Job summary
We are seeking a proactive and efficient Safeguarding Administratorto
join our practice team, working closely with the Childrens Safeguarding Lead
GPs, the Operational Service Manager, and the Senior Administrator. This is a
pivotal role providing high-quality administrative support to ensure the
delivery of a robust, responsive, and patient-centred safeguarding process.
All staff are expected to work within NCPC Values:
We Care We are a Team We Work Hard to Improve
Main duties of the job
Provide
a comprehensive administrative and operational support to the locality
safeguarding team
Responsible
for providing comprehensive administrative support to the Practice Childrens
Safeguarding team, organise and attend in-house and multi-disciplinary team
meetings ensuring that all administrative processes comply with company
policies and standards, contributing to overall organisational effectiveness
and professionalism.
Carry
out associated administrative duties, ensuring all tasks are completed
accurately, efficiently, and to a high professional standard.
About us
North Cumbria Primary Care
Ltd (NCPC) is an innovative not for profit social enterprise, established to
create a network of great surgeries which sustains and supports the development
of general practice across the local area. We enable our member general practices
to continue to operate as local family practices with the benefit of a large
and robust infrastructure to provide support.
Job description
Job responsibilities
Duties
will include, but are not limited to:
- Provide
comprehensive administrative support to the Practice Childrens Safeguarding
agenda
- Organise
and attend in-house and multi-disciplinary team (MDT) safeguarding and risk
management meetings, ensuring all necessary documentation and records are
prepared, distributed, and filed appropriately.
- Monitor,
track, and follow up on all safeguarding activities, ensuring timely and
appropriate actions are taken and documented.
- Maintain
accurate and up-to-date records in line with confidentiality and data
protection standards.
- Communicate
effectively with internal and external stakeholders, including healthcare
professionals and partner agencies, ensuring clear and professional
correspondence at all times.
- Support
the wider safeguarding and administrative team as required, contributing to a
collaborative and responsive service.
- Exceptional
attention to detail, particularly in managing sensitive and confidential
information
- Toact as the first point of contact for all safeguarding enquiries, from internal
practice staff and also external safeguarding stakeholders, on behalf of the GP
Safeguarding Leads.
- Provide
coordination of safeguarding information and communication to support the
Practice safeguarding team.
- To
prioritise workload and work unsupervised as and when necessary
- Maintain
practice safeguarding registers and data logs to ensure that safeguarding
information is collated in a timely manner
- To make appointments for meetings, add to
individuals diaries and ensure these are communicated to the team members.
- Take
accurate minutes of safeguarding meetings and support minute-taking at other
practice meetings as required.
- To deal with sensitive data and confidential
information in a professional manner.
- To manage the transfer of records
and information safely in and out of the organisation for the Corporate
Safeguarding Team
- To provide detailed weekly updates to the GP Safeguarding
Leads on matters arising and provide summaries of ongoing or completed work for
clinical oversight.
- Liaising with the GP Safeguarding Leads and Operational
Service Managers when organising meetings and prioritisation of events.
- To collate appropriately redacted reports for childrens
services from information held on the clinical system in a timely manner to
meet set deadlines.
- To maintain lists of vulnerable adults through interaction
with adult social services as a means of organising weekly meetings in which
patients are discussed.
- Ensure safeguarding polices and processes are up to date
and maintained at each practice within the locality.
- Review clinical records to prepare accurate and concise
safeguarding reports and chronologies
- Manage the safeguarding email in box and take appropriate
actions
- Support practices with CQC compliance related to
safeguarding activities
- Undertake any other safeguarding related activities as
requested by the Safeguarding leads.
- The
duties and responsibilities shown above are
not exhaustive but should merely be regarded as a guide.
The
post holder is expected to:
- Adhere
to NCPC policies and procedures and relevant legislation including the
requirements of the any professional bodies
- Attend
mandatory training as identified by the organisation.
- Adhere to NCPC infection prevention policies,
procedures, audits in line with the Health Act 2006, to actively reduce Health
Care Associated Infections
Job description
Job responsibilities
Duties
will include, but are not limited to:
- Provide
comprehensive administrative support to the Practice Childrens Safeguarding
agenda
- Organise
and attend in-house and multi-disciplinary team (MDT) safeguarding and risk
management meetings, ensuring all necessary documentation and records are
prepared, distributed, and filed appropriately.
- Monitor,
track, and follow up on all safeguarding activities, ensuring timely and
appropriate actions are taken and documented.
