Job summary
We require a dynamic, organised and efficient Support Officer (NHS Band 4) to cover a period of leave until 31 March 2025.
The role is key to the smooth working of the friendly and supportive Wolverhampton placed based Safeguarding Team and the wider Black Country ICB Safeguarding Team.
The role is full time (37.5 hours) over 5 days (Monday Friday) but this can be a little flexible to fit with the successful candidates commitments.
As this is to cover leave the earliest commencement date would be preferable.
Main duties of the job
Responsible for the provision of efficient, effective, and professional administrative services to support the Safeguarding Team. This will include managing diaries and providing proficient secretarial, office management, personal assistant, and support services. The post holder will have excellent customer service and standards of work, to uphold and enhance the reputation of the Safeguarding Team.
Enable the team to work across the local health system, ensuring BC ICB can demonstrate that they have appropriate systems in place for discharging their duties in terms of safeguarding; and gain assurances from all commissioned services throughout the year to ensure continuous improvement; and to support other professionals in their agencies on all aspects of safeguarding.
Establish and implement effective administrative working protocols and practices within the Safeguarding team, whilst continually reviewing/improving the systems.
The post holder will work independently on matters affecting the day-to-day running of the teams activities and planned inspections using their initiative and there will be a requirement to work flexibly.
The post holder will have high levels of word processing skills, minute taking and be able to apply skills and knowledge to various software applications which they have gained from extensive experience with Microsoft Office including Word, Excel, PowerPoint, and Microsoft Teams.
About us
The Black Country Integrated Care Board (ICB) is a statutory NHS
organisation responsible for developing a plan for meeting the health needs of
1.26 million people in the Black Country. We manage the NHS budget for
the area (Dudley, Sandwell, Walsall and Wolverhampton) and we are
responsible for planning and buying Primary Medical Services (GPs), dental,
optometry and pharmacy services.
Working for the ICB means you are making
a difference to the lives and health of people in the Black Country.
We are part of the Black Country Integrated Care System (ICS),
known as Healthier Futures, which is a partnership of organisations working
together to bring health and social care services closer together for the good
of our communities. We support the ICS vision for a healthier place with
healthier people and healthier futures.
The ICB has five core values that underpin the
way we work and help to guide our actions and the decisions we make for local
people and communities. These are compassion, inclusivity, integrity,
fairness and trust.
We are an equal opportunities employer who actively supports and
encourages increasing the diversity of our employees, and welcome applications
from people with transferable skills gained through experience across the full
range of health and social care settings.
We are also a bronze award holder under the Defence Employer
Recognition Scheme (ERS). The ERS recognises commitment and support from UK
employers for defence personnel.
Job description
Job responsibilities
- Provide and coordinate administrative and clerical support to the
Safeguarding Team (Designated professionals for safeguarding children, children
looked after and adults)
- Responsible for dealing with issues of a highly
sensitive and confidential nature
- To action incoming and outgoing correspondence as appropriate by
preparing responses for agreement or by using discretion to ensure that only
appropriate work is referred to the appropriate member of the team for
action
- To manage a computerised diary for the Designated Safeguarding Team and
be responsible for making appointments, checking other managers electronic
diaries for availability and booking venues, equipment and refreshments as
necessary
- Work with allocated IT systems and web-based services/systems of a
financial and non-financial nature
- Establish and maintain effective filing (physical and electronic) systems
and adapt these as necessary within the developing role including computer,
filing, diary and bring forward systems
- Responsible for the administration of meetings including the distribution
of agendas and associated papers, accurate formal minute taking, the typing of
and dissemination of minutes and the following up of action points as
appropriate
- Liaise effectively with both internal and external managers, staff,
service users and external agencies and services
- Undertake administrative duties
such as printing of papers for meetings, photocopying and word processing
documents and reports when required
- Organising and planning events as
necessary including the provision of supporting information material as
required
- Working with all team members in the collection of information for
performance reporting on relevant work streams
- Acting as a point of contact and dealing and responding effectively with
complex queries from stakeholders and passing on relevant information to
appropriate staff sensitively and autonomously
- Running and collating reports which may include reports to the CDOP Team,
Safeguarding Partnerships and Boards and managers as required
- Proficient in entering information
onto electronic collections for subsequent analysis, reference and presentation
under the guidance of the designated professionals within BC ICB
- Able to indirectly deal with sensitive, emotional
or contentious situations involving patients, the public and colleagues, always
maintaining a high degree of confidentiality
- Undertake research, training and
development as directed
- Ensure the confidentiality of
information i.e. patient identifiable, financial, commercial and sensitive
information
- Obtain information from other
agencies and departments as required
- Collation and formatting of
reports/policies
- Coordinating training sessions,
bespoke forums and events, including room bookings certificates and collation
of feedback.
