Job summary
An opportunity has arisen within the Think Family Safeguarding Service (TFSS) for a Safeguarding PA and Office Manager.
We are looking for a highly skilled Personal Assistant to support the Safeguarding Leadership Team within the Think Family Safeguarding Service with additional requirement to manage an effective and confidential administrative team.
The post holder will be based at Christopher Home, Royal Albert Edward Infirmary, working predominantly from this site but there will be requirements to support and work across all elements of the service located at other Trust sites.
The post includes responsibility for the effective and responsive running of the TFSS Admin Team by providing comprehensive, efficient, and high-quality administrative services. This role involves prioritising and organising day-to-day workloads whilst maintaining confidentiality of information throughout the full range of duties involved. Implementation and maintenance of coherent systems/databases to facilitate the management and analysis of safeguarding and children in care processes, using a variety of software programs i are a key requirement of the role.
The post holder will be required to liaise with staff within and outside the organisation as appropriate, including all professionals responsible for safeguarding.
Please note that this vacancy may close early if a sufficient number of applications are received. We encourage interested candidates to apply promptly to avoid disappointment.
Main duties of the job
To provide confidential administrative support to the Associate Chief Nurse for Safeguarding and Named Professionals and other members of the Think Family Safeguarding Service together with managing day to day running of the office within the Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust (WWLTH) Think Family Safeguarding Service.
About us
Choose Well - Choose WWL
Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that 'happy staff, makes for happy patients'. We have a recognised track record in staff engagement and living our values.
People at the Heart
Listen and Involve
Kind and Respectful
ONE Team
WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. We are seeking to recruit people who share our values and beliefs.
At WWL we value the benefits a rich and diverse workforce brings to our community and therefore welcome applications from all sections of society.
COVID-19 vaccination remains the best way to protect yourself, your family, your colleagues and of course our patients from the virus when working in our healthcare settings. Whilst COVID-19 vaccination is not a condition of employment, we do encourage our staff to get vaccinated. If you are unvaccinated there is helpful advice and information available by contacting covid-19.vaccine@wwl.nhs.uk where you can also ask about how to access vaccinations.
Job description
Job responsibilities
The post holder will act as Personal Assistant for Associate Chief Nurse for Safeguarding and Operational Head of Safeguarding further supporting the Named Safeguarding Practitioners within the Think Family Safeguarding Service.
Duties will include co-ordination of diaries and will be a key contact for the entire service.
The post holder will be responsible for organising internal and external meetings, ensuring the agenda and relevant papers are distributed in a timely manner, produce accurate notes and action logs from the meetings and request updates on any actions identified.
The post holder will also be responsible for general office management tasks such as ordering equipment and stationery to meet the needs of the service together with providing general administrative support.
Additionally, the post holder will be responsible for the line management of the Safeguarding Administrative staff.
Job description
Job responsibilities
The post holder will act as Personal Assistant for Associate Chief Nurse for Safeguarding and Operational Head of Safeguarding further supporting the Named Safeguarding Practitioners within the Think Family Safeguarding Service.
Duties will include co-ordination of diaries and will be a key contact for the entire service.
The post holder will be responsible for organising internal and external meetings, ensuring the agenda and relevant papers are distributed in a timely manner, produce accurate notes and action logs from the meetings and request updates on any actions identified.
The post holder will also be responsible for general office management tasks such as ordering equipment and stationery to meet the needs of the service together with providing general administrative support.
Additionally, the post holder will be responsible for the line management of the Safeguarding Administrative staff.
Person Specification
Qualifications
Essential
- Good General Education (e.g. GCSE English and Maths A-C) or relevant experience
- NVQ Typing
Desirable
- RSA II Typewriting, word processing or equivalent
Experience
Essential
- Experience of working with a range of Microsoft Office packages (eg. Word, Excel, Outlook, and Access)
- Computer literacy
- Experience of using Trust IT systems
- Experience of working in a busy environment
- Experience of working in healthcare
Desirable
- Experience of using healthcare computer systems
Skills
Essential
- Excellent verbal and written communication skills
- A methodical and organised approach to work
- Can demonstrate and understanding of NHS responsibilities regarding the management of confidential information
- An ability to present data and reports
- Can produce staff Rota's and upload shifts to e-Roster
- To oversee and manage safeguarding training sessions in the Learning Hub
- Identify and locate venues for Safeguarding Training and Supervision sessions
- Take responsibility and control for arranging and servicing meetings, including formal minute taking, agreeing the agenda with the Safeguarding Named Professionals and timely distribution of relevant papers
- Good organizational ability
- Ability to work with minimum supervision and on own initiative
- Ability to prioritise
- Production of letters, documents to a high standard
Desirable
- Ability to think widely and analyse problems and develop solutions
Knowledge
Essential
- A good working knowledge of effective office systems, including robust filing systems, manual and electronic
- Good working knowledge of databases/inputting data
- Can demonstrate and understanding of NHS responsibilities regarding the management of confidential information
Additional
Essential
- Ability to work in an equal opportunity environment
- Ability to respond quickly and effectively to an unpredictable workload within a highly stressful environment
- Reliability
- Willingness and ability to travel to meet the requirements of the role
- Flexible working to meet the needs of the service
- The ability to travel independently across the Trust
Desirable
- Flexible and motivated team player approach
- Experience of cascading information
Person Specification
Qualifications
Essential
- Good General Education (e.g. GCSE English and Maths A-C) or relevant experience
- NVQ Typing
Desirable
- RSA II Typewriting, word processing or equivalent
Experience
Essential
- Experience of working with a range of Microsoft Office packages (eg. Word, Excel, Outlook, and Access)
- Computer literacy
- Experience of using Trust IT systems
- Experience of working in a busy environment
- Experience of working in healthcare
Desirable
- Experience of using healthcare computer systems
Skills
Essential
- Excellent verbal and written communication skills
- A methodical and organised approach to work
- Can demonstrate and understanding of NHS responsibilities regarding the management of confidential information
- An ability to present data and reports
- Can produce staff Rota's and upload shifts to e-Roster
- To oversee and manage safeguarding training sessions in the Learning Hub
- Identify and locate venues for Safeguarding Training and Supervision sessions
- Take responsibility and control for arranging and servicing meetings, including formal minute taking, agreeing the agenda with the Safeguarding Named Professionals and timely distribution of relevant papers
- Good organizational ability
- Ability to work with minimum supervision and on own initiative
- Ability to prioritise
- Production of letters, documents to a high standard
Desirable
- Ability to think widely and analyse problems and develop solutions
Knowledge
Essential
- A good working knowledge of effective office systems, including robust filing systems, manual and electronic
- Good working knowledge of databases/inputting data
- Can demonstrate and understanding of NHS responsibilities regarding the management of confidential information
Additional
Essential
- Ability to work in an equal opportunity environment
- Ability to respond quickly and effectively to an unpredictable workload within a highly stressful environment
- Reliability
- Willingness and ability to travel to meet the requirements of the role
- Flexible working to meet the needs of the service
- The ability to travel independently across the Trust
Desirable
- Flexible and motivated team player approach
- Experience of cascading information
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
Wrightington Wigan & Leigh Teaching Hospitals NHS Foundation Trust
Address
Christopher Home, Royal Albert Edward Infirmary
Wigan Lane
Wigan
WN1 2NN
Employer's website
http://www.wwl.nhs.uk/ (Opens in a new tab)
