Job summary
Safeguarding Administration Officer
This is an opportunity to join the Safeguarding Team based at the John Radcliffe Hospital in Oxford . The post will require you to be the administrator for the Safeguarding Team with a focus on Safeguarding Children.
This is an essential role for a dynamic motivated person to work with the team to ensure information is shared with partner agencies and support is in place for families and staff.
Flexibility, problem solving skills, a confidential approach and a desire to make a difference are all vital for this role.
Do you have excellent administrative, organisational and communication skills and an ability to work on your own initiative and maintain a calm approach under pressure? If this is you, we would like you to join our friendly team.
The successful candidate will need to have excellent information technology (PC/keyboard) skills and a working knowledge of all of the main Microsoft packages is essential.
Main duties of the job
To provide high-quality, comprehensive and professional administrative support to the Safeguarding Children and Adult Team.To support the maintenance of a consistent level of Liaison between the Oxford University Hospitals NHS Foundation Trust and the community which will include liaison with Social Care, Community Professionals and the MASH. This will require the post holder to work independently at times.To efficiently complete the assigned tasks and deal with all information in a sensitive, confidential manner.To assist in implementing any new or further systems to provide an equitable service across Oxfordshire and out of area other counties where required.
About us
Oxford University Hospitals NHS Foundation Trustis one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research.
You will work as part of a friendly, dynamic team to help safeguard children and adults.
Job description
Job responsibilities
1. To provide an accurate and consistent service to the Safeguarding Department, completing all assigned tasks in a timely manner.2. To be confident in communicating through email, telephone and in person, and be able to deal with difficult situations calmly and sensitively.3. To develop and maintain strong, professional working relationships with other members of the team, as well as departments throughout the Trust as necessary to ensure delivery of a robust service.4. To display excellent verbal and written communication skills, using understanding and compassion when communicating with staff or other professionals who may be distressed, hard of hearing or whose first language is not English.5. Collect daily data on safeguarding attendances to the Emergency Department or admissions across the Trust. Interpret and enter this data onto the database and ensure back up.6. In conjunction with the Safeguarding Nurses, review the reason for all visits in line with the agreed referral criteria and contact the appropriate Health or Social Care professionals.7. Check the databases and electronic systems to help ascertain vulnerable adults and children and any professional involvements.8. Ensure prompt onward referrals are made to the appropriate community services by providing reports and relevant information to health professionals by email or via a telephone call if the matter involves Social Care or requires urgent intervention.9. Manage and maintain the Safeguarding databases and develop new systems in line with the changing needs of the service.10. Update individual patient records on the Trust Electronic Patient Record (EPR) to clarify what action has been taken.11. Respond promptly to any referrals that are received via the Safeguarding Adults Team where children may be involved. Take any necessary action to share relevant information with Oxford Health and Social Care professionals and update EPR.12. Prioritise and process DoLS applications and forward to the relevant agency promptly.13. In the absence of senior staff, take responsibility for referring cases of concern to other relevant professionals. This may include referrals to outside agencies.14. Maintain and record information and statistics with regard to strict confidentiality. Respond to requests for data when required within the Trust Information Governance procedure.15. Monitor attendances for any instances of regular attendance or themes.16. Assist in ensuring that the Child Protection, Children We Care For and children known to the Youth Justice and Exploitation Service lists are maintained and updated on the shared drive and that an alert Flag is added or removed appropriately and in a timely manner.17. Assist in responding to Initial Child Protection Conference invites and record on EPR and the database. Check invitation responses are kept up to date.18. Assist in uploading Domestic Abuse Reports involving pregnant women onto the relevant patient record and advising the appropriate Community Midwifery Team.19. Carry out photocopying, scanning and other admin duties where required.20. Help manage and respond to shared email accounts.21. Receive incoming telephone calls and respond to enquiries in a timely and appropriate manner.22. Attend and contribute to daily team meetings. Take notes/minutes of meetings as required by the department.23. Obtain medical records as required and track them appropriately.24. Work independently and as part of the Safeguarding Team. To prioritise and organise own workload, being proactive in offering support to the rest of the Safeguarding Team.25. Cover duties of admin staff and provide cover during times of staff shortage or absence to ensure provision of an effective service.26. Adhere to and monitor your own statutory and mandatory training as set by the Trust and assume your own responsibility with regard to health and safety.27. To have a clear understanding of the processes involved in the role, keeping abreast of current Trust policies and procedures to ensure correct implementation of these processes and reporting any failures in the system to the relevant person.28. To provide ad hoc administrative support, including undertaking duties not specified in this job description as required by the line manager to assist with the general needs of the department.
