Safeguarding Children Administrator

Job description

Job responsibilities

Please note: This role does not meet the minimum criteria for visa sponsorship under the current UK immigration rules, which set specific salary and skill thresholds. As such, we are unable to provide sponsorship for this post. Applicants will therefore need to already have the right to work in the UK to be considered. We include this information at the outset to provide clarity and avoid unnecessary inconvenience for applicants.

OverviewThe Safeguarding Children Administrative Support role is a key position within the University Hospitals Sussex safeguarding team, providing dedicated administrative and secretarial support to ensure the smooth running of child safeguarding processes. This role is critical in maintaining statutory compliance, accurate record-keeping, effective communication, and operational efficiency. The post-holder supports the Named Nurse for Safeguarding, childrens safeguarding liaison nurses, and the wider safeguarding team, enabling frontline staff to focus on direct safeguarding and clinical duties. The post-holder must work with professionalism, confidentiality, and attention to detail, delivering high-quality administrative support in a busy and sensitive environment.

Purpose of the RoleThe primary purpose of the Safeguarding Children Administrative Support role is to ensure the effective administration of all safeguarding activities, enabling timely and accurate processing of safeguarding information and referrals. The post-holder manages communication, coordinates meetings, produces and maintains safeguarding documentation, and supports training and quality improvement initiatives. By undertaking these responsibilities, the post-holder plays a vital role in safeguarding children and vulnerable adults, ensuring that statutory deadlines are met, and that high standards of record-keeping, compliance, and information governance are maintained. This position is essential to reduce risk for frontline staff, enhance operational efficiency, and maintain continuity of service.

Key Responsibilities and Duties

CommunicationThe post-holder manages all forms of communication, including electronic, paper, and telephone correspondence, ensuring compliance with information governance and confidentiality requirements. They respond to queries, forward relevant information to appropriate team members, and act as the first point of contact for administrative matters. Effective communication is crucial in supporting the safeguarding team and ensuring accurate information flow between staff, other departments, and external agencies.

Service Delivery and AdministrationThe post-holder provides comprehensive secretarial and administrative support to the safeguarding team. This includes collecting and maintaining patient data, filing, photocopying, audio typing letters, and preparing reports. They are responsible for managing day-to-day administrative processes, ensuring that correct procedures are followed and monitored for compliance. This includes the design and maintenance of forms and other service documentation, supporting workflow efficiency and ensuring accurate records.

Safeguarding Meetings and CoordinationThe role involves servicing safeguarding meetings by preparing agendas, coordinating logistics such as room bookings and refreshments, taking minutes, typing and distributing minutes, and tracking follow-up actions. The post-holder ensures that meetings are well-organized, and that all documentation is prepared and distributed in a timely manner. This includes supporting multi-agency meetings and ensuring that all safeguarding actions are accurately recorded and tracked.

Support to Named Nurse and Liaison NursesThe post-holder provides direct administrative and secretarial support to the Named Nurse for Safeguarding and childrens safeguarding liaison nurses. Duties include managing calendars, scheduling appointments, preparing letters, formatting reports, and supporting the development of training materials. The post-holder ensures that all administrative functions are delivered efficiently, allowing clinical staff to focus on direct safeguarding work.

Training and Quality ImprovementThe post-holder assists in the design and preparation of training materials and resources to support safeguarding education and development. They contribute to quality improvement initiatives by ensuring accurate documentation, supporting audit requirements, and assisting in service redesign projects. Participation in team meetings to review and plan work objectives is expected, along with input into workflow improvement and service delivery processes.

Independence and InitiativeThe post-holder is expected to work independently, demonstrating initiative and accountability in the absence of direct supervision. They manage their workload effectively, ensuring that all tasks are completed to high standards and within deadlines. They are responsible for maintaining safe practice regarding patient information and ensuring compliance with confidentiality and information governance policies.

Stationery and SuppliesThe role involves maintaining stationery stocks and ordering supplies through the Trust ordering system, in line with organisational procedures. The post-holder ensures that all office resources are available to support the team and that supply levels are monitored and managed efficiently.

Team Participation and DevelopmentThe post-holder attends regular team meetings, contributing to planning, reviewing work objectives, and supporting team development. While the role does not have line management responsibilities, the post-holder is expected to contribute positively to the team environment and provide informal guidance to colleagues where appropriate.

Learning and DevelopmentThe post-holder participates in mandatory training updates, identifies personal learning needs, and undertakes development opportunities as agreed with their line manager. They actively engage in the Trusts appraisal process and professional development framework, ensuring continuous improvement of personal skills and contribution to the safeguarding service.

Person Specification

Application form and interview

Essential

• NVQ level 2 in Business & Admin or equivalent
• Able to communicate by written or verbal means clearly and effectively. Able to develop and maintain a supportive relationship within the team. Able to analyse basic spreadsheets and forms for relevant information Demonstrable and Proven IT skills in all Microsoft Office software. Ability to demonstrate attention to detail. Ability to demonstrate a positive attitude to change
• Ability to work independently, flexibly and perform effectively under pressure
• Willingness to undertake continuous learning and development
• Ability to work independently when required Understands limitation of own practice

Equality, Diversity, and Inclusion

Essential

• Evidence of having undertaken own development to improve understanding of equalities issues
• Evidence of having championed diversity in previous roles (as appropriate to role).

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

University Hospitals Sussex NHS Foundation Trust (279)

Address

Royal Alexandra Children's Hospital

Brighton

BN25BE

Employer's website

https://www.uhsussex.nhs.uk/ (Opens in a new tab)