- Maintain
accurate and up-to-date records in line with confidentiality and data
protection standards.
- Communicate
effectively with internal and external stakeholders, including healthcare
professionals and partner agencies, ensuring clear and professional
correspondence at all times.
- Support
the wider safeguarding and administrative team as required, contributing to a
collaborative and responsive service.
- Exceptional
attention to detail, particularly in managing sensitive and confidential
information
- Toact as the first point of contact for all safeguarding enquiries, from internal
practice staff and also external safeguarding stakeholders, on behalf of the GP
Safeguarding Leads.
- Provide
coordination of safeguarding information and communication to support the
Practice safeguarding team.
- To
prioritise workload and work unsupervised as and when necessary
- Maintain
practice safeguarding registers and data logs to ensure that safeguarding
information is collated in a timely manner
- To make appointments for meetings, add to
individuals diaries and ensure these are communicated to the team members.
- Take
accurate minutes of safeguarding meetings and support minute-taking at other
practice meetings as required.
- To deal with sensitive data and confidential
information in a professional manner.
- To manage the transfer of records
and information safely in and out of the organisation for the Corporate
Safeguarding Team
- To provide detailed weekly updates to the GP Safeguarding
Leads on matters arising and provide summaries of ongoing or completed work for
clinical oversight.
- Liaising with the GP Safeguarding Leads and Operational
Service Managers when organising meetings and prioritisation of events.
- To collate appropriately redacted reports for childrens
services from information held on the clinical system in a timely manner to
meet set deadlines.
- To maintain lists of vulnerable adults through interaction
with adult social services as a means of organising weekly meetings in which
patients are discussed.
- Ensure safeguarding polices and processes are up to date
and maintained at each practice within the locality.
- Review clinical records to prepare accurate and concise
safeguarding reports and chronologies
- Manage the safeguarding email in box and take appropriate
actions
- Support practices with CQC compliance related to
safeguarding activities
- Undertake any other safeguarding related activities as
requested by the Safeguarding leads.
- The
duties and responsibilities shown above are
not exhaustive but should merely be regarded as a guide.
The
post holder is expected to:
- Adhere
to NCPC policies and procedures and relevant legislation including the
requirements of the any professional bodies
- Attend
mandatory training as identified by the organisation.
- Adhere to NCPC infection prevention policies,
procedures, audits in line with the Health Act 2006, to actively reduce Health
Care Associated Infections
Person Specification
Core Values
Essential
- Strong commitment to the vision and values of NCPC
- Genuine interest in and commitment to the needs of the local community
- Ability to work as part of a team and establish good working relationships at all levels.
Personal Attributes
Essential
- Ability to work and act on own initiative
- Willingness to work flexibly
- Approachable
- Polite and tactful
- Highly organised
- Ability to multi-task
- Good interpersonal skills
- Good telephone manner
- Able to handle occasional distressing or emotional unexpected circumstances.
Experience, Knowledge and Skills
Essential
- GCSE qualifications or equivalent
- Excellent communication (orally and written) and listening skills
- Evidence of a strong Secretarial and/or administrative experience
- Experience of excellent administration and organisational skills requiring attention to detail
- Ability to draft agendas and take minutes
- Diary and email management
- The ability to manage multiple activities
- Experience in use of IT systems e.g. MS Outlook, MS Word, Excel and the internet
Desirable
- Experience of working in primary care
- Knowledge and experience in the use of EMIS clinical system
Person Specification
Core Values
Essential
- Strong commitment to the vision and values of NCPC
- Genuine interest in and commitment to the needs of the local community
- Ability to work as part of a team and establish good working relationships at all levels.
Personal Attributes
Essential
- Ability to work and act on own initiative
- Willingness to work flexibly
- Approachable
- Polite and tactful
- Highly organised
- Ability to multi-task
- Good interpersonal skills
- Good telephone manner
- Able to handle occasional distressing or emotional unexpected circumstances.
Experience, Knowledge and Skills
Essential
- GCSE qualifications or equivalent
- Excellent communication (orally and written) and listening skills
- Evidence of a strong Secretarial and/or administrative experience
- Experience of excellent administration and organisational skills requiring attention to detail
- Ability to draft agendas and take minutes
- Diary and email management
- The ability to manage multiple activities
- Experience in use of IT systems e.g. MS Outlook, MS Word, Excel and the internet
Desirable
- Experience of working in primary care
- Knowledge and experience in the use of EMIS clinical system
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.