Job description
Job responsibilities
1. To provide an accurate and consistent service to the Safeguarding Department, completing all assigned tasks in a timely manner.2. To be confident in communicating through email, telephone and in person, and be able to deal with difficult situations calmly and sensitively.3. To develop and maintain strong, professional working relationships with other members of the team, as well as departments throughout the Trust as necessary to ensure delivery of a robust service.4. To display excellent verbal and written communication skills, using understanding and compassion when communicating with staff or other professionals who may be distressed, hard of hearing or whose first language is not English.5. Collect daily data on safeguarding attendances to the Emergency Department or admissions across the Trust. Interpret and enter this data onto the database and ensure back up.6. In conjunction with the Safeguarding Nurses, review the reason for all visits in line with the agreed referral criteria and contact the appropriate Health or Social Care professionals.7. Check the databases and electronic systems to help ascertain vulnerable adults and children and any professional involvements.8. Ensure prompt onward referrals are made to the appropriate community services by providing reports and relevant information to health professionals by email or via a telephone call if the matter involves Social Care or requires urgent intervention.9. Manage and maintain the Safeguarding databases and develop new systems in line with the changing needs of the service.10. Update individual patient records on the Trust Electronic Patient Record (EPR) to clarify what action has been taken.11. Respond promptly to any referrals that are received via the Safeguarding Adults Team where children may be involved. Take any necessary action to share relevant information with Oxford Health and Social Care professionals and update EPR.12. Prioritise and process DoLS applications and forward to the relevant agency promptly.13. In the absence of senior staff, take responsibility for referring cases of concern to other relevant professionals. This may include referrals to outside agencies.14. Maintain and record information and statistics with regard to strict confidentiality. Respond to requests for data when required within the Trust Information Governance procedure.15. Monitor attendances for any instances of regular attendance or themes.16. Assist in ensuring that the Child Protection, Children We Care For and children known to the Youth Justice and Exploitation Service lists are maintained and updated on the shared drive and that an alert Flag is added or removed appropriately and in a timely manner.17. Assist in responding to Initial Child Protection Conference invites and record on EPR and the database. Check invitation responses are kept up to date.18. Assist in uploading Domestic Abuse Reports involving pregnant women onto the relevant patient record and advising the appropriate Community Midwifery Team.19. Carry out photocopying, scanning and other admin duties where required.20. Help manage and respond to shared email accounts.21. Receive incoming telephone calls and respond to enquiries in a timely and appropriate manner.22. Attend and contribute to daily team meetings. Take notes/minutes of meetings as required by the department.23. Obtain medical records as required and track them appropriately.24. Work independently and as part of the Safeguarding Team. To prioritise and organise own workload, being proactive in offering support to the rest of the Safeguarding Team.25. Cover duties of admin staff and provide cover during times of staff shortage or absence to ensure provision of an effective service.26. Adhere to and monitor your own statutory and mandatory training as set by the Trust and assume your own responsibility with regard to health and safety.27. To have a clear understanding of the processes involved in the role, keeping abreast of current Trust policies and procedures to ensure correct implementation of these processes and reporting any failures in the system to the relevant person.28. To provide ad hoc administrative support, including undertaking duties not specified in this job description as required by the line manager to assist with the general needs of the department.
Person Specification
Education/Qualifications
Essential
- oGood general level of education, GCSE or equivalent in Maths and English
Desirable
- oIT qualification oNVQ/Certificate in Administration
- o5 GCSE grade C and above
- oExpereince of an electronic patient management system
Experience
Essential
- oExperience of Working in a busy office environment
- oProven ability to work as a member of a team
- oEvidence of positive, problem-solving approach to work problems
Desirable
- oNHS Experience and/or dealing with the public
- oPrevious experience in an administrative post
- oExperience using databases or online systems to extract and/or store information
Skills, Knowledge and Abilities
Essential
- oCompetent use of computers and keyboard skills
- oExcellent verbal and written communication skills, including email and telephone
- oAbility to work under pressure
- oAbility to maintain confidentiality where necessary
- oAdaptable and flexible
- oGood Organisational Skills and Attention to Detail
Desirable
- oAbility to assist with note-taking at directorate level
- oHighly organised and methodical
- oAbility to plan and coordinate work to prepare for deadlines
- oAbility to work independently and lead on projects
- oAn understanding of Information Governance
Personal Qualities
Essential
- oEnthusiasm and motivation
- oWillingness to undertake further training
- oReliable and trustworthy
Desirable
- Experience of liaising with other professionals across the Trust and with outside agencies.
Person Specification
Education/Qualifications
Essential
- oGood general level of education, GCSE or equivalent in Maths and English
Desirable
- oIT qualification oNVQ/Certificate in Administration
- o5 GCSE grade C and above
- oExpereince of an electronic patient management system
Experience
Essential
- oExperience of Working in a busy office environment
- oProven ability to work as a member of a team
- oEvidence of positive, problem-solving approach to work problems
Desirable
- oNHS Experience and/or dealing with the public
- oPrevious experience in an administrative post
- oExperience using databases or online systems to extract and/or store information
Skills, Knowledge and Abilities
Essential
- oCompetent use of computers and keyboard skills
- oExcellent verbal and written communication skills, including email and telephone
- oAbility to work under pressure
- oAbility to maintain confidentiality where necessary
- oAdaptable and flexible
- oGood Organisational Skills and Attention to Detail
Desirable
- oAbility to assist with note-taking at directorate level
- oHighly organised and methodical
- oAbility to plan and coordinate work to prepare for deadlines
- oAbility to work independently and lead on projects
- oAn understanding of Information Governance
Personal Qualities
Essential
- oEnthusiasm and motivation
- oWillingness to undertake further training
- oReliable and trustworthy
Desirable
- Experience of liaising with other professionals across the Trust and with outside agencies.
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.
