Job summary
We have an exciting opportunity within our Safeguarding Team for a Safeguarding Team Administrator.
As the Safeguarding Team Administrator you will be responsible for
the efficient coordination and management of safeguarding processes and systems.
As a Safeguarding Team Administrator you will be
required to:
- Provide secretarial and administrative duties
as assigned by the Safeguarding Team
- Cover work as delegated to ensure service
delivery when colleagues are on leave
- Maintain personal development to meet the
organisational needs of the role.
- Be proficient at using the full suite of office software, most notably Word and Excel. An essential part of this role will require you to collate data and update reports.
Main duties of the job
The post holder will provide a comprehensive
and high-quality administrative support service to the GPCG Safeguarding Team
ensuring the safe, efficient, and effective delivery of this service.
About us
Tower Hamlets GP Care Group (The Care Group) was incorporated as a community interest company limited by shares in September 2014. Every general practice in Tower Hamlets owns one share of £1. The Care Group was formed to manage borough level contracts on behalf of the practices, deliver primary care led services and support general practices, and to be the provider voice of primary care in the wider health and social care system.
Read up more about Tower Hamlets here: http://www.towerhamlets.is/
The Care Group is also a member of Tower Hamlets Together, a place-based integrated partnership, which includes Bart's Health, East London NHS Foundation Trust, the London Borough of Tower Hamlets and the Council for Voluntary Services.
The key priorities for the Care Group are:
- Innovation and support for primary care
- Being a great place to work
- Integrating primary and community care
- Providing of high-quality cost-effective care to local people
- Influencing improvements in health outcomes
Job description
Job responsibilities
Communication
- To
comply with GPCG information governance requirements and relevant legislation
when working with sensitive or personal identifiable data as a safeguarding
administrator
- To
be fully aware of confidentiality and NHS requirements regarding sharing or
storing of confidential information when undertaking role
- To
communicate effectively and in a timely way within the safeguarding team and
with frontline practitioners /managers in GPCG or external partners
- To
deliver administrative support to the safeguarding team as delegated or
requested via face to face, telephone, virtually using MS Teams and email
contact
- To
collate information to support the delivery of safeguarding reports in line
with reporting deadlines and frameworks
- To
manage time effectively to ensure the timely response to emails, personal and
telephone queries, and coordinating responses with limited guidance or
following up requests for information/action.
- To
maintain excellent levels of communication across a multi-agency partnership,
and the wider health community and with GPCG.
- To
cover the Single Point of Contact for the Safeguarding Team and redirect
communications on where necessary to the appropriate Safeguarding practitioner
/team.
-
To deal with
Safeguarding issues in a caring, and considerate manner that is client
focused and to maintain a calm and organised approach under pressure.
- To communicate regularly with stakeholders,
GPCG and local authority as required.
Administrative and Secretarial Support
- To
produce accurate and timely reports as required.
- To
be competent in using Excel, Word, Power Point and SharePoint /MS Teams to
ensure timely and effective reporting and communication.
- To
be able to produce dashboards using excel pivot tables
- To
be competent in using NHS electronic record systems
- To
support the maintenance of the safeguarding team intranet pages as required
ensuring documents, links and contact details are up to date.
- To
assist in drafting health chronologies/ undertaking proof reading of reports as
required.
- To
support the safeguarding practitioners in the gathering of data to inform
quarterly reports.
- To
support the Safeguarding team in preparing for relevant meetings and panels,
including support with any research / information gathering that may be
required.
- To
assist in booking rooms
- To
take and distribute minutes for meetings as required.
- To
remind and chase individuals about outstanding actions and have these actioned
appropriately
- To
collect, process and distribute incoming mail both electronic and paper and
prepare outgoing communications, including the transfer of confidential data.
- To
process Datix emails, and record on systems where required.
- To support new starter inductions as
required.
Office Management
- Support
the maintenance of safeguarding communication systems including holding the
Single Point of Contact phone line/email updating information to the GPCG
Safeguarding Intranet and any other ad hoc projects to share information.
- Assessing
and liaising with practitioners/other services both internally and externally
to GPCG.
