Safeguarding Adults Administrator

Job description

Job responsibilities

To be proficient in word processing and information technology to support professional input and outputs of safeguarding service documentation, including patient-sensitive documentation. This may include, but not be limited to:

All correspondence to patients, or their representatives, allied healthcare professionals and organizations, police, social services, legal services, courts, local safeguarding boards, probation, clinical commissioning groups, care quality commission.

Safeguarding reports, court reports, safeguarding adult reviews, serious case reviews, and other sensitive documentation

Letters relating to safeguarding cases

Audit / research reports

Placing information on databases / maintaining databases

Format professional documents and reports

Developing spreadsheets, trackers systems, produce informatics in visual format

Proficient in Microsoft word/excel/office

Proficient in setting up meetings via virtual portals and systems

Respond to data requests

To receive and process all incoming administration and clinical correspondence (paper and electronic), prioritizing resulting workload, distributing, and redirecting as necessary, and within the required deadlines

To receive all internal and external telephone enquiries courteously and efficiently, with a range of multi-agency partners in relation to general enquiries, ensuring that accurate records of relevant conversations are kept, and the appropriate action is taken

To field incoming calls effectively addressing any enquires or queries at the point of contact, where appropriate and take single point of access duty role as required

To help maintain an accurate and current electronic and other filing system, ensuring that patient notes, medical records, letters, e-mails, safeguarding reports, police statements, diagnostic test results, and other notes are filed correctly and appropriately

To utilize the PHU computer, database, and information systems, including new software packages, keeping patients electronic records up to date, keeping safeguarding records up to date

To assist the Safeguarding Team with the administrations of investigations of complaints and allegations as appropriate

To undertake photocopying and scanning of various documents, as and when required

To attend meetings and take minutes, as required

To participate with other administrators in the induction, training, and development of newly recruited/trainee/junior staff e.g., explanation of administrational duties, processes and procedures and the use of related equipment

The post holder will be expected to work flexibly to ensure the demands of the Safeguarding Service to meet fluctuating demand and respond to unannounced inspection and audit

To undertake training appropriate to the current or future demands of the post, including participation in ones own appraisal

To liaise with PHU Learning and Development department on behalf of the safeguarding team, arrange and facilitate safeguarding training sessions, study days, and conferences, including preparation of presentations, notes, handouts, and certificates and maintaining an attendance database

To support the administrative function of PHU Acute Learning Disability Liaison Team as directed by Safeguarding Administration Team Manager, Head of safeguarding, Lead and Named Nurses for Safeguarding

To be proficient in PHU order and supply process. To order and maintain supplies of stationary and other stocks

Facilitate liaison with multi- professional, multi-disciplinary, and multi-agency teams locally and nationally for safeguarding cases.

To liaise with a range of internal and external key stakeholders regarding transferring highly sensitive case information in a secure manner

Fully engage with Safeguarding and Management Supervision

Work proactively to identify and recommend where adjustments or improvements can be made to increase the efficiency and effectiveness of the Safeguarding Service

Work in collaborative, cheerful partnership with the safeguarding team members to positively contribute to an inclusive and progressive working environment

In the absence of the Safeguarding Administration Team Manager ensure continuity of the safeguarding service administration function

To undertake any other duties as directed by Safeguarding Administration Team Manager, Head of Safeguarding, Lead and Named Nurses for Safeguarding, commensurate with ones role

Maintain the confidentiality of information about patients, staff, and other business within their role in accordance with relevant legislation such as the Data Protection Act.

Provide oversight in terms of photographs of patients and regular review and replacement of photographs as required

Provide monthly, bi-monthly, quarterly, and annual reports in a range of formats

Professional Development:

Engage in regular management supervision to provide oversight of own performance and reflection of own practice.

