Job summary
Administrator - Safeguarding & Children Looked After - Band 3
£29,651 - £31,312 Inc HCAS per annum pro rata
Part time - 15 hours per week
We are currently looking for an Administrator to work in our Safeguarding and Children Looked After Team, within the Young People's Directorate.
This role is responsible for providing a high level of administrative support to ensure the Children Looked After (CLA) administration process operates efficiently within the Children and Young People Directorate.
The post holder will be required to liaise with parents and carers, Community Paediatrics Consultants, health and social care professionals, the Local Authority, the Care Coordination Centre and other partners on a frequent basis, dealing with the CLA process from the point of referral.
The post holder will become a specialist within their team, gaining a thorough understanding of the CLA process, being the point of contact for all aspects of the service; supporting with running reports for data collection, liaising with parents, and professionals, uploading documents and distributing reports while maintaining databases and using the patient management system.
Main duties of the job
Administration:
- Administrative support for Children Looked After (CLA) and Safeguarding Children teams (including child protection, CLA, fostering and adoptions and child death)
- Maintain databases and information records relating to CLA, child protection, adoption and fostering and child death
- Liaise with Bromley Children's Social Care around new admissions into care and changes of placements
- Use Emis to add referrals, update patient records, add alerts and complete templates
- Organise clinics, contact parent/carers to arrange appointments, send appointment letters and distribute reports to parent/carers and other professionals
- Liaise with other local authorities and health organisations regarding children and young people placed out of borough and for those placed in Bromley by other boroughs
- Compile data to support with the CLA data sets that feed into Bromley Healthcare's submissions to NHS England and the ICB
- Monitoring the Single Point of Contact (SPOC) secure email inbox and actioning work associated with this
- Work with other safeguarding administrators to work effectively as a team to cover all areas of safeguarding admin covering planned absences annual leave and staff sickness
About us
Bromley Healthcare is a community interest company providing a wide range of services including community nursing services such as district nursing, health visiting to specialist nurses, as well as therapy services for children, young people and adults. Salary is dependant on NHS experience and current banding/pay point. Excellent benefits package available including various pension schemes, discounted gym membership, cycle to work scheme, discounted electronics, access to EAP, high street discounts, Blue Light Card eligibility, opportunity to apply for low interest personal loans and an excellent lease car scheme and we are constantly looking to expand our staff benefits.
Job description
Job responsibilities
Administrative:
- Administrative support for Children Looked After (CLA) and Safeguarding Children teams (including child protection, CLA, fostering and adoptions and child death)
- Maintain databases and information records relating to CLA, child protection, adoption and fostering and child death
- Liaise with Bromley Childrens Social Care around new admissions into care and changes of placements
- Use Emis to add referrals, update patient records, add alerts and complete template
- Organise clinics, contact parent/carers to arrange appointments, send appointment letters and distribute reports to parent/carers and other professionals
- Arrange interpreters as required
- Liaise with other local authorities and health organisations regarding children and young people placed out of borough and for those placed in Bromley by other boroughs
- Produce invoice request forms for processing by the finance team
- Upload Individual Healthcare Plans, Child Protection Reports, and adoption reports and any other health information received within required timeframes
- Compile data to support with the CLA data sets that feed into Bromley Healthcares submissions to NHS England and the ICB
- Support with cover for the Child Death and Adoptions and Fostering Administrators as required, supporting notifications of deaths on the eCDOP electronic platform if the Child Death administrator is out of the office
- Arrange single and multi-agency meetings both internally and externally including booking meeting rooms, preparation and distribution of agendas, minutes and all necessary papers
- Monitoring the Single Point of Contact (SPOC) secure email inbox and actioning work associated with this
- Liaise with Designated Doctor and Nurse/Liaison Keyworker as appropriate re all child deaths/safeguarding issues
- Maintain close working relationships with the named doctor, CLA Nursing team, Local Authority Social Care team, and other health providers
- Ensure that confidentiality of information relating to vulnerable children and families is maintained at all times
- Work with other safeguarding administrators to work effectively as a team to cover all areas of safeguarding admin covering planned absences annual leave and staff sickness
Communication:
- Communicate effectively and professionally with parents, carers, children and young people and other Bromley Healthcare (BHC) and external staff
- Recognisepeoples needs for alternative methods of communication and respond accordingly
- Build effective links and to strengthen working relationships, with health and social care service professionals as well as private and voluntary agencies
- Utilise formal and informal reporting mechanisms to ensure effective internal and external communications, and to ensure all documentation is accurate and professional
- Closely liaise with other local authorities and health for children and young people placed within Bromley and for Bromley children placed out of borough
Other:
- Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
- Demonstrate skills and activities to others who are undertaking similar work
- To have current knowledge of other team members roles and responsibilities
- The post holder may be required to work across Bromley Healthcare clinic bases
- This job description is not exhaustive and can be altered in consultation with the post holder
- Any other duties which may be requested by the line manager in order to facilitate the effective and efficient running of the CYP Admin team
