Job summary
This post will support the Lead Safeguarding administrator in the daily administration of day to running of the team.
This is an exciting opportunity to join the team in supporting those who are vulnerable in our service
Main duties of the job
- To handle incoming mail, emails, and telephone queries, taking messages and appropriate action within the safeguarding team.
- To type and process clinical documentation and ensure prompt dispatch.
- The post holder should display an efficient, approachable and professional manner at all times and have the ability and confidence to communicate effectively with various multi-professional agencies
- Good organisational skills, flexibility and sound judgement are essential to manage own workload whilst prioritising office duties within an extremely busy environment.
- The post holder will require the maturity and professionalism to undertake regular handling of highly confidential and, at times, distressing information concerning children, young people and adults.
- To provide support, to the Lead Administrator for the department during periods of annual leave, sickness and in times of additional activity.
- To ensure that confidentiality and data protection is adhered to at all times and ensure that patient data is recorded accurately.
About us
The Princess Alexandra Hospital NHS Trust (PAHT) provides a full range of general acute, outpatient and diagnostic services at The Princess Alexandra Hospital in Harlow, the Herts and Essex Hospital in Bishop's Stortford, and St Margaret's Hospital in Epping.
We employ 3,500 staff and serve a local population of around 350,000 people living in west Essex and east Hertfordshire, centred on the M11 corridor and the towns of Harlow, Bishop's Stortford and Epping. Our extended catchment area incorporates a population of up to 500,000 and includes the areas of Hoddesdon, Cheshunt and Broxbourne in Hertfordshire.
Our Values
The Princess Alexandra Promise to our patients as identified by our 3 values which will contribute to improving our patient experiences:
Patient at heart - Always holding the patient and their wellbeing at the centre of our thoughts and efforts
Everyday excellence - Sharing and celebrating our successes, being honest when we get it wrong, giving us the ability to learn from both
Creative collaboration - Knowing strength comes from diversity, we combine our experiences, skills and talents, working together to find new and better ways to care
The Trust believes in investing in all our staff and rewarding high standards of care whilst building for excellence and in return we expect our staff to uphold the Trust values to the highest level.
Job description
Job responsibilities
- To ensure that all safeguarding concerns are followed through and the correct clinicians/directorates and agencies informed; information can be received in a variety of mediums or in person on a daily basis, and be highly confidential and sensitive.
- To deal professionally with highly confidential matters within given deadlines, ensuring that professionals are updated with any developments or outcomes in a prompt efficient manner, at all times adhering to the principles of confidentially under the Trusts Information Governance Policy.
- To be responsible for creating and maintaining databases and paper-based filing systems of patient records and other business as required, such as multi-agency referral forms; maintaining these systems and supplying the Team with statistics to produce relevant reports and information for audit purposes and ensuring relevant communication with stakeholders internal and external to the Trust, including relevant social care departments.
- To support with typing administrative or medical secretarial correspondence, medical reports, and similar from dictation, audio or copy methods, liaising with other departments and request relevant documentation and records as needed, and assisting in the checking of medical notes with identifying patient information for serious case reviews in other areas, providing all relevant safeguarding information to Local Safeguarding Boards and other agencies as required.
- As instructed by the relevant safeguarding lead, be responsible for disseminating highly confidential information to relevant staff within and outside of the Trust. that all multi agency referral forms are received and are logged and entered onto the database, and to check with relevant social care department that the referral has been received.
- As directed by the relevant safeguarding lead, review information on cases to be discussed at the MARAC (multi-agency assessment conference with the Police, Social Services, etc.) and collate all the data necessary for the team member to share at the meeting.
- To arrange meetings, book venues, and prepare and circulate agendas and transcribe accurate minutes for Trust Safeguarding Steering Group Meetings and any other meetings required for safeguarding discussions, involving participants from within the Trust and external organisations as and when required.
Job description
Job responsibilities
- To ensure that all safeguarding concerns are followed through and the correct clinicians/directorates and agencies informed; information can be received in a variety of mediums or in person on a daily basis, and be highly confidential and sensitive.
- To deal professionally with highly confidential matters within given deadlines, ensuring that professionals are updated with any developments or outcomes in a prompt efficient manner, at all times adhering to the principles of confidentially under the Trusts Information Governance Policy.
- To be responsible for creating and maintaining databases and paper-based filing systems of patient records and other business as required, such as multi-agency referral forms; maintaining these systems and supplying the Team with statistics to produce relevant reports and information for audit purposes and ensuring relevant communication with stakeholders internal and external to the Trust, including relevant social care departments.
- To support with typing administrative or medical secretarial correspondence, medical reports, and similar from dictation, audio or copy methods, liaising with other departments and request relevant documentation and records as needed, and assisting in the checking of medical notes with identifying patient information for serious case reviews in other areas, providing all relevant safeguarding information to Local Safeguarding Boards and other agencies as required.
- As instructed by the relevant safeguarding lead, be responsible for disseminating highly confidential information to relevant staff within and outside of the Trust. that all multi agency referral forms are received and are logged and entered onto the database, and to check with relevant social care department that the referral has been received.
- As directed by the relevant safeguarding lead, review information on cases to be discussed at the MARAC (multi-agency assessment conference with the Police, Social Services, etc.) and collate all the data necessary for the team member to share at the meeting.
- To arrange meetings, book venues, and prepare and circulate agendas and transcribe accurate minutes for Trust Safeguarding Steering Group Meetings and any other meetings required for safeguarding discussions, involving participants from within the Trust and external organisations as and when required.
Person Specification
Experience
Essential
- Recent secretarial experience
Desirable
- Audio transcription (digital)
- NHS Experience
- Experience of using BigHand Digital System, E-Letter, PAS and PATHWEB, Nervecentre, Cosmic
- Use of Microsoft applications, including Teams
Skills
Essential
- Word processing skills
- Computer literacy
- Ability to maintain confidentiality
- Ability to create and maintain databases
Personal Qualities
Essential
- Able to prioritise workload
- Good communication skills with the public and stakeholders of all levels
- Empathetic and understanding
- Able to work under pressure
- Flexible and adaptable
- Must be dependable, reliable and able to work as part of a team or independently
Qualifications
Essential
- NVQ level 3 or equivalent experience in secretarial procedures or business administration
- Educated to GCSE level, with minimum grade 4 in English
Desirable
- Medical terminology
- Relevant terminology skills
- Audio transcription (digital)
- RSA 111 or equivalent
Person Specification
Experience
Essential
- Recent secretarial experience
Desirable
- Audio transcription (digital)
- NHS Experience
- Experience of using BigHand Digital System, E-Letter, PAS and PATHWEB, Nervecentre, Cosmic
- Use of Microsoft applications, including Teams
Skills
Essential
- Word processing skills
- Computer literacy
- Ability to maintain confidentiality
- Ability to create and maintain databases
Personal Qualities
Essential
- Able to prioritise workload
- Good communication skills with the public and stakeholders of all levels
- Empathetic and understanding
- Able to work under pressure
- Flexible and adaptable
- Must be dependable, reliable and able to work as part of a team or independently
Qualifications
Essential
- NVQ level 3 or equivalent experience in secretarial procedures or business administration
- Educated to GCSE level, with minimum grade 4 in English
Desirable
- Medical terminology
- Relevant terminology skills
- Audio transcription (digital)
- RSA 111 or equivalent
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.
