Band 3 Safeguarding Children Administration Assistant

Job overview

***This job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested***

Safeguarding Children’s and Safeguarding Adults’ Team is seeking a capable, hardworking, highly motivated, enthusiastic and experienced Administrator who will provide comprehensive administrative support to the team.

Applicants should have good general education including a good standard of numeracy and literacy and NVQ 2 Business Administration or equivalent.

The successful applicant will also have excellent interpersonal skills and an awareness of the confidentiality and information governance issues associated with working in a safeguarding environment.

This is a full- time position of 37.5 hours a week, which will be worked from Monday-Friday from 09:00am-5:00pm. The post holder will be based in the office at Priestley Wharf, Holt Street, Birmingham Science Park, Aston, B7 4BN, Birmingham.

For informal discussion or further information please contact Dorota Keight Administration Team Leader to Safeguarding Team on 0121 466 7090 or email [email protected]

1. To provide comprehensive administrative support services for the Safeguarding Children Nurses.
2. The post holder is responsible for acting as a focal point for telephone enquiries to the team, taking messages and communicating them in a timely and effective manner. Confidentiality must be maintained at all times in line with the Data Protection Act and Trust policy.
3. Receiving and processing incoming post from internal and external sources, including using initiative to extract items requiring action (e.g. drafting replies to routine correspondence).
4. Taking action on routine matters (by delegated authority).
5. Producing high quality documents (letters, memoranda, spreadsheets, presentations, e-mail etc) from written or direct dictation using Microsoft Office applications (Word, Excel, PowerPoint and Outlook) and preparation for mailing, electronically by fax or by post.
6. Passing relevant information on to other staff that assists him/her in executing his/her role.
7. To deal with highly confidential, personal and sensitive information on a daily basis ensuring all confidential data is processed in line with legislation and Trust policies.
8. Locating information for members of the team from specified /unspecified sources.
9. To ensure that Safeguarding Children information is appropriately communicated to relevant staff and agencies in a timely manner.
10. To report to appropriate officers any potential hazard at the team base which may contravene the Health and Safety at Work Act.

Working for our organisation

Be Part of Our Team

We deliver all of this with a commitment to integrated, personalised care that is rooted in our local communities. We have an ambition to deliver outstanding, integrated care as one of the key NHS providers in the West Midlands.

If you want to ‘Be Part of Our Team’ and work with a Foundation Trust which is continuously striving for best care and healthy communities, we want to hear from you.

Detailed job description and main responsibilities

Job Purpose

The post holder will provide confidential and comprehensive administrative support to the Safeguarding Children team ensuring that the needs of the service are met.

The post holder will be required to maintain good working relationships with a wide range of organisations and individuals.

Main Duties

1. To provide comprehensive administrative support services for the Safeguarding Children Nurses.
2. The post holder is responsible for acting as a focal point for telephone enquiries to the team, taking messages and communicating them in a timely and effective manner. Confidentiality must be maintained at all times in line with the Data Protection Act and Trust policy.
3. Receiving and processing incoming post from internal and external sources, including using initiative to extract items requiring action (e.g. drafting replies to routine correspondence).
4. Taking action on routine matters (by delegated authority).
5. Producing high quality documents (letters, memoranda, spreadsheets, presentations, e-mail etc) from written or direct dictation using Microsoft Office applications (Word, Excel, PowerPoint and Outlook) and preparation for mailing, electronically by fax or by post.
6. Passing relevant information on to other staff that assists him/her in executing his/her role.
7. To deal with highly confidential, personal and sensitive information on a daily basis ensuring all confidential data is processed in line with legislation and Trust policies.
8. Locating information for members of the team from specified /unspecified sources.
9. To ensure that Safeguarding Children information is appropriately communicated to relevant staff and agencies in a timely manner.
10. To report to appropriate officers any potential hazard at the team base which may contravene the Health and Safety at Work Act.

1. Arranging and confirming appointments.
2. Operating a calendar-based system where papers and reminders are brought forward at appropriate times.

1. Arrange and confirm formal meetings/training and making appropriate arrangements (e.g. room booking, travel, equipment, hospitality etc).
2. Provide a comprehensive service to meetings/training as is required to include, for example, preparing and distributing agendas and papers, producing electronic presentations, taking minutes of meetings and co-ordinating any follow-up action.
3. Attending and actively participating in team meetings.

