Job summary
Are you looking for an administrative position where you can really make a difference? We would love to hear from you if this is the case; we have an exciting opportunity to join a small, but well
established administration team supporting the safeguarding service in a busy
acute hospital.
This role is to provide administrative support to the Safeguarding
Service, assisting in ensuring that the appropriate and effective delivery of Safeguarding
is delivered and maintained.
You will be an integral part of the team, ensuring high quality
service is provided to maintain a positive image and good engagement with all
clinical teams and external partners.
This role will offer you the opportunity to develop your knowledge
of safeguarding children and adults, the ability to apply your individual
strengths, and explore your development with the support of a small and
committed team.
Main duties of the job
The postholder will be an effective first point of contact for all
safeguarding enquiries, and will ned to be able to direct contacts effectively.
Arranging meetings, including distributing agendas and documents, taking
and sharing minutes.
Input data onto a variety of clinical and non-clinical systems.
Support with audit and data production.
Support with arranging and recording attendance at training, including
bespoke sessions
Ensure that paperwork is completed in a timely fashion and in line with
requirements.
Liaison with clinical and non-clinical areas.
Liaison with the Local Authority
Request and, where appropriate, review clinical records and information
in line with guidelines and statutory requirements.
Ensure deadlines are met and support the team with identifying and meeting
deadlines.
About us
The Trust is committed to driving excellence in care for our patients and communities and was rated good by the Care Quality Commission report published 2020 and became a University Hospital. We are ranked as the third in the country for research; embedding education and training across the organisation and we continuously strive to achieve our core values which are at the heart of everything we do. The Trusts main hub is the Queen Alexandra Hospital, starting life as a military hospital over a century ago and now one of the largest hospitals on the south coast and you may have seen us on the TV series Nurses on the Ward. The Trust provides comprehensive secondary care and specialist services to a local population of 675,000 people across South East Hampshire. The Trust employs over 8,000 staff and are #ProudtobePHU; our patients come from all walks of life and so do we. We hire great people from a wide variety of backgrounds, not just because its the right thing to do, but because it makes our hospital stronger. If you share our values and our enthusiasm for providing outstanding care and support for patients, colleagues and our community you will find a home at PHU. In recruiting for our team, we welcome the unique contributions that you can bring in
terms of your education, opinions, culture, ethnicity, race, sex, gender
identity and expression, nation of origin, age, languages spoken, veterans
status, colour, religion, disability, sexual orientation and beliefs.
Job description
Job responsibilities
- Provide secretarial and administrative support to the Safeguarding Service, including all duties associated with the post, typing correspondence, memos, photocopying, minutes, reports etc. Ensure all communications are accurate, timely and well presented in accordance with the corporate identity
- Manage the Safeguarding Service Office in conjunction with the Administration Manager, ensuring the department runs smoothly and efficiently, this will mean organising office cover, liaising with the Works department, maintaining stock and ordering stationery as required
- Ensure that enquiries/visitors are dealt with promptly and effectively in a courteous, professional and informed manner, including responsibility for dealing with telephone enquires and incoming correspondence which may be of a confidential and/or sensitive nature.
- Ability to deal with high volumes of work (including email activity) in a timely and accurate manner.
- Provide effective diary management, ensuring that all information required by the Safeguarding Service is current and accurate.
- Organise and administer meetings, including agenda production, and organising venues and refreshments.
- To arrange training sessions, venues for training and ensure equipment is available. Ensure training materials are available.
- Inputting data into various electronic systems as required.,
- Arrange meetings in liaison with other statutory agencies, e.g., Police and Social Care.
- Identify, track and make available medical records upon request.
- Ensure staff are informed of impending conferences, reviews, meetings, court appearances and that reports are produced.
- In conjunction with the Administration manager and wider service, respond to requests from Police/Legal for medical records and reports following the Trusts protocol, ensuring agencies receive an invoice for the work undertaken.
- In conjunction with the Administration manager, ensure that all Safeguarding information is filed promptly in the appropriate clinical records.
- In the absence of the Administration manager, ensure the continual smooth running of the Safeguarding office, ensuring all telephone calls are directed to an appropriate person within or outside of the Trust and all communications are documented in the relevant case file.
- To provide administrative support for core functions of the Safeguarding Service including training, records management and communication.