- To
identify any equipment or resources required to maintain the service or role
and escalate to line manager /Safeguarding Manager.
- Being
self-directed and motivated, being able to problem solve, and plan and
prioritise own workload.
- Being
responsible for the monitoring and maintenance of the health, safety, and
security within the workplace for self and others within the team.
- Undertaking the ordering, maintenance, and
storage of stocks and supplies when required and to ensure efficient use of
stock.
- Being
responsible for the management of records and reports both electronic and paper
held within the department within Clinical Governance standards.
- The
post holder may be required to work at different locations within GPCG.
- The
post will be a hybrid role with the post-holder required to be in the office
some days of the week.
Information Governance
- Being
responsible for the generation, collection, and collation of data for monthly,
quarterly, and ad hoc performance monitoring reports, to ensure quality
assurance and demonstrate best practice.
- Comply
with all GPCG policies including those relating to Health and Safety and Infection
Control.
- Report
all untoward incidents and/or accidents using the Datix System according to
Organisation policy.
- Contribute
to Clinical Governance and quality improvement projects appropriate to role, as
allocated.
- Follow
policies and procedures within own role, and to suggest improvements in
processes and implement these within own work area. This will include administrative and system
processes and procedures.
- To
assess and implement risk management measures within the scope of
responsibility.
- In
addition to mandatory training, staff may be requested to attend fire warden
and first aid training if required by the service.
- Regularly
attend and contribute to team meetings and relevant professional
forum/meetings.
Responsibility for policy and service
improvement and development
- Implement/
follow policies and regularly review working practices and identify ideas to
improve the service.
- Learn
new procedures, seek to understand and use new technologies and help colleagues
to do the same.
- Participate
in quality assurance of products or services.
- Actively
co-operate with change and consider ways to implement and adapt to change in
own work.
- Be
constructive in raising issues with managers about implemented changes and the
impact these are having on the service.
- Contribute
to continuous service improvement activities.
Personal and Professional Development
-
Post holder
to remain compliant with an appropriate level of Safeguarding training.
- Maintain
own educational knowledge and expertise by participating in self and peer
review, on-going education and through research projects.
- To
participate in an annual GPCG appraisal and performance review process ensuring
objectives are met and a personal development plan is maintained and evaluated.
- Ensure that statutory/mandatory training is
kept up to date, and other learning opportunities identified in the personal
development plan in line with GPCG policies.
Job description
Job responsibilities
Communication
- To
comply with GPCG information governance requirements and relevant legislation
when working with sensitive or personal identifiable data as a safeguarding
administrator
- To
be fully aware of confidentiality and NHS requirements regarding sharing or
storing of confidential information when undertaking role
- To
communicate effectively and in a timely way within the safeguarding team and
with frontline practitioners /managers in GPCG or external partners
- To
deliver administrative support to the safeguarding team as delegated or
requested via face to face, telephone, virtually using MS Teams and email
contact
- To
collate information to support the delivery of safeguarding reports in line
with reporting deadlines and frameworks
- To
manage time effectively to ensure the timely response to emails, personal and
telephone queries, and coordinating responses with limited guidance or
following up requests for information/action.
- To
maintain excellent levels of communication across a multi-agency partnership,
and the wider health community and with GPCG.
- To
cover the Single Point of Contact for the Safeguarding Team and redirect
communications on where necessary to the appropriate Safeguarding practitioner
/team.
-
To deal with
Safeguarding issues in a caring, and considerate manner that is client
focused and to maintain a calm and organised approach under pressure.
- To communicate regularly with stakeholders,
GPCG and local authority as required.
Administrative and Secretarial Support
- To
produce accurate and timely reports as required.
- To
be competent in using Excel, Word, Power Point and SharePoint /MS Teams to
ensure timely and effective reporting and communication.
- To
be able to produce dashboards using excel pivot tables
- To
be competent in using NHS electronic record systems
- To
support the maintenance of the safeguarding team intranet pages as required
ensuring documents, links and contact details are up to date.
- To
assist in drafting health chronologies/ undertaking proof reading of reports as
required.
- To
support the safeguarding practitioners in the gathering of data to inform
quarterly reports.
