Safeguarding Administrator

Job description

Job responsibilities

1. Provide an effective administration support service to the safeguarding team.
2. Monitor incoming work on behalf of the health practitioners within MASH, ensuring work is received with all the appropriate information and is effectively prioritised for the practitioners.
3. Independently manage requests for information queries which do not require clinical input.
4. Receive and manage the timely administration of referrals including:

Ensuring all referral information is available to clinician.

Finding and registering service users on SystmOne (S1).

Updating Groups and Relationships on S1.

Uploading documents to S1 following clinical review.

Supporting follow up calls and actions.

1. Manage tasks and maintain good housekeeping on the IT Safeguarding system.
2. Co-ordinate the administration of information following various multi-agency meetings and liaise with relevant health professionals.

• Uploading the meeting notes to S1.
• Tasking HCP clinicians to inform them.
• Informing a GP practice or other relevant professionals involved with the child.

1. Provide a high quality and responsive administrative service and support as a Senior Administrator working within Cambridgeshire Children and Young Peoples Health Services.
2. Management of Safeguarding mailboxes and other correspondence, re-routing as appropriate, responding, and prioritising urgent requests as necessary, ensuring that urgent and at times highly sensitive items are dealt with accordingly.
3. Contribute to the continued development and implementation of policies and procedures relating to locality and administration services.
4. Provide a totally confidential support role dealing with personal and sensitive correspondence, which at times may be distressing (staff/children).
5. Promoting effective management of priorities, workflow and diary including arrangements for meetings both within and outside Norfolk and Waveney Children and Young Peoples Health Services.
6. Provide project management support for developments.
7. Development and on-going adaption of spreadsheets and databases to demonstrate service performance (e.g., incident information, performance, mandatory training, risk registers).
8. Ensure all documentation produced for recruitment, liaising with HR regarding process from advertising to staff in post. Organisation of all phases of recruitment.
9. Recording of all sickness/annual leave for safeguarding teams.
10. Monitor resources and arrange replacements as necessary through electronic ordering system. Check delivery of goods and identify any issues.
11. Effective minute taking for meetings, such as safeguarding meetings, senior management meetings.
12. Completing the training administration for training delivered within the service, e.g., safeguarding level 3.
13. To support the completion and sending of court reports, record redactions and other legal documentation, ensuring the Datix process around this is completed.
14. To manage and triage the safeguarding duty phone calls.
15. Within this role you will need to travel on a regular basis, across Norfolk which involves both rural and urban travel. The nature of our work does result in travel arrangements changing at short notice. Due to the large geography our service covers and the limitations of sufficient public transport to undertake this role you must hold a full and current driving licence and have access to your own transport or be able to meet the travel requirements of the role through other reasonable methods. This is subject to the provisions of the Equality Act 2010, and therefore if the postholder requires a reasonable adjustment due to a disability then this will be considered.

Person Specification

Qualifications

Essential

• Qualifications and Training 5 GCSE's including English or equivalent
• Level 4 (e.g. NVQ Level 4) qualification in relevant area (e.g. business administration) or Equivalent level of experience of working to a vocational level and knowledge of a specialist administrative function.

Desirable

• oCare certification

Experience

Essential

• Ability to deal with problem solving for a range of non-routine communications.
• Ability to liaise with senior staff in health and other agencies.
• Experience of working autonomously and using a high degree of initiative and judgement.
• Administrative support to formal projects
• Experience of and able to take and produce high quality minutes.

Desirable

• Previous experience of working within the NHS.
• Comprehensive experience of using SystmOne.

Skills and Knowledge

Essential

• Ability to work with and engage with staff at all levels within the organisation.
• Excellent organisational skills
• Comprehensive knowledge of Microsoft Outlook, Word and Excel
• Ability to exercise initiative and work to tight deadlines whilst remaining calm
• Demonstrates an understanding of safeguarding
• Shows a personal commitment to safeguarding children
• oDemonstrates empathy for the concerns of others
• Accepts responsibility and accountability for own work and can define the responsibilities of others

Desirable

• Has an awareness of safeguarding legislation and current events.
• Demonstrates professional curiosity
• In highly stressful situations keeps own feelings in check, takes constructive action and calms others down.
• An understanding of the NHS and how it works.
• Excellent communicator with good listening skills and clear written and oral presentation skills.

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

Cambridgeshire Community Services NHS Trust

Address

Cringleford Business Centre

Cringleford

NR4 6AU

Employer's website

https://www.cambscommunityservices.nhs.uk/careers (Opens in a new tab)