and
improvement plans.
Training, Development & Patient Services Improvement
Provide induction and ongoing training to administrative and clinical staff on
safeguarding policies, referral pathways, read coding and documentation standards.
Support the need for compulsory safeguarding training.
Identify opportunities for improving safeguarding pathways and administrative
processes (e.g. standard operating procedures, process maps, checklists) and
implement agreed changes to enhance efficiency and compliance.
Actively participate in local safeguarding audits, learning reviews (e.g. SCR, SAR)
and multi-agency case reviews; disseminate key learning points to clinical teams via
newsletters, huddles or training sessions.
Compliance and Quality Assurance
Ensure all safeguarding activity adheres to national guidance (e.g. Working Together
to Safeguard Children, Care Act 2014, NHS England Safeguarding Policy) and
Derbyshire ICS, CCG protocols.
Maintain up to date knowledge of changes in legislation, local policies, reference
tools (e.g., DASH risk checklist, FGM protocol) and disseminate updates to the
practice.
Support inspection readiness by ensuring that safeguarding files, policies, meeting
minutes, audit logs and training records are complete and readily accessible for
internal or external review.
Collaborate with the leadership team and Quality and Safeguarding Lead to address
any safeguarding related actions arising from CQC inspections or internal quality
checks.
3. Confidentiality
In the course of seeking treatment, patients entrust us with, or allow us to gather,
sensitive information in relation to their health and other matters. They do so in
confidence and have the right to expect that staff will respect their privacy and act
appropriately. Post-holders must adhere to the following principles:
In the performance of the duties outlined in this job description, the post-holder may
have access to confidential information relating to patients and their carers, practice
staff and other healthcare workers.
They may also have access to information relating to the practice as a business
organisation. All such information from any source is to be regarded as strictly
confidential.
Information relating to patients, carers, colleagues, other healthcare workers or the
business of the practice may only be divulged to authorised persons in accordance
with Aspiro policies and procedures relating to confidentiality and the protection of
personal and sensitive data.
4. Health & Safety
The post-holder will assist in promoting and maintaining their own and others health,
safety and security as defined in the Aspiro health & safety policy, the health & safety
manual, and the Aspiro infection control policy and published procedures. This will
include:
Using personal security systems within the workplace according to Aspiro guidelines.
Identifying the risks involved in work activities and undertaking such activities in a way
that manages those risks;
Making effective use of training to update knowledge and skills;
Using appropriate infection control procedures, maintaining work areas in a tidy and
safe way and free from hazards;
Active reporting of health and safety hazards and infection hazards immediately when
recognised;
Keeping own work areas generally clean and overseeing Site Managers in the
maintenance of general standards of cleanliness consistent with the scope of their role.
Undertaking periodic infection control training (minimum annually);
Reporting potential risks identified to the Aspiro Management.
5. Equality & Diversity
The post-holder will support the equality, diversity and rights of patients, carers and
colleagues, to include:
Acting in a way that recognises the importance of peoples rights, interpreting them in
a way that is consistent with Aspiro procedures and policies, and current legislation;
Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues;
Behaving in a manner which is welcoming to and of the individual, is non-judgemental
and respects their circumstances, feelings priorities and rights.
6. Job Description Reviews
This job description is intended to provide an outline of the key tasks and
responsibilities only, the list is non-exhaustive.There may be other duties required of
the post holder commensurate with their position. This description will be open to
regular review and may be amended in the light of developing or changing services, or
as part of an individual performance review process. All members of staff should be
prepared to take on additional duties or relinquish existing duties in order to maintain
the efficient running of Aspiro.
