Job summary
We have an exciting opportunity for a motivated and dynamic individual
to join our safeguarding team.
The post will be 20hrs a week Mon-Fri working between the hours of 08:00- 18:00. The successful candidate will
provide full administrative support and will need to demonstrate excellent
written, IT and verbal communication skills. The safeguarding team actively works
to safeguard and protect both vulnerable children and adults.
This is an interesting and varied role. You will work as part of a
highly motivated and friendly team. Key duties
include: the preparation of documents for multi-agency meetings and ensuring they are distributed to the appropriate agencies in a timely manner, the recording
and filing of documents and information to clinical systems, management of
information, records, databases, correspondence, and reports. The post holder will be responsible to support the use of online services and Subject Access Requests, ensuring both are met within the appropriate timeframes. Also, to both coordinate and provide support to meetings, including minute
taking and dissemination to relevant parties.
The ability to use own initiative and be self-motivated is essential. The
successful candidate will possess excellent organisational and interpersonal skills,
and to work well under pressure. Furthermore you will be able to manage your time, identify and
prioritise competing priorities and work without direct supervision. The work is
both challenging and changeable.
Main duties of the job
Organise and co-ordinate meetings,
events, diary management for individuals and the safeguarding team.
Proof-read documents for
accuracy prior to circulation/forwarding on.
Collate, compile, and
distribute both regular and ad-hoc statistical and other information for
reports in order that individuals and organisations receive accurate up to date
information in a timely manner.
Ensure ICPC (case
conference) reports and similar are prepopulated, actioned, and returned prior
to the deadline dates.
Undertake
complex clerical tasks including communication of highly sensitive matters.
Forge
strong relationships with colleagues in our partner agencies and provide
support to the safeguarding leads both children and adults.Attend safeguarding
leads meetings as a representee of the safeguarding lead/s as required, keep
detailed notes of such meetings, and ensure the information is disseminated in
the most appropriate way.
Meet regularly and ad-hoc with
Safeguarding leads (Adults and Children) to ensure timely, effective, and
efficient communication.
Ensure
Accelerated Access Standards are adhered to.
Process
SARS ensuring comprehensive redaction to meet safeguarding requirements in a
timely manner.
Adhere to Information Governance and Data Protection Legislation.
Be confident to have potentially challenging conversations with patients, carers and external agencies.
About us
Chapel Street Medical Centre is based in Spondon, Derby and we have a branch site Mayfield Medical Centre based in Chaddesden, Derby. Our current patient list size is approx. 12500.
We have 5 Partners, 4 salaried GP's, 2 Pharmacists, a Prescription Clerk, and a nursing team of 5 who work on a rota basis.
We have a team of 3 secretaries, 7 administrative staff and a team of 12 reception staff who also work on a rota basis.
Job description
Job responsibilities
Excellent
organisational skills, an eye for detail and accuracy.
Arrange and create records of
multi-agency meetings.
Take telephone calls and messages
and instigate follow up action.
Deal with all routine and urgent queries
so that an appropriate response is provided.
Ensure targets and deadlines are met i.e.,
completion and return of JSAF (audit document).
Manage and maintain filing and
office systems.
Organise and co-ordinate meetings,
events, diary management for individuals and the safeguarding team.
Ensure all policies and
procedures are updated as changes occur and review formally at least annually.
Proof-read documents for accuracy
prior to circulation/forwarding on.
Collate, compile, and distribute
both regular and ad-hoc statistical and other information for reports in order
that individuals and organisations receive accurate up to date information in a
timely manner.
Ensure ICPC (case conference) reports
and similar are prepopulated, actioned, and returned prior to the deadline
dates. Process claims to finance manager for renumeration in respect of ICPC
reports as appropriate.
Be responsible for the processes
relating to the upload/download of relevant information as required.
Enter data into
systems, in a timely and accurate manner.
Undertake
complex clerical tasks including communication of highly sensitive matters.
Forge strong
relationships with colleagues in our partner agencies and provide support to
the safeguarding leads both children and adults.Attend safeguarding leads
meetings as a representee of the safeguarding lead/s as required, keep detailed
notes of such meetings, and ensure the information is disseminated in the most
appropriate way.
Working as part of a collaborative
team who continuously support one another.