- Engage and establish key
relationships with ICB colleagues, and other stakeholders
- Be able to communicate contentious
information, providing immediate solutions
- Be able manage situations that are
potentially hostile
- Promote close and constructive
working relationships with all key stakeholders
- Maintain a strong working
relationship with all clients; demonstrate credibility and a reputation for
delivery and commercialism.
- Undertake any agreed programme of
personal development to meet individual learning needs in order to further
develop knowledge, skills and expertise.
- Coordinate training sessions,
bespoke forums and events, including room bookings certificates and collation
of feedback.
- Organising and plan events as
necessary including the provision of supporting information material as
required.
- Maintain and update post-logging
system to track correspondence
- Ensure that a high quality and
timely support is provided (utilising relevant Microsoft Office packages) when
producing correspondence, reports, e- mails, presentations, project plans and
spreadsheets
- Ensure that files and records are
stored and retrieved appropriately in accordance with the organisations Records
Management Policy and General Data Protection Regulations (GDPR)
- Providing a link to colleagues and other stakeholders acting
as first point of contact for queries to the Team etc resolving / escalating as
applicable.
- Able to indirectly deal with sensitive, emotional
or contentious situations involving patients, the public and colleagues, always
maintaining a high degree of confidentiality.
- Be responsible for incoming telephone calls, professionally
responding to queries and request as appropriate and taking messages where
necessary. Maintaining an up-to-date messaging system
- Developing and maintaining effective electronic and paper
filing systems to ensure that information is kept appropriately and securely
stored, filed and easily retrievable using or setting up relevant systems.
- Have the ability to transcribe and type formal minutes.
Job description
Job responsibilities
- Provide and coordinate administrative and clerical support to the
Safeguarding Team (Designated professionals for safeguarding children, children
looked after and adults)
- Responsible for dealing with issues of a highly
sensitive and confidential nature
- To action incoming and outgoing correspondence as appropriate by
preparing responses for agreement or by using discretion to ensure that only
appropriate work is referred to the appropriate member of the team for
action
- To manage a computerised diary for the Designated Safeguarding Team and
be responsible for making appointments, checking other managers electronic
diaries for availability and booking venues, equipment and refreshments as
necessary
- Work with allocated IT systems and web-based services/systems of a
financial and non-financial nature
- Establish and maintain effective filing (physical and electronic) systems
and adapt these as necessary within the developing role including computer,
filing, diary and bring forward systems
- Responsible for the administration of meetings including the distribution
of agendas and associated papers, accurate formal minute taking, the typing of
and dissemination of minutes and the following up of action points as
appropriate
- Liaise effectively with both internal and external managers, staff,
service users and external agencies and services
- Undertake administrative duties
such as printing of papers for meetings, photocopying and word processing
documents and reports when required
- Organising and planning events as
necessary including the provision of supporting information material as
required
- Working with all team members in the collection of information for
performance reporting on relevant work streams
- Acting as a point of contact and dealing and responding effectively with
complex queries from stakeholders and passing on relevant information to
appropriate staff sensitively and autonomously
- Running and collating reports which may include reports to the CDOP Team,
Safeguarding Partnerships and Boards and managers as required
- Proficient in entering information
onto electronic collections for subsequent analysis, reference and presentation
under the guidance of the designated professionals within BC ICB
- Able to indirectly deal with sensitive, emotional
or contentious situations involving patients, the public and colleagues, always
maintaining a high degree of confidentiality
- Undertake research, training and
development as directed
- Ensure the confidentiality of
information i.e. patient identifiable, financial, commercial and sensitive
information
- Obtain information from other
agencies and departments as required
- Collation and formatting of
reports/policies
- Coordinating training sessions,
bespoke forums and events, including room bookings certificates and collation
of feedback.