- To
support the Safeguarding team in preparing for relevant meetings and panels,
including support with any research / information gathering that may be
required.
- To
assist in booking rooms
- To
take and distribute minutes for meetings as required.
- To
remind and chase individuals about outstanding actions and have these actioned
appropriately
- To
collect, process and distribute incoming mail both electronic and paper and
prepare outgoing communications, including the transfer of confidential data.
- To
process Datix emails, and record on systems where required.
- To support new starter inductions as
required.
Office Management
- Support
the maintenance of safeguarding communication systems including holding the
Single Point of Contact phone line/email updating information to the GPCG
Safeguarding Intranet and any other ad hoc projects to share information.
- Assessing
and liaising with practitioners/other services both internally and externally
to GPCG.
- To
identify any equipment or resources required to maintain the service or role
and escalate to line manager /Safeguarding Manager.
- Being
self-directed and motivated, being able to problem solve, and plan and
prioritise own workload.
- Being
responsible for the monitoring and maintenance of the health, safety, and
security within the workplace for self and others within the team.
- Undertaking the ordering, maintenance, and
storage of stocks and supplies when required and to ensure efficient use of
stock.
- Being
responsible for the management of records and reports both electronic and paper
held within the department within Clinical Governance standards.
- The
post holder may be required to work at different locations within GPCG.
- The
post will be a hybrid role with the post-holder required to be in the office
some days of the week.
Information Governance
- Being
responsible for the generation, collection, and collation of data for monthly,
quarterly, and ad hoc performance monitoring reports, to ensure quality
assurance and demonstrate best practice.
- Comply
with all GPCG policies including those relating to Health and Safety and Infection
Control.
- Report
all untoward incidents and/or accidents using the Datix System according to
Organisation policy.
- Contribute
to Clinical Governance and quality improvement projects appropriate to role, as
allocated.
- Follow
policies and procedures within own role, and to suggest improvements in
processes and implement these within own work area. This will include administrative and system
processes and procedures.
- To
assess and implement risk management measures within the scope of
responsibility.
- In
addition to mandatory training, staff may be requested to attend fire warden
and first aid training if required by the service.
- Regularly
attend and contribute to team meetings and relevant professional
forum/meetings.
Responsibility for policy and service
improvement and development
- Implement/
follow policies and regularly review working practices and identify ideas to
improve the service.
- Learn
new procedures, seek to understand and use new technologies and help colleagues
to do the same.
- Participate
in quality assurance of products or services.
- Actively
co-operate with change and consider ways to implement and adapt to change in
own work.
- Be
constructive in raising issues with managers about implemented changes and the
impact these are having on the service.
- Contribute
to continuous service improvement activities.
Personal and Professional Development
-
Post holder
to remain compliant with an appropriate level of Safeguarding training.
- Maintain
own educational knowledge and expertise by participating in self and peer
review, on-going education and through research projects.
- To
participate in an annual GPCG appraisal and performance review process ensuring
objectives are met and a personal development plan is maintained and evaluated.
- Ensure that statutory/mandatory training is
kept up to date, and other learning opportunities identified in the personal
development plan in line with GPCG policies.
Person Specification
Qualifications
Essential
- Proficient at using Microsoft Office Suite of applications, especially Word & Excel.
Experience
Essential
- Experience of being a team player and able to support others to meet the requirements of their role.
Experience
Essential
- Experience of using patient administration systems.
Experience
Essential
- Experience of working in an environment requiring an awareness of safeguarding children and adults.
Experience
Essential
- Experience of collating and delivering information within tight deadlines whilst dealing with unpredictable interruptions
Person Specification
Qualifications
Essential
- Proficient at using Microsoft Office Suite of applications, especially Word & Excel.
Experience
Essential
- Experience of being a team player and able to support others to meet the requirements of their role.
Experience
Essential
- Experience of using patient administration systems.
Experience
Essential
- Experience of working in an environment requiring an awareness of safeguarding children and adults.
Experience
Essential
- Experience of collating and delivering information within tight deadlines whilst dealing with unpredictable interruptions
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.
