Band 3 Safeguarding Children Administration Assistant

Job description

Job responsibilities

Job Purpose

The post holder will provide confidential and comprehensive administrative support to the Safeguarding Children team ensuring that the needs of the service are met.

The post holder will be required to maintain good working relationships with a wide range of organisations and individuals.

Main Duties

COMMUNICATIONS

1. To provide comprehensive administrative support services for the Safeguarding Children Nurses.
2. The post holder is responsible for acting as a focal point for telephone enquiries to the team, taking messages and communicating them in a timely and effective manner. Confidentiality must be maintained at all times in line with the Data Protection Act and Trust policy.
3. Receiving and processing incoming post from internal and external sources, including using initiative to extract items requiring action (e.g. drafting replies to routine correspondence).
4. Taking action on routine matters (by delegated authority).
5. Producing high quality documents (letters, memoranda, spreadsheets, presentations, e-mail etc) from written or direct dictation using Microsoft Office applications (Word, Excel, PowerPoint and Outlook) and preparation for mailing, electronically by fax or by post.
6. Passing relevant information on to other staff that assists him/her in executing his/her role.
7. To deal with highly confidential, personal and sensitive information on a daily basis ensuring all confidential data is processed in line with legislation and Trust policies.
8. Locating information for members of the team from specified /unspecified sources.
9. To ensure that Safeguarding Children information is appropriately communicated to relevant staff and agencies in a timely manner.
10. To report to appropriate officers any potential hazard at the team base which may contravene the Health and Safety at Work Act.

DIARY MANAGEMENT

1. Arranging and confirming appointments.
2. Operating a calendar-based system where papers and reminders are brought forward at appropriate times.

MEETINGS/TRAINING

1. Arrange and confirm formal meetings/training and making appropriate arrangements (e.g. room booking, travel, equipment, hospitality etc).
2. Provide a comprehensive service to meetings/training as is required to include, for example, preparing and distributing agendas and papers, producing electronic presentations, taking minutes of meetings and co-ordinating any follow-up action.
3. Attending and actively participating in team meetings.

DATA ENTRY

1. Routine data entry onto confidential databases.
2. Accurate entry of sensitive information.

FILING

1. Update and maintain effective alphanumerical filing systems and electronic data storage systems for the department including the safe keeping of all confidential documents.
2. Locate departmental information efficiently.

GENERAL

1. Providing extensive administrative support around Safeguarding Children team processes.
2. Recording data on spreadsheets and child protection databases.
3. Monitor and order stock and non-stock items.
4. Deputise for members of administration team during periods of absence.
5. The post involves working to strict deadlines, prioritising tasks and working with other administration staff as required.

To undertake other duties commensurate with this grade of post in agreement with the relevant line manager.

To minimise the Trusts environmental impact wherever possible, including recycling, switching off lights, computers, monitors and equipment when not in use. Helping to reduce paper waste by minimising printing/copying and reducing water usage, reporting faults and heating/cooling concerns promptly and minimising travel. Where the role includes the ordering and use of supplies or equipment, the post holder will consider the environmental impact of purchases.

Key Relationships

To establish effective working relation with the following:

INTERNAL:

Associate Directors

Safeguarding Nurses

Managers

Departmental Secretaries

Clinical Practitioners

Colleagues within Birmingham Community Healthcare NHS Trust

EXTERNAL:

NHS Trusts

Birmingham Primary Care Shared Services Agency

Various non-NHS organisations

Birmingham City Council

Child Health Services.

Performance Management

All employees have a responsibility to participate in regular appraisal with their manager and to identify performance standards of the post. As part of the appraisal process every employee is responsible for participating in identifying their own training and development need to meet their KSF outline.

Health and Safety at Work

Attention is drawn to the responsibility of all employees to take reasonable care for the health and safety of themselves and other people who may be affected by their actions at work.

Equal Opportunities

Birmingham Community Healthcare NHS Trust is committed to being an equal opportunities employer and welcomes applicants from people irrespective of age, gender, race and disability.

Safeguarding

It is the responsibility of all staff to safeguard and protect children and adults at risk at all times and staff must report any concerns as per Safeguarding Children and Safeguarding Adults policies, which are available on the Trusts intranet. Every member of staff must undertake regular mandatory safeguarding training at a level relevant to the role.

Smoking

The Trust operates a No Smoking policy.

Mobility

Whilst the post holder will be based at 3 Priestley Wharf, this is a Trust-wide appointment and travel around the Trust may be required.

Confidentiality

Your attention is drawn to the confidential nature of information collected within the National Health Service. The unauthorised use or disclosures of patient or other personal information is regarded as gross misconduct and will be subject to the Trusts Disciplinary Procedure and, in the case of both computerised and paper-based information, could result in a prosecution for an offence or action for civil damages under the Data Protection Act 1998.

Sustainability

The Trust attaches great importance to sustainability and Corporate Social Responsibility. It is therefore the responsibility of all members of staff to ensure that the Trusts resources are used efficiently with minimum wastage throughout their daily activities

Dignity in Care

Birmingham Community Healthcare NHS Trust (BCHC) is committed to providing dignity in care for all our patients and service users across the Trust.

All staff, workers, volunteers, students and individuals undertaking work experience/ shadowing, irrespective of the role they specifically undertake, are required to adhere to BCHCs vision, values and professional standards. This also involves working with and alongside colleagues and partners, demonstrating a duty of candour (i.e. honesty and straightforwardness), openness and accountability in order to achieve high quality and the best possible care outcomes for our patients, service users and the local community.

Infection Prevention and Control

The Trust is committed to minimising any risks of healthcare associated infection to patients, visitors and staff. All employees must attend Infection Prevention and Control training as required for their post. Employees must be familiar with and comply with Infection Prevention and Control policies available on the Intranet.

Person Specification

Qualifications

Essential

• Good general education including a good standard of numeracy and literacy
• NVQ 2 Business Administration or equivalent
• Relevant office experience
• Good working knowledge of Microsoft Office

Desirable

• Experience of working in a safeguarding environment

Skills

Essential

• Good communication skills
• Competent in a variety of Microsoft applications including Word, Excel, PowerPoint, Access and Outlook
• Demonstrate a high level of accuracy
• Demonstrate an ability to prioritise workload and meet deadlines
• Ability to develop and maintain effective office systems
• Ability to present accurate reports
• Ability to self-generate written correspondence which is concise, legible, accurate and relevant

Personal qualities

Essential

• Demonstrates reliability and commitment
• Demonstrates commitment to anti-discriminatory practice and valuing diversity
• Demonstrates tact and diplomacy
• Commitment to effective team working

Other

Essential

• Ability to be flexible with approach to work
• Ability to work as part of a team

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

Birmingham Community Healthcare NHS FT

Address

Priestley Wharf, Holt Street, Birmingham Science Park, Aston

Birmingham

B7 4BN

Employer's website

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