Job responsibilities
Accountable to: Head of Safeguarding
Reports to: Head of Safeguarding
Key Working Relationships:
Internal: Head of
Safeguarding, Safeguarding Lead Professionals, Chief Nursing Officer, Deputy
Chief Nurse, Matrons and Senior Nurses, Patient Safety & Governance Teams, Consultants
& medical staff, All Directorate staff including ward teams, Administrative
staff Trust wide, Named Doctor Children Safeguarding
External: Integrated
Care Board, Herefordshire & Worcestershire Health and Care NHS Trust (Safeguarding
Teams), Safeguarding Teams Worcestershire County Council, Worcestershire
Safeguarding Children Partnership, Worcestershire Safeguarding Adults Board, Police,
other voluntary and partner agencies
Risk assessment
The post involves daily use of a VDU
screen.
Job
Purpose:
The post involves providing a
confidential administrative support service to the Integrated Safeguarding Team. The post holder will be expected to work on
their own initiative and manage their own workload.
Key Duties
1.
On behalf of the Integrated Safeguarding Team,
to complete - without direct daily supervision - appropriate workload, ensuring
required deadlines are met.
2.
To provide a comprehensive Safeguarding
administration service to the Integrated Safeguarding team. Undertake the full range of administrative duties,
including preparation of agendas, reports, minutes, dissemination of information
and other follow up actions.
3.
Maintain and update personal files
for the Integrated Safeguarding Team.
4.
To maintain safeguarding alerts on appropriate
Trust information systems.
5.
To act as the first point of contact for the
Integrated Safeguarding Team, day to day management of the generic Integrated
Safeguarding Team mailbox.
6.
Maintain effective systems of communication with
internal and external stakeholders and escalating concerns where these
arise.
7.
Assist in maintaining the Integrated Safeguarding
Team Hub Intranet page, ensuring all information is current and correct.
8.
To produce high quality documents as directed by
the Integrated Safeguarding Team including reports, spreadsheets,
correspondence, presentations, newsletters and leaflets. Inputting of data onto
Trust systems in accordance with standard operating procedures.
9.
Liaise with relevant agencies involved in
safeguarding work, to ensure effective administration and communication with
partner agencies.
10.
Ensure and promote a high level of confidentiality
and safe custody of patient identifiable information.
11.
Responsible for ensuring that all documentation
produced is in line with the Trust corporate standards and associated templates
12.
Responsibility to seek supervision and direction
when dealing with difficult, emotional or challenging issues.
13.
To maintain an effective filing system (both
electronic and paper) and information / document retrieval in line with the
Trusts corporate systems, keeping records updated.
14. Support
the team in overseeing and managing agreed actions and deadlines, ensuring that
progress continues as agreed.
15.
To interrogate health databases and various
other NHS IT systems.
16.
Ensure that sufficient office supplies are
available for the team.
17.
To participate in relevant training
opportunities required for the role
Standard Clauses:
The purpose of this post should
remain constant, but the duties and responsibilities may vary over time within
the overall role and level of the post.
The post holder may from time to time be asked to undertake other
reasonable duties. Any such changes will
be made in discussion with the post holder in the light of service needs.
Competence
The post holder is responsible for
limiting his / her actions to those which s/he feels competent to
undertake. If the post holder has any
doubts as to his or her competence during the course of his / her duties then
s/he should immediately speak to their line manager or supervisor.
Codes
of conduct
All employees of the Trust who are
required to be registered with a professional body, to enable them to practise
within their profession, are required to comply with their code of conduct and
requirements of their professional registration. Those staff that are not required to be
registered with a professional body are required to comply with the Trusts
codes of conduct.
Confidentiality
The post holder must maintain
confidentiality, security and integrity of information relating to patients,
staff and other Health Service business.
