Job summary
Would you like the opportunity to work with a
cohesive and dedicated safeguarding children team who are passionate and
committed to the safeguarding of children/young people but in particular those
that are deemed as vulnerable within Surrey? An exciting opportunity has arisen for an
enthusiastic professional who is committed to making a difference and improving
the outcomes for our vulnerable children/young people.
We are looking to recruit an Administrator to the Multiagency
Partnership (MAP) Safeguarding Team. You will be
responsible for providing administrative support to the MAP health safeguarding
advisors by contributing to the day-to-day general administrative activities
associated with all aspects of safeguarding and promoting the welfare of all
Adults, Children and Looked After Children. The post holder will work closely
with multiagency partners including childrens social care and the police,
alongside GPs and other health professionals.
The safeguarding team implemented agile working
following the COVID-19 pandemic offering a better work / life balance and
reducing travel costs. There is some travel to other sites within Surrey as
required.
For further details / informal visits please contact:
Ros Hilder
rosalind.hilder1@nhs.net
Named Nurse for Safeguarding Children
Tel: 07522
713070
Main duties of the job
The post holder will be an integral part of the multiagency partnership
(MAP) safeguarding team. They will be responsible for providing administrative
support to the MAP health safeguarding advisors by contributing to the day-to-day
general administrative activities associated with all aspects of safeguarding
and promoting the welfare of all Adults, Children and Looked After Children. The
post holder will work closely with multiagency partners including childrens
social care and the police, alongside GPs and other health professionals, maintaining
and building these working relationships. Main duties will include; reviewing
and managing the teams generic email accounts, uploading information to
electronic health records, collating data and maintaining databases, accessing and
using social care IT systems, information sharing and working with other
agencies both within and outside of Surrey. The post holder will often be working
under pressure whilst adhering to deadlines and have the ability to multitask
and respond to urgent requests.
Principal duties to include:Manage an efficient administrative system for safeguarding Excellent understanding of confidentiality, consent and when it is appropriate to share
information.
Information gathering: with working partners health care providers undertaking
safeguarding enquiries. To be responsible for receiving requests from social care and assessing information
for appropriate onward referral to the health professional.
About us
CSH Surrey are part of the NHS and are Surreys largest and longest
established NHS community services provider, so our 1500+ employees get
NHS pay and pensions, and also receive the Fringe High-Cost Allowance of
5%.
Our staff enjoy excellent training and development opportunities, including the
care certificate, apprenticeships, numeracy and literacy courses, access to
the Nursing Associate programme, and a wide variety of management and
leadership courses and programmes.
We CARE about our staff though through our values of Compassion,
Accountability, Respect and Excellence. Our active employee council called
The Voice, elect employee representatives to ensure colleagues' voices are
heard at Board level.
CSH is a diverse organisation, if you are a passionate, person-focused
individual then apply to join CSH Surrey today!
We welcome candidates from
all backgrounds who meet the essential criteria of the job you are applying for
and if you require any reasonable adjustments, please contact the named
individual for this advert, or our recruitment team.
Job description
Job responsibilities
The post holder will be an integral part of the multiagency partnership
(MAP) safeguarding team. They will be responsible for providing administrative
support to the MAP health safeguarding advisors by contributing to the day-to-day
general administrative activities associated with all aspects of safeguarding
and promoting the welfare of all Adults, Children and Looked After Children. The
post holder will work closely with multiagency partners including childrens
social care and the police, alongside GPs and other health professionals, maintaining
and building these working relationships. Main duties will include; reviewing
and managing the teams generic email accounts, uploading information to
electronic health records, collating data and maintaining databases, accessing and
using social care IT systems, information sharing and working with other
agencies both within and outside of Surrey. The post holder will often be working
under pressure whilst adhering to deadlines and have the ability to multitask
and respond to urgent requests.
Principal duties to include:
Manage an efficient administrative system for safeguarding including child/ adult
protection and child/adult death.
Excellent understanding of confidentiality and when it is appropriate to share
information.
Information gathering: with working partners health care providers undertaking
safeguarding enquiries.
Maintain a detailed knowledge of the 0-19 team bases and contacts.
Support and assist in the development of the systems, processes and practices of
the safeguarding teams
To act as triage for telephone calls and respond or cascade as appropriate.
Forwarding messages to the appropriate person via a range of transmission options
based upon the urgency and type of response required to the enquiry.
Checking patient basic details are correct in CHIS and referrals.
Complete administrative tasks for the team including patient data processing,
typing, minute taking, agenda preparation, data entry, filing, photocopying, scanning
as agreed and required.