Job description
Job responsibilities
Administrative:
- Administrative support for Children Looked After (CLA) and Safeguarding Children teams (including child protection, CLA, fostering and adoptions and child death)
- Maintain databases and information records relating to CLA, child protection, adoption and fostering and child death
- Liaise with Bromley Childrens Social Care around new admissions into care and changes of placements
- Use Emis to add referrals, update patient records, add alerts and complete template
- Organise clinics, contact parent/carers to arrange appointments, send appointment letters and distribute reports to parent/carers and other professionals
- Arrange interpreters as required
- Liaise with other local authorities and health organisations regarding children and young people placed out of borough and for those placed in Bromley by other boroughs
- Produce invoice request forms for processing by the finance team
- Upload Individual Healthcare Plans, Child Protection Reports, and adoption reports and any other health information received within required timeframes
- Compile data to support with the CLA data sets that feed into Bromley Healthcares submissions to NHS England and the ICB
- Support with cover for the Child Death and Adoptions and Fostering Administrators as required, supporting notifications of deaths on the eCDOP electronic platform if the Child Death administrator is out of the office
- Arrange single and multi-agency meetings both internally and externally including booking meeting rooms, preparation and distribution of agendas, minutes and all necessary papers
- Monitoring the Single Point of Contact (SPOC) secure email inbox and actioning work associated with this
- Liaise with Designated Doctor and Nurse/Liaison Keyworker as appropriate re all child deaths/safeguarding issues
- Maintain close working relationships with the named doctor, CLA Nursing team, Local Authority Social Care team, and other health providers
- Ensure that confidentiality of information relating to vulnerable children and families is maintained at all times
- Work with other safeguarding administrators to work effectively as a team to cover all areas of safeguarding admin covering planned absences annual leave and staff sickness
Communication:
- Communicate effectively and professionally with parents, carers, children and young people and other Bromley Healthcare (BHC) and external staff
- Recognisepeoples needs for alternative methods of communication and respond accordingly
- Build effective links and to strengthen working relationships, with health and social care service professionals as well as private and voluntary agencies
- Utilise formal and informal reporting mechanisms to ensure effective internal and external communications, and to ensure all documentation is accurate and professional
- Closely liaise with other local authorities and health for children and young people placed within Bromley and for Bromley children placed out of borough
Other:
- Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
- Demonstrate skills and activities to others who are undertaking similar work
- To have current knowledge of other team members roles and responsibilities
- The post holder may be required to work across Bromley Healthcare clinic bases
- This job description is not exhaustive and can be altered in consultation with the post holder
- Any other duties which may be requested by the line manager in order to facilitate the effective and efficient running of the CYP Admin team
Person Specification
Qualifications
Essential
- Educated to GCSE Level or an equivalent level of knowledge, training and experience.
Desirable
- NVQ Level 4 administration.
IT skills
Essential
- Strong knowledge of MS office - excel
- Experience of EMIS or equivalent clinical systems.
Desirable
- Experience of using EMIS population reporting.
- Ability to use information systems to collate and produce statistical data and reports.
Experience
Essential
- Previous experience of working in an administration role alongside clinicians within a healthcare setting.
- Experience of working independently, managing priorities and escalating as appropriate.
- Previous experience of managing confidential and sensitive information.
Desirable
- Experience working within the NHS
- Experience of working with key performance indicators (KPIs).
Specific Skills
Essential
- Strong understanding of English language, both written and verbal.
- Strong attention to detail with the ability to input data accurately, sometimes to tight timelines.
- Ability to prioritise daily workload and respond to ad-hoc requests in a busy environment.
Desirable
- Knowledge of current local pathways
Personal Qualities
Essential
- Good communication skills, with a proven ability to deal tactfully and empathetically with people at all levels.
- Ability to work independently and as part of a wider team.
- Time management skills and ability to prioritise.
Desirable
- Flexible approach to work .
Person Specification
Qualifications
Essential
- Educated to GCSE Level or an equivalent level of knowledge, training and experience.
Desirable
- NVQ Level 4 administration.
IT skills
Essential
- Strong knowledge of MS office - excel
- Experience of EMIS or equivalent clinical systems.
Desirable
- Experience of using EMIS population reporting.
- Ability to use information systems to collate and produce statistical data and reports.
Experience
Essential
- Previous experience of working in an administration role alongside clinicians within a healthcare setting.
- Experience of working independently, managing priorities and escalating as appropriate.
- Previous experience of managing confidential and sensitive information.
Desirable
- Experience working within the NHS
- Experience of working with key performance indicators (KPIs).
Specific Skills
Essential
- Strong understanding of English language, both written and verbal.
- Strong attention to detail with the ability to input data accurately, sometimes to tight timelines.
- Ability to prioritise daily workload and respond to ad-hoc requests in a busy environment.
Desirable
- Knowledge of current local pathways
Personal Qualities
Essential
- Good communication skills, with a proven ability to deal tactfully and empathetically with people at all levels.
- Ability to work independently and as part of a wider team.
- Time management skills and ability to prioritise.
Desirable
- Flexible approach to work .
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.
