Safeguarding Team Administrator - Band 4

Job description

Job responsibilities

*To provide flexible and pro-active administrative services to the Safeguarding Team.

*To manage phone calls, emails and messages for the team with a confident, pleasant and efficient manner. being able to direct queries to the appropriate Practitioner in a timely way is essential for this role.

*To maintain the safeguarding training diary and manage queries from Learning and Development regarding provision of safeguarding training.

*To provide project administrative support for the team, arranging meetings with key stakeholders, drafting templates and ensuring queries are directed to the allocated Lead.

*To maintain and update Trust Safeguarding related databases and systems.

*To place alert flags on electronic patient records of adults and children who are at risk of harm as directed by the Named Nurse, Named Midwife or Head of Safeguarding.

*To complete a defined administrative assurance of various documents under the direction of admin manager.

*Liaise with local authority administrative teams to support secure receipt of statutory documentation.

*Provide administrative support to information requests requiring access to person identifiable and sensitive information under GDPR requirements.

*Planning of events/meetings by booking rooms, creating Microsoft Team meeting invites, keeping registers of attendance and producing information packs.

*As directed by the admin manager, compile agendas, maintain action logs, assist with the collating of meeting papers and write up notes/minutes of meetings.

*Complete administrative checks of patient records to enable Practitioners and Service Leads to identify patients who are at high risk. For example in preparation for Multi Agency Risk Assessment Conferences and from daily encounter reports for children.

*Accurate typing of all paperwork, this will include charts, tables, meeting minutes and presentations.

*Prioritise and organise own workload to meet deadlines and promptly escalate to senior staff when delays are anticipated.

*Photocopy/scan and distribute documents using appropriate information governance measures for email and post systems.

*Maintain, implement and constantly improve the electronic filing systems, including archiving of older information in files quarterly by financial year.

*To keep master files of all policies, procedures and guidance.

*To work collaboratively with the other Team Administrator in order to manage urgent work requests and ensure daily activities are covered.

*To ensure confidentiality at all times, when working with electronic systems (databases/emails) and verbal information.

*To work independently and use initiative in completing tasks.

Knowledge:

*Knowledge and understanding of the NHS and principles of a quality service related to administration.

*Knowledge of development and maintenance of computer based office systems, including databases and Microsoft Office applications.

*Knowledge of IT and information systems in Health settings.

*Knowledge of office systems such as setting up and maintaining electronic filing systems.

*Awareness of the General Data Protection Regulations (2018) and managing personal identifiable information in health settings.

*Understanding of diary management and room booking.

*Knowledge of report formatting and data collection methods.

*Knowledge and awareness of the timely manner in which work needs to be done to meet the requirements of a busy trust wide service.

Skills:

*Strong interpersonal skills to work effectively with a wide range of staff and teams.

*Excellent written and verbal communication skills.

*Ability to organise and prioritise own workload to meet defined deadlines.

*Ability to work on own initiative and within a team.

*Ability to tolerate a work load that is often re-prioritised due to changing need.

*IT literate using a range of Microsoft Office software in particular Microsoft PowerPoint, Excel, Outlook and Word.

*Minute taking.

*Diary management.

Experience:

*Experience of providing administrative support within a busy and varied office environment.

*Experience of providing administrative support to a team.

*Experience of providing content assurance of documents in line with defined standards.

*Experience of collecting, organising and reporting data and other information.

*Experience of facilitating meetings to include room bookings, sending invites, managing attendance, and taking and distributing minutes.

*Excellent working experience of Microsoft office software in particular Office 365, Microsoft Excel, SharePoint and Word.

*Competent using Microsoft Teams to arrange and facilitate virtual meetings.

*Experience of electronic patient records systems and placing and removing flags for alerts.

Person Specification

Education, Training, Qualifications

Essential

• GCSE Maths and English at Grade C or above (or equivalent)
• IT literate with Microsoft applications to intermediate level
• Able to touch type accurately

Work Experience

Essential

• Experience of providing administrative support within a busy and varied office environment
• Experience managing diaries, planning and preparing meetings
• Experience of using data to populate reports
• Experience of editing reports and formatting documents
• Experience using Microsoft PowerPoint and Excel editing content at intermediate or advanced level

Desirable

• Experience of the NHS or other public sector provider
• Experience of reviewing, adapting and designing administrative processes
• Previous experience working with sensitive patient information and restricted access NHS information

Knowledge/Skills/Abilities

Essential

• Excellent written and verbal communication skills
• Able to quickly learn systems and procedures specific to the organisation and team
• Able to set up and maintain effective administrative office systems
• Able to work without supervision knowing when to escalate items to managers
• Able to receive and convey complex information accurately
• Clear attention to detail, particularly when inputting patient information onto systems
• Confident taking minutes in large meetings and doing this virtually via MS Teams
• Understands confidentiality and managing person identifiable information

Desirable

• Interest in adult and child safeguarding in NHS settings
• The ability to understand Trust Policy and the impact it has on operations

Personal Qualities

Essential

• To work independently and use initiative in completing tasks
• Be able to manage potentially distressing and highly sensitive information both written and verbal
• To be calm and professional over the telephone and face-to-face

Desirable

• Have a passion for quality improvement and dedication to continuous improvement

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

North Bristol NHS Trust

Address

Southmead Hospital, Avon Way Office

Westbury on Trym

Bristol

BS10 5NB

Employer's website

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