Records
Management
All employees of the Trust are
legally responsible for all records that they gather, create or use as part of
their work within the Trust (including patient, financial, personnel and
administrative), whether paper or computer based. All such records are considered public
records and all employees have a legal duty of confidence to service
users. Employees should consult their
manager if they have any doubt as to the correct management of records with
which they work. Health and Safety Employees
must be aware of the responsibilities placed on them under the Health and
Safety at Work Act (1974) and the Manual Handling Operations Regulations (1992)
and all relevant Trust Health and Safety Policies and Guidance. This ensures that the agreed safety
procedures are carried out to maintain a safe environment for employees,
patients and visitors to the Trust.
Infection
Control
Employees must accept personal
responsibility and accountability for Infection Prevention and Control
practice. Employees should ensure they
are familiar with, and comply with, all relevant Infection Control policies for
minimising the risk of avoidable Health Care Associated Infection. All Employees must undertake annual mandatory
updates in Infection Control.
Non
Smoking Policy
The
Trusts approach to smoking is in line with the governments on-going
initiatives for an eventual smoke-free environment. It aims to adhere to
the Worcestershire Health Community Campaign to help Worcestershire stop
smoking.
A no
smoking environment policy exists within all Trust premises including entrances
and exits to hospital buildings and on other Trust property (with the exception
of staff resident in staffresidences, as these are the homes of staff).
In June 2014 a ban was implanted which meant staff, contractors and volunteers
were no longer permitted to smoke in any of the hospital grounds, including car
parks.
Further
to this, The Alexandra, Kidderminster and Worcestershire Royal Hospitals, have
all become smoke free to all patients and visitors as of 17 June 2015. This means that, as well as staff, members of
the public, patients and visitors are not allowed to smoke in any of the acute
hospital grounds, including car parks.
Risk
Management
It is a standard element of the role
and responsibility of all employees of the Trust that they fulfil a proactive
role towards the management of risk in all of their actions. This entails the risk assessment of all
situations, taking appropriate actions, and reporting all incidents, near
misses, and hazards promptly. It is a
contractual obligation that all employees must co-operate with any
investigations undertaken.
Children
and vulnerable adults
You have a responsibility for
promoting and safeguarding the welfare of the children / young people /
vulnerable adults that you come into contact with or are responsible for in
your job role and sphere of competence.
Disclosure
and Barring Service
The Trust aims to promote equality
of opportunity for all, with the right mix of talent, skills and
potential. Criminal records will be
taken into account for recruitment purposes, only when the conviction is
relevant. As the Trust meets the
requirements in respect of exempted questions under the Rehabilitation of
Offenders Act 1974, all applicants who are offered employment will be subject
to a criminal record check from the Disclosure and Barring Service before the
appointment is confirmed. This will
include details of cautions, reprimands or final warnings, as well as
convictions. Postholders may
periodically be asked to undertake a re-check.
The Trust is legally required to
check all staff against the Disclosures and Barring Services Childrens and
Vulnerable Adults barring lists if they engage in what is defined as Regulated
Activity or Controlled Activity: Regulated Activity is defined as working
closely with children or vulnerable adults, paid or unpaid, on a frequent or
intensive basis. Controlled activity is
work that provides opportunities for contact with children or vulnerable
adults.
Equality and Diversity
The Trust promotes policies and
practices that challenge discrimination, promote equality, respect individual
needs, preferences and choices, and protects human rights. The Trust has a clear commitment to equality
for all in employment practices based on an applicants ability, skills and
aptitude for the post. A range of
equality & diversity policy initiatives are in place and all successful
applicants are expected to familiarise themselves with these. It is therefore the duty of every employee to
comply with the detail and spirit of these policies and the law at all
times. Any issues or concerns you have
should be taken up with your manager or the human resource team as soon as
possible.
Dignity
All employees must treat each person
as an individual, offering a personalised service respecting peoples dignity
and modesty at all times.
Conflict
of Interest
The Trust is responsible for
ensuring that the service provided for patients and its care meet the highest
standard. Equally, it is responsible
for ensuring that staff do not abuse their official position for personal gain
or to benefit their family or friends.
The Trusts Standing Orders require any member of staff to declare any
interest, direct or indirect, with contracts involving the Trust. Staff are not allowed to further their
private interests in the course of their NHS duties.