1. Routine data entry onto confidential databases.
2. Accurate entry of sensitive information.

1. Update and maintain effective alphanumerical filing systems and electronic data storage systems for the department including the safe keeping of all confidential documents.
2. Locate departmental information efficiently.

1. Providing extensive administrative support around Safeguarding Children team processes.
2. Recording data on spreadsheets and child protection databases.
3. Monitor and order stock and non-stock items.
4. Deputise for members of administration team during periods of absence.
5. The post involves working to strict deadlines, prioritising tasks and working with other administration staff as required.

To undertake other duties commensurate with this grade of post in agreement with the relevant line manager.

Where the role includes the ordering and use of supplies or equipment, the post holder will consider the environmental impact of purchases.

Key Relationships

To establish effective working relation with the following:

INTERNAL:

Associate Directors

Safeguarding Nurses

Managers

Departmental Secretaries

Clinical Practitioners

Colleagues within Birmingham Community Healthcare NHS Trust

EXTERNAL:

NHS Trusts

Birmingham Primary Care Shared Services Agency

Various non-NHS organisations

Birmingham City Council

Child Health Services.

Performance Management

All employees have a responsibility to participate in regular appraisal with their manager and to identify performance standards of the post. As part of the appraisal process every employee is responsible for participating in identifying their own training and development need to meet their KSF outline.

Health and Safety at Work

Attention is drawn to the responsibility of all employees to take reasonable care for the health and safety of themselves and other people who may be affected by their actions at work.

Equal Opportunities

Birmingham Community Healthcare NHS Trust is committed to being an equal opportunities employer and welcomes applicants from people irrespective of age, gender, race and disability.

Safeguarding

Every member of staff must undertake regular mandatory safeguarding training at a level relevant to the role.

Smoking

The Trust operates a No Smoking policy.

Mobility

Whilst the post holder will be based at 3 Priestley Wharf, this is a Trust-wide appointment and travel around the Trust may be required.

Confidentiality

Your attention is drawn to the confidential nature of information collected within the National Health Service. The unauthorised use or disclosures of patient or other personal information is regarded as gross misconduct and will be subject to the Trust’s Disciplinary Procedure and, in the case of both computerised and paper-based information, could result in a prosecution for an offence or action for civil damages under the Data Protection Act 1998.

Sustainability

The Trust attaches great importance to sustainability and Corporate Social Responsibility. It is therefore the responsibility of all members of staff to ensure that the Trust’s resources are used efficiently with minimum wastage throughout their daily activities

Dignity in Care

Birmingham Community Healthcare NHS Trust (BCHC) is committed to providing dignity in care for all our patients and service users across the Trust.

All staff, workers, volunteers, students and individuals undertaking work experience/ shadowing, irrespective of the role they specifically undertake, are required to adhere to BCHC’s vision, values and professional standards. This also involves working with and alongside colleagues and partners, demonstrating a duty of candour (i.e. honesty and straightforwardness), openness and accountability in order to achieve high quality and the best possible care outcomes for our patients, service users and the local community.

Infection Prevention and Control

The Trust is committed to minimising any risks of healthcare associated infection to patients, visitors and staff. All employees must attend Infection Prevention and Control training as required for their post. Employees must be familiar with and comply with Infection Prevention and Control policies available on the Intranet.

Person specification

Qualifications

• Good general education including a good standard of numeracy and literacy
• NVQ 2 Business Administration or equivalent
• Relevant office experience
• Good working knowledge of Microsoft Office

• Experience of working in a safeguarding environment

Skills

• Good communication skills
• Competent in a variety of Microsoft applications including Word, Excel, PowerPoint, Access and Outlook
• Demonstrate a high level of accuracy
• Demonstrate an ability to prioritise workload and meet deadlines
• Ability to develop and maintain effective office systems
• Ability to present accurate reports
• Ability to self-generate written correspondence which is concise, legible, accurate and relevant

Personal qualities

• Demonstrates reliability and commitment
• Demonstrates commitment to anti-discriminatory practice and valuing diversity
• Demonstrates tact and diplomacy
• Commitment to effective team working

Other

• Ability to be flexible with approach to work
• Ability to work as part of a team

Disability Confident Employer and Guaranteed Interview Scheme

We encourage applicants to submit their applications and to request any reasonable adjustments where required.

Equality, Diversity and Inclusion

Birmingham is a fantastic place to live and we serve a wide range of people and communities. BCHC