- Engage and establish key
relationships with ICB colleagues, and other stakeholders
- Be able to communicate contentious
information, providing immediate solutions
- Be able manage situations that are
potentially hostile
- Promote close and constructive
working relationships with all key stakeholders
- Maintain a strong working
relationship with all clients; demonstrate credibility and a reputation for
delivery and commercialism.
- Undertake any agreed programme of
personal development to meet individual learning needs in order to further
develop knowledge, skills and expertise.
- Coordinate training sessions,
bespoke forums and events, including room bookings certificates and collation
of feedback.
- Organising and plan events as
necessary including the provision of supporting information material as
required.
- Maintain and update post-logging
system to track correspondence
- Ensure that a high quality and
timely support is provided (utilising relevant Microsoft Office packages) when
producing correspondence, reports, e- mails, presentations, project plans and
spreadsheets
- Ensure that files and records are
stored and retrieved appropriately in accordance with the organisations Records
Management Policy and General Data Protection Regulations (GDPR)
- Providing a link to colleagues and other stakeholders acting
as first point of contact for queries to the Team etc resolving / escalating as
applicable.
- Able to indirectly deal with sensitive, emotional
or contentious situations involving patients, the public and colleagues, always
maintaining a high degree of confidentiality.
- Be responsible for incoming telephone calls, professionally
responding to queries and request as appropriate and taking messages where
necessary. Maintaining an up-to-date messaging system
- Developing and maintaining effective electronic and paper
filing systems to ensure that information is kept appropriately and securely
stored, filed and easily retrievable using or setting up relevant systems.
- Have the ability to transcribe and type formal minutes.
Person Specification
Qualifications
Essential
- Knowledge of administrative procedures, including specialised IT systems and training knowledge, acquired through formal training or experience to NVQ level 3 or equivalent.
- Educated to diploma level or NVQ 3, City and Guilds certificate level in business administration or equivalent
Experience
Essential
- Experience of administering meetings and taking minutes, preparing agendas, booking venues etc.
- Experience of audio typing.
- Extensive business administration experience which demonstrates the understanding of the key functions to providing an admin support service.
- Experience working in a customer service setting.
Skills and Knowledge
Essential
- Proficient in use of IT systems and applications, including Microsoft Word, Outlook and Excel.
- Ability to be able to take minutes accurately
- Excellent organisational skills and attention to detail. Confidence in making decisions when dealing with competing priorities.
- Excellent command of English both written and spoken.
- Able to demonstrate excellent written English including grammar, punctuation and structuring written text.
- Ability to handle confidential and sensitive information appropriately
- Ability to deal sensitively with patients, parents and visitors some of whom may be anxious or concerned.
- Ability to work methodically in a busy environment and meet deadlines.
- Ability to develop and maintain good working relationships with all levels of staff
- Ability to work as part of a team as well as using own initiative.
- Excellent organisational and time management skills with attention to detail, including experience of diary management
- Understanding of Data Protection legislation.
Person Specification
Qualifications
Essential
- Knowledge of administrative procedures, including specialised IT systems and training knowledge, acquired through formal training or experience to NVQ level 3 or equivalent.
- Educated to diploma level or NVQ 3, City and Guilds certificate level in business administration or equivalent
Experience
Essential
- Experience of administering meetings and taking minutes, preparing agendas, booking venues etc.
- Experience of audio typing.
- Extensive business administration experience which demonstrates the understanding of the key functions to providing an admin support service.
- Experience working in a customer service setting.
Skills and Knowledge
Essential
- Proficient in use of IT systems and applications, including Microsoft Word, Outlook and Excel.
- Ability to be able to take minutes accurately
- Excellent organisational skills and attention to detail. Confidence in making decisions when dealing with competing priorities.
- Excellent command of English both written and spoken.
- Able to demonstrate excellent written English including grammar, punctuation and structuring written text.
- Ability to handle confidential and sensitive information appropriately
- Ability to deal sensitively with patients, parents and visitors some of whom may be anxious or concerned.
- Ability to work methodically in a busy environment and meet deadlines.
- Ability to develop and maintain good working relationships with all levels of staff
- Ability to work as part of a team as well as using own initiative.
- Excellent organisational and time management skills with attention to detail, including experience of diary management
- Understanding of Data Protection legislation.
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.