- To undertake other administrative, secretarial support and liaison duties as and when required
Job description
Job responsibilities
- Provide secretarial and administrative support to the Safeguarding Service, including all duties associated with the post, typing correspondence, memos, photocopying, minutes, reports etc. Ensure all communications are accurate, timely and well presented in accordance with the corporate identity
- Manage the Safeguarding Service Office in conjunction with the Administration Manager, ensuring the department runs smoothly and efficiently, this will mean organising office cover, liaising with the Works department, maintaining stock and ordering stationery as required
- Ensure that enquiries/visitors are dealt with promptly and effectively in a courteous, professional and informed manner, including responsibility for dealing with telephone enquires and incoming correspondence which may be of a confidential and/or sensitive nature.
- Ability to deal with high volumes of work (including email activity) in a timely and accurate manner.
- Provide effective diary management, ensuring that all information required by the Safeguarding Service is current and accurate.
- Organise and administer meetings, including agenda production, and organising venues and refreshments.
- To arrange training sessions, venues for training and ensure equipment is available. Ensure training materials are available.
- Inputting data into various electronic systems as required.,
- Arrange meetings in liaison with other statutory agencies, e.g., Police and Social Care.
- Identify, track and make available medical records upon request.
- Ensure staff are informed of impending conferences, reviews, meetings, court appearances and that reports are produced.
- In conjunction with the Administration manager and wider service, respond to requests from Police/Legal for medical records and reports following the Trusts protocol, ensuring agencies receive an invoice for the work undertaken.
- In conjunction with the Administration manager, ensure that all Safeguarding information is filed promptly in the appropriate clinical records.
- In the absence of the Administration manager, ensure the continual smooth running of the Safeguarding office, ensuring all telephone calls are directed to an appropriate person within or outside of the Trust and all communications are documented in the relevant case file.
- To provide administrative support for core functions of the Safeguarding Service including training, records management and communication.
- To undertake other administrative, secretarial support and liaison duties as and when required
Person Specification
Experience
Essential
- Working knowledge of office procedures and secretarial skills, which would normally be acquired through a Secretarial diploma/RSA 2/3/ECDL or a combination of courses in office procedures, business administration and typing/keyboarding courses e.g. BETC/ NVQ level 3.
- IT experience, preferably in the use of Microsoft Office.
- 2/3 years varied secretarial experience.
Skills and Knowledge
Essential
- Ability to achieve a high level of accuracy while ensuring deadlines are met.
- Excellent communication, reception, interpersonal and organisational skills.
- Ability to communicate in oral and written English.
- Ability to deal and prioritise high volumes of work (including email activity) in a timely and accurate manner.
- Ability to converse with all levels of personnel/clients/departments on the telephone and in person, in a discreet manner.
- Adhere to all Trust Polices in the workplace.
- Understand and adhere to the requirements of confidentiality.
- Ability to create and administer databases within the department.
Qualifications
Essential
- Educated to GSCE level (or equivalent).
Personal Qualities
Essential
- Ability to prioritise.
- Self motivated.
- Strong interpersonal skills.
- Strong administration skills.
- Effective communicator both orally and on paper.
- Skill in working with cross-functional teams.
- Well-developed influencing skills across hierarchies and disciplines.
- Ability to act and ensure delivery.
- Responsive and flexible attitude/approach.
- Able to work on own initiative.
- Work effectively as a member of the team.
Person Specification
Experience
Essential
- Working knowledge of office procedures and secretarial skills, which would normally be acquired through a Secretarial diploma/RSA 2/3/ECDL or a combination of courses in office procedures, business administration and typing/keyboarding courses e.g. BETC/ NVQ level 3.
- IT experience, preferably in the use of Microsoft Office.
- 2/3 years varied secretarial experience.
Skills and Knowledge
Essential
- Ability to achieve a high level of accuracy while ensuring deadlines are met.
- Excellent communication, reception, interpersonal and organisational skills.
- Ability to communicate in oral and written English.
- Ability to deal and prioritise high volumes of work (including email activity) in a timely and accurate manner.
- Ability to converse with all levels of personnel/clients/departments on the telephone and in person, in a discreet manner.
- Adhere to all Trust Polices in the workplace.
- Understand and adhere to the requirements of confidentiality.
- Ability to create and administer databases within the department.
Qualifications
Essential
- Educated to GSCE level (or equivalent).
Personal Qualities
Essential
- Ability to prioritise.
- Self motivated.
- Strong interpersonal skills.
- Strong administration skills.
- Effective communicator both orally and on paper.
- Skill in working with cross-functional teams.
- Well-developed influencing skills across hierarchies and disciplines.
- Ability to act and ensure delivery.
- Responsive and flexible attitude/approach.
- Able to work on own initiative.
- Work effectively as a member of the team.
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.