Input, retrieve, monitor and manage data from a variety of IT systems, liaising with
internal and external colleagues to ensure efficiencies in service delivery.
Deliver delegated complex tasks, including documents and reports with tables,
charts, as a regular or routine business essential task utilising the processes that
have been developed by the Senior Administrator.
Support clinicians in their skills gain to use IT systems, problem solving and
demonstrating functionality as required.
Provide support to the team in the design, production and distribution of documents,
reports, resources and leaflets.
Monitor supplies of clinical paperwork, stationary, in clinical team offices that are
used on a daily basis and maintain appropriate levels to meet clinicians needs.
Prepare monthly data, reports and audit information as required
To take responsibility of own delegated workload and support colleagues as and
when needed to ensure work flow is not disrupted. Prioritise admin tasks in order of
urgency and recognise when there is a need to request additional guidance and
support from Senior Administrator or Admin Coordinator.
Communication skills
To provide, receive and distribute a wide range of complex, sensitive information
about children and adults.
To ensure communication channels are used appropriately to facilitate the flow of
information both internally and externally.
Managing telephone and personal enquiries, filtering calls to appropriate members
of staff and responding as necessary.
Use own initiative when necessary to achieve an objective. Clarifying complex
enquiries, ensuring own understanding and that of others.
Liaise with IT department to resolve any IT Issues.
Ensure highest standards of professionalism, courtesy and efficiency when
responding to callers, internal and external to the Organisation.
Participate in monthly team meetings
Analytical and judgemental skills
To be responsible for receiving requests from social care and assessing information
for appropriate onward referral to the health professional.
Exercise judgment in dealing with enquiries into the service.
Ensure appropriate data handling and information sharing.
Manage generic email box, filtering and responding to requests for information from
a range of providers, and co-ordinators within social care and health.
Managing highly sensitive information related to safeguarding children and adults
To work within strict information governance policies and guidelines and information
sharing protocols.
Planning and organisational skills
Co-ordinating the distribution of post, faxes and emails, ensuring security for
frequent sensitive and highly confidential material
Processing correspondence, messages and e-mails
Office Skills: Intermediate computing and applications typing Level 3 or equivalent
experience.
Ensure adequate stationery and equipment is available and that it is maintained to
an appropriate standard.
Make effective use of IT systems, electronic diaries, databases, spreadsheets and
filing systems.
Collating compiling and distributing routine and ad hoc reports
Scanning and retaining documents and records as required
Maintaining databases.
Uploading of information received from partner agencies to the electronic records
(RIO/EMIS) of children, adult and families.Maintain and work within routines and systems that improve the efficiency and
effectiveness of the team and are in keeping with the work of the Organisation as a
whole.
Arrange meetings, training, coordinating arrangements (booking venues, hospitality,
and refreshments), sending out invitations and taking minutes as appropriate.
Develop and maintain data bases, contact lists as required
Undertake any cross-organisational duties as required.
Cover the work of other admin and clerical staff within the Safeguarding teams
during times of annual leave, sickness or other absence.
Collect data/information to support reports.
Patient / client care
Accountable for maintaining knowledge about child and adult protection procedures
and to comply with the procedures if there is evidence or suspicion of any form of
abuse
Policy and service development
Contribute to the development and implementation of new policies and procedures
for the area of responsibility. Up-dating local procedures under the supervision of
the Named Nurse.
Collation of quality assurance information to inform service delivery.
Alert Safeguarding Named Nurse where quality issues are apparent.
Financial and physical resources
Action any office equipment repair requests, i.e. photocopiers.
Raise invoices for services that require payment to the correct cost centre
expediently.
Order supplies of stationary for clinical teams that are used on a daily basis and
maintain appropriate levels to meet clinicians needs.
Human resources
Identify and take responsibility for own learning requirements in relation to
the provision of an efficient service.
Maintain and continually advance own knowledge of and skills in using software
packages.
Keep up to date with relevant developments in administrative systems and
processes and clinical services.
Participate in the performance development review process.
Participate in on the job training, as required.
Attend statutory and mandatory training to maintain compliance.
Support a learning culture by learning lessons from mistakes and near misses.
Research and development
Collect and collate data to inform monthly reporting and audit.
Freedom to act
To work independently with minimal supervision and delegate tasks where
appropriate.
Function in accordance with organisation policies, procedures and protocols
Supplementary Information
Requires prolonged concentration; working within complex processes.
Responding to requests for urgent information.
The nature of the role involves hearing and reading about difficult and
sensitive information involving children & adults which can be emotionally
demanding.
Job description
Job responsibilities
The post holder will be an integral part of the multiagency partnership
(MAP) safeguarding team. They will be responsible for providing administrative
support to the MAP health safeguarding advisors by contributing to the day-to-day
general administrative activities associated with all aspects of safeguarding
and promoting the welfare of all Adults, Children and Looked After Children. The
post holder will work closely with multiagency partners including childrens
social care and the police, alongside GPs and other health professionals, maintaining
and building these working relationships. Main duties will include; reviewing
and managing the teams generic email accounts, uploading information to
electronic health records, collating data and maintaining databases, accessing and
using social care IT systems, information sharing and working with other
agencies both within and outside of Surrey. The post holder will often be working
under pressure whilst adhering to deadlines and have the ability to multitask
and respond to urgent requests.
Principal duties to include:
Manage an efficient administrative system for safeguarding including child/ adult
protection and child/adult death.
Excellent understanding of confidentiality and when it is appropriate to share
information.
Information gathering: with working partners health care providers undertaking
safeguarding enquiries.
Maintain a detailed knowledge of the 0-19 team bases and contacts.
Support and assist in the development of the systems, processes and practices of
the safeguarding teams
To act as triage for telephone calls and respond or cascade as appropriate.
Forwarding messages to the appropriate person via a range of transmission options
based upon the urgency and type of response required to the enquiry.
Checking patient basic details are correct in CHIS and referrals.
Complete administrative tasks for the team including patient data processing,
typing, minute taking, agenda preparation, data entry, filing, photocopying, scanning
as agreed and required.
Input, retrieve, monitor and manage data from a variety of IT systems, liaising with
internal and external colleagues to ensure efficiencies in service delivery.
Deliver delegated complex tasks, including documents and reports with tables,
charts, as a regular or routine business essential task utilising the processes that
have been developed by the Senior Administrator.
Support clinicians in their skills gain to use IT systems, problem solving and
demonstrating functionality as required.
Provide support to the team in the design, production and distribution of documents,
reports, resources and leaflets.
Monitor supplies of clinical paperwork, stationary, in clinical team offices that are
used on a daily basis and maintain appropriate levels to meet clinicians needs.
Prepare monthly data, reports and audit information as required
To take responsibility of own delegated workload and support colleagues as and
when needed to ensure work flow is not disrupted. Prioritise admin tasks in order of
urgency and recognise when there is a need to request additional guidance and
support from Senior Administrator or Admin Coordinator.
Communication skills
To provide, receive and distribute a wide range of complex, sensitive information
about children and adults.
To ensure communication channels are used appropriately to facilitate the flow of
information both internally and externally.
Managing telephone and personal enquiries, filtering calls to appropriate members
of staff and responding as necessary.
Use own initiative when necessary to achieve an objective. Clarifying complex
enquiries, ensuring own understanding and that of others.
Liaise with IT department to resolve any IT Issues.
Ensure highest standards of professionalism, courtesy and efficiency when
responding to callers, internal and external to the Organisation.
Participate in monthly team meetings
Analytical and judgemental skills
To be responsible for receiving requests from social care and assessing information
for appropriate onward referral to the health professional.
Exercise judgment in dealing with enquiries into the service.
Ensure appropriate data handling and information sharing.
Manage generic email box, filtering and responding to requests for information from
a range of providers, and co-ordinators within social care and health.
Managing highly sensitive information related to safeguarding children and adults
To work within strict information governance policies and guidelines and information
sharing protocols.
Planning and organisational skills
Co-ordinating the distribution of post, faxes and emails, ensuring security for
frequent sensitive and highly confidential material
Processing correspondence, messages and e-mails
Office Skills: Intermediate computing and applications typing Level 3 or equivalent
experience.
Ensure adequate stationery and equipment is available and that it is maintained to
an appropriate standard.
Make effective use of IT systems, electronic diaries, databases, spreadsheets and
filing systems.
Collating compiling and distributing routine and ad hoc reports
Scanning and retaining documents and records as required
Maintaining databases.
Uploading of information received from partner agencies to the electronic records
(RIO/EMIS) of children, adult and families.Maintain and work within routines and systems that improve the efficiency and
effectiveness of the team and are in keeping with the work of the Organisation as a
whole.
Arrange meetings, training, coordinating arrangements (booking venues, hospitality,
and refreshments), sending out invitations and taking minutes as appropriate.
Develop and maintain data bases, contact lists as required
Undertake any cross-organisational duties as required.
Cover the work of other admin and clerical staff within the Safeguarding teams
during times of annual leave, sickness or other absence.
Collect data/information to support reports.
Patient / client care
Accountable for maintaining knowledge about child and adult protection procedures
and to comply with the procedures if there is evidence or suspicion of any form of
abuse
Policy and service development
Contribute to the development and implementation of new policies and procedures
for the area of responsibility. Up-dating local procedures under the supervision of
the Named Nurse.
Collation of quality assurance information to inform service delivery.
Alert Safeguarding Named Nurse where quality issues are apparent.
Financial and physical resources
Action any office equipment repair requests, i.e. photocopiers.
Raise invoices for services that require payment to the correct cost centre
expediently.
Order supplies of stationary for clinical teams that are used on a daily basis and
maintain appropriate levels to meet clinicians needs.
Human resources
Identify and take responsibility for own learning requirements in relation to
the provision of an efficient service.
Maintain and continually advance own knowledge of and skills in using software
packages.
Keep up to date with relevant developments in administrative systems and
processes and clinical services.
Participate in the performance development review process.
Participate in on the job training, as required.
Attend statutory and mandatory training to maintain compliance.
Support a learning culture by learning lessons from mistakes and near misses.
Research and development
Collect and collate data to inform monthly reporting and audit.
Freedom to act
To work independently with minimal supervision and delegate tasks where
appropriate.
Function in accordance with organisation policies, procedures and protocols
Supplementary Information
Requires prolonged concentration; working within complex processes.
Responding to requests for urgent information.
The nature of the role involves hearing and reading about difficult and
sensitive information involving children & adults which can be emotionally
demanding.
Person Specification
Qualifications
Essential
- Good standard of general education and educated to GCE/GCSE level
- including English Language.
- Office Skills: Intermediate computing and applications typing Level 3 or
- equivalent experience.
Desirable
- Intermediate / advanced excel spreadsheets
Experience
Essential
- Previous administration
- experience
- Working across organisation and agencies
- Minimum experience of 4 years in administration roles
- Experience of working in a team
- Excellent communication skills
- Proven Office Skills
- Excellent interpersonal Skills
- Excellent organisation skills, multi-tasking
- Excellent administration and IT skills, incl. Email/Outlook. Microsoft Word, Excel, Power Point
- Ability to manage own workload and prioritise as necessary
- Excellent concentration skills and working to deadlines
- Ability to maintain high level of confidentiality at all times
- Ability to communicate confidently, written and orally with external/internal organisations
- Wide experience of administrative systems and procedures
- Ability to work on own initiative for long periods and as part of a
- team
Desirable
- NHS or Social Care background
- Working knowledge of EMIS/LCS database systems
- Knowledge of medical terms and health service terminology
Other:
Essential
- Excellent interpersonal and organisational skills
- Good negotiating skills, ability to defuse and manage conflict
- Ability to self-direct and use initiative
- Reflect and be able to learn from experience
- Flexibility and willingness to work as part of the provider services
- Ability to prioritise workload and work to deadlines
- Smart appearance
Desirable
Person Specification
Qualifications
Essential
- Good standard of general education and educated to GCE/GCSE level
- including English Language.
- Office Skills: Intermediate computing and applications typing Level 3 or
- equivalent experience.
Desirable
- Intermediate / advanced excel spreadsheets
Experience
Essential
- Previous administration
- experience
- Working across organisation and agencies
- Minimum experience of 4 years in administration roles
- Experience of working in a team
- Excellent communication skills
- Proven Office Skills
- Excellent interpersonal Skills
- Excellent organisation skills, multi-tasking
- Excellent administration and IT skills, incl. Email/Outlook. Microsoft Word, Excel, Power Point
- Ability to manage own workload and prioritise as necessary
- Excellent concentration skills and working to deadlines
- Ability to maintain high level of confidentiality at all times
- Ability to communicate confidently, written and orally with external/internal organisations
- Wide experience of administrative systems and procedures
- Ability to work on own initiative for long periods and as part of a
- team
Desirable
- NHS or Social Care background
- Working knowledge of EMIS/LCS database systems
- Knowledge of medical terms and health service terminology
Other:
Essential
- Excellent interpersonal and organisational skills
- Good negotiating skills, ability to defuse and manage conflict
- Ability to self-direct and use initiative
- Reflect and be able to learn from experience
- Flexibility and willingness to work as part of the provider services
- Ability to prioritise workload and work to deadlines
- Smart appearance
Desirable
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.