Meet regularly and ad-hoc with
Safeguarding leads (Adults and Children) to ensure timely, effective, and
efficient communication.
Provide a full administrative service
so that the needs of the safeguarding team are met.
Ensure
Accelerated Access Standards are adhered to.
Support with the
use of online services by setting up Proxy access and ensuring comprehensive
redaction to meet safeguarding requirements within a timely manner.
Process SARS
ensuring comprehensive redaction to meet safeguarding requirements in a timely
manner.
Adhere to
Information Governance and Data Protection Legislation.
To comply with
the Was Not Brought policy and complete any necessary actions for both children
and vulnerable adults.
Update and
review databases regularly to ensure the upkeep of accurate and easily
accessible information.
Any other administrative tasks as
necessary.
Job description
Job responsibilities
Excellent
organisational skills, an eye for detail and accuracy.
Arrange and create records of
multi-agency meetings.
Take telephone calls and messages
and instigate follow up action.
Deal with all routine and urgent queries
so that an appropriate response is provided.
Ensure targets and deadlines are met i.e.,
completion and return of JSAF (audit document).
Manage and maintain filing and
office systems.
Organise and co-ordinate meetings,
events, diary management for individuals and the safeguarding team.
Ensure all policies and
procedures are updated as changes occur and review formally at least annually.
Proof-read documents for accuracy
prior to circulation/forwarding on.
Collate, compile, and distribute
both regular and ad-hoc statistical and other information for reports in order
that individuals and organisations receive accurate up to date information in a
timely manner.
Ensure ICPC (case conference) reports
and similar are prepopulated, actioned, and returned prior to the deadline
dates. Process claims to finance manager for renumeration in respect of ICPC
reports as appropriate.
Be responsible for the processes
relating to the upload/download of relevant information as required.
Enter data into
systems, in a timely and accurate manner.
Undertake
complex clerical tasks including communication of highly sensitive matters.
Forge strong
relationships with colleagues in our partner agencies and provide support to
the safeguarding leads both children and adults.Attend safeguarding leads
meetings as a representee of the safeguarding lead/s as required, keep detailed
notes of such meetings, and ensure the information is disseminated in the most
appropriate way.
Working as part of a collaborative
team who continuously support one another.
Meet regularly and ad-hoc with
Safeguarding leads (Adults and Children) to ensure timely, effective, and
efficient communication.
Provide a full administrative service
so that the needs of the safeguarding team are met.
Ensure
Accelerated Access Standards are adhered to.
Support with the
use of online services by setting up Proxy access and ensuring comprehensive
redaction to meet safeguarding requirements within a timely manner.
Process SARS
ensuring comprehensive redaction to meet safeguarding requirements in a timely
manner.
Adhere to
Information Governance and Data Protection Legislation.
To comply with
the Was Not Brought policy and complete any necessary actions for both children
and vulnerable adults.
Update and
review databases regularly to ensure the upkeep of accurate and easily
accessible information.
Any other administrative tasks as
necessary.
Person Specification
Experience
Essential
- Excellent communication skills
- Excellent IT skills
- Experience of working in a administration environment
- Confident in their ability to work within a team
- Be able to deal with highly emotive, sensitive and on occasion distressing information and situations.
- Demonstrate integrity and adhere to national and local policies and guidance, in particular information governance and data protection.
- The ability to use own initiative and be self-motivated is essential.
- Possess excellent organisational and interpersonal skills, along with the ability to work well under pressure.
- Identify and prioritise competing priorities and work without direct supervision.
Desirable
- Minute taking experience
- Experience of dealing with highly sensitive and confidential data.
- SystmOne experience
- Experience of working within the NHS
Person Specification
Experience
Essential
- Excellent communication skills
- Excellent IT skills
- Experience of working in a administration environment
- Confident in their ability to work within a team
- Be able to deal with highly emotive, sensitive and on occasion distressing information and situations.
- Demonstrate integrity and adhere to national and local policies and guidance, in particular information governance and data protection.
- The ability to use own initiative and be self-motivated is essential.
- Possess excellent organisational and interpersonal skills, along with the ability to work well under pressure.
- Identify and prioritise competing priorities and work without direct supervision.
Desirable
- Minute taking experience
- Experience of dealing with highly sensitive and confidential data.
- SystmOne experience
- Experience of working within the NHS
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.
