Job summary
SWAST Safeguarding Services are looking for an experienced and capable administrator to support statutory and non-statutory safeguarding functions.
The post holder will be able to identify and undertake administrative functions which can be varied and time sensitive. They will be able to work autonomously and as part of a team, prioritising their workload in an organised and efficient manner.Good communication and interpersonal skills are required
SWAST safeguarding team are a Trust wide corporate team based within the Quality directorate. We strive to provide high quality safeguarding service to patients, colleagues, the organisation and our system partners.
Main duties of the job
This role provides the Safeguarding team with essential administrative support for safeguarding activities and team functions.
The post holder will support the booking of meetings, taking minutes, formatting documents, diary management, equipment ordering, event management, general administration and ad hoc administration requests.Working as part of the safeguarding business support team, and with the wider safeguarding team, there will be occasions where the post holder will support with the processing of safeguarding referrals and provide cover for administrative colleagues to ensure business continuity.
This is an interesting and varied administration role.
About us
Working for us is an experience like no other. We provide emergency and urgent care, 24 hours a day, 365 days a year, operating across the largest ambulance region in England and responding to an average of 2,650 incidents every day.
We remain committed to ensuring that we provide the best possible care for all our patients, which is reflected in our new five-year strategy which has continually improving patient care at its very core.
The role is based in Exeter, one of the most vibrant, attractive and historically interesting cities in England.
If you embody our values of one team, compassionate and innovative and are looking to make a real difference to peoples' lives, then we would love to hear from you.
In return we will equip you with the skills and resources you need to thrive in your role.
You will have opportunities to progress to roles across the Trust and enjoy continuous professional development.
Benefitso Competitive NHS salaryo A standard working week of 37.5 hourso Holiday entitlements of 27 days per year, plus general and public holidays, rising to 29 days after 5 years and 33 days after 10 yearso Pay enhancements for out of hours, shift and overtime workingo Generous Pension Schemeo Career and salary progressiono Car leasing schemeo Free parking across Trust siteso Staff networkso Wide range of discounts from various organisations across the UK
Job description
Job responsibilities
Key areas of responsibility
Provide a professional and efficient customer focused service when dealing with all queries to the department and all safeguarding activity.
Liaise with staff, safeguarding colleagues, and management within the Trust, and with external stakeholders, to coordinate meetings and support the flow of information.
Arrange facilities for meetings, ensuring room booking, IT and equipment arrangements are appropriate to the function and that associated materials are planned and prepared for.
Keep databases/referral management systems up to date to reflect current team status.
Support the safeguarding referrals process, taking great care to consider data protection and GDPR legislation.
Support the safeguarding department with stationary supplies/ordering and general administration tasks as determined by line management.
Take minutes at meetings as required.
Responsible for supporting the formatting of policies, standing operating procedures (SOPs) and team resources.
Responsible for ad hoc administration tasks to support the head and deputy head of safeguarding in their safeguarding functions.
Other administrative tasks, as appropriate to the role
General administration
Deal with incoming mail and outgoing correspondence, as appropriate, using discretion to ensure that only appropriate work is referred to line management.
Responding to information requests in line with GDPR processes and relevant safeguarding legislation with support from the business support manager and head and deputy head of safeguarding
Supporting with developing and formatting team and trust wide bulletins, communications, posters, safeguarding awareness resources.
Carry out printing, photocopying and other administrative duties, as requested.
Deal with correspondence including the drafting and formatting of letters, memorandum, and reports.
To order equipment and resources to support the safeguarding team and its functions.
Any other duties appropriate to the band to support the functioning and improvement of the service.
Job description
Job responsibilities
Key areas of responsibility
Provide a professional and efficient customer focused service when dealing with all queries to the department and all safeguarding activity.
Liaise with staff, safeguarding colleagues, and management within the Trust, and with external stakeholders, to coordinate meetings and support the flow of information.
Arrange facilities for meetings, ensuring room booking, IT and equipment arrangements are appropriate to the function and that associated materials are planned and prepared for.
Keep databases/referral management systems up to date to reflect current team status.
Support the safeguarding referrals process, taking great care to consider data protection and GDPR legislation.
Support the safeguarding department with stationary supplies/ordering and general administration tasks as determined by line management.
Take minutes at meetings as required.
Responsible for supporting the formatting of policies, standing operating procedures (SOPs) and team resources.
Responsible for ad hoc administration tasks to support the head and deputy head of safeguarding in their safeguarding functions.
Other administrative tasks, as appropriate to the role
General administration
Deal with incoming mail and outgoing correspondence, as appropriate, using discretion to ensure that only appropriate work is referred to line management.
Responding to information requests in line with GDPR processes and relevant safeguarding legislation with support from the business support manager and head and deputy head of safeguarding
Supporting with developing and formatting team and trust wide bulletins, communications, posters, safeguarding awareness resources.
Carry out printing, photocopying and other administrative duties, as requested.
Deal with correspondence including the drafting and formatting of letters, memorandum, and reports.
To order equipment and resources to support the safeguarding team and its functions.
Any other duties appropriate to the band to support the functioning and improvement of the service.
Person Specification
Person specification
Essential
- English and Maths GCSE at grade C or above (or equivalent qualification at the discretion of the Trust).
- Previous administration experience
Person specification
Desirable
- Some experience of working in Safeguarding is beneficial.
- Good working knowledge of Microsoft Word, Microsoft Teams, Excel and Outlook.
Person Specification
Person specification
Essential
- English and Maths GCSE at grade C or above (or equivalent qualification at the discretion of the Trust).
- Previous administration experience
Person specification
Desirable
- Some experience of working in Safeguarding is beneficial.
- Good working knowledge of Microsoft Word, Microsoft Teams, Excel and Outlook.
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
