Safeguarding & Complex Needs Administrator

Job description

Job responsibilities

Safeguarding Documentation and Reporting:

- Complete and circulate safeguarding reports and documents, ensuring compliance with organisational policies.

- Summarise and code incoming documents, maintaining accuracy and attention to detail.

- Maintain registers of children on Child Protection Plans, Children in Need Plans, and other causes for concern.

- Apply accurate coding to patient records to support clinicians in identifying at-risk individuals.

Patient Records and Alerts:

- Add alerts to patient records for proactive care.

- Assist with coding patient records regarding online access.

- Monitor safeguarding alerts and follow up on cases.

- Maintain accurate records in clinical systems.

Meetings and Communication:

- Respond to safeguarding and child protection meetings, prepare documents, and support communication with third parties such as health visitors and social workers.

- Organise chair and document multi-disciplinary meetings, including generating agendas, producing minutes, and maintaining action logs.

Monitoring and Follow-up:

- Monitor missed clinical appointments (Did not attend/ child not brought policy)

- Contribute to safeguarding data collection and audits.

- Use data and trends to support early identification of safeguarding concerns, such as patterns in missed appointments, frequent A&E attendances, or domestic abuse flags.

- Assist with audits and projects to ensure patient health equality.

- Monitor trends and escalate concerns.

Support and Training:

- Practice safeguarding to the highest standard and guide staff to relevant resources.

- Enhance expertise to support effective systems, policies, and training.

- Attend relevant updates, training, and practice learning sessions.

Administrative Tasks:

- Review and action the safeguarding task box daily.

- Check and respond to the safeguarding email regularly.

- Maintain the safeguarding noticeboard.

- Provide guidance on parental responsibility and family court matters to practice administration teams.

Direct Contact and Communication:

- Handle direct communication with patients and external agencies when necessary, ensuring clear and effective communication via phone and electronic contact.

Support for Vulnerable Adults and Complex Needs:

- Maintain and monitor registers for vulnerable adults and patients with complex needs.

- Liaise with external services to address patient needs.

Compliance and Policy Support:

- Ensure compliance with safeguarding policies, CQC standards, and local authority guidelines.

- Assist in updating practice policies related to safeguarding and complex care.

Person Specification

Skills

Essential

• Excellent communication skills
• Strong organisational skills
• Ability to work independently and as part of a team
• Attention to detail
• Ability to manage and prioritise workload
• Ability to handle sensitive information with confidentiality

Desirable

• Proficiency in using SystmOne
• Proficiency in using Microsoft Office applications
• Knowledge of safeguarding policies and procedures
• Experience in a similar administrative role
• Familiarity with data protection regulations

Experience

Essential

• Previous experience in an administrative or customer service role.
• Experience in managing confidential information and maintaining data integrity.
• Demonstratable experience in working within a team to short deadlines

Desirable

• Experience in a healthcare setting.
• Experience in Care Coordination.
• Familiarity with safeguarding policies and procedures.
• Knowledge of multi-agency working environments and collaboration.

Qualifications

Essential

• Minimum GCSE grade C in English and Maths or equivalent qualifications, or relevant experience in administrative or support roles.

Desirable

• Administration Qualification

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.

Employer details

Employer name

Park Medical Practice

Address

Park Medical Practice

Maine Drive

Chaddesden

Derby

DE21 6LA

Employer's website

https://www.parkmedical.org.uk (Opens in a new tab)