Engage with the PHU NHST staff Appraisal programme

Engage with PHU NHST Leadership and Management Coaching programme

Communication:

Support the Mental Capacity act and Liberty Protection Safeguards Specialist Practitioner and/or Lead Nurse for Safeguarding Adults with the implementation of local systems to ensure high standards of clinical practice associated with Consent to Treatment, ensuring all relevant clinical staff are reminded of renewal dates in a timely manner.

Research and Development

Undertake surveys or audits as necessary to own work.

Complete staff surveys as required.

Confidentiality and Information Governance:

To access only information, whether paper, electronic or in other media, which is authorised to you as part of your duties.

Not to communicate to anyone outside or inside the NHS, information relating to patients, service users, staff, contractors, or information of a commercially sensitive nature, unless done in the normal course of carrying out the duties of the post and with the appropriate permission.

To maintain high standards of quality in corporate and clinical record keeping ensuring information is always recorded accurately, appropriately and kept up to date.

To ensure compliance with the Data Protection Act 1998.

Health, Safety and Security

To comply with all the services security requirements.

To ensure all factors concerning health and safety at work are maintained and observed.

To recognise the need to prioritise and respond appropriately to clinical emergencies/perceived risks.

To be aware of own personal limitations and seek appropriate advice.

Service improvement and Quality

Take an active role in the development of the safeguarding service and team objectives.

Proactively, meaningfully and consistently demonstrate the Trust Values in your every day practice, decision making and interactions with patients and colleagues.

Equality and Diversity

To ensure that equality and diversity needs are met

Safeguarding

To understand and comply with the organisations safeguarding policy and procedures. To complete safeguarding training competences:

On appointment PHU NHST Induction

MCA/DOLS/LPS Level 1

MCA/DOLS/LPS Level 2

Safeguarding Adults Level 1

Safeguarding Adults Level 2

Safeguarding Adults Level 3

Safeguarding Childrens training level 2

Safeguarding Childrens training Level 3

Safeguarding competencies will be aligned to your performance appraisal.

Working conditions

Occasional exposure to unpleasant conditions.

Continual use of VDU equipment.

Responsibility for Research & Development

Undertake surveys or audits, as necessary to own work

Complete staff surveys

Physical Effort

Light physical effort/ Keyboard work for long periods; lifting case notes; pushing notes trolleys; moving equipment

Mandatory on-going requirements

To undertake any other reasonable duty which is commensurate with your role when requested to do so by an appropriate Trust manager.

To understand and comply with all Trust policies, procedures, protocols, and guidelines

To understand the Trust Strategic Goals and how you can support them.

Person Specification

Qualifications

Essential

• ECDL Driving License
• RSA 2 / 3
• Educated to NVQ Level 3 in a relevant subject or equivalent level of qualification, or significant equivalent proven experience
• Computer literate with ability to utilize data and prepare complex reports.
• Working knowledge of Microsoft Office including Word and Excel
• Understanding of Data Protection Legislation
• Experience working with data systems internal and external to PHU NHST
• Please provide certification or evidence of equivalent achievement

Skills and Knowledge

Essential

• Have a working knowledge of the safeguarding agenda
• Excellent organisational skills with an aptitude for attention to detail
• Ability to prioritise own workload
• Ability to work effectively in a team
• Ability to demonstrate a sensitive approach to service users
• Ability to communicate effectively with internal and external senior professionals
• Awareness of the need for diplomacy and sensitivity when dealing with sensitive matters
• Ability to work effectively under pressure and meet deadlines in a challenging and demanding environment
• A cheerful and can do approach

Experience

Essential

• Working in an administrative role in the NHS or comparable setting
• Operating systems for managing and monitoring information
• Following organisation procedures and maintaining quality standards
• Working with a range of professionals of different backgrounds
• Use of computer-based systems and programmes.
• Monitoring compliance and audit recommendations

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.

Employer details

Employer name

Portsmouth Hospitals University NHS Trust

Address

Queen Alexandra Hospital

Southwick Hill Road

Cosham

Portsmouth

PO6 3LY

Employer's website

https://www.porthosp.nhs.uk/work-for-us/ (Opens in a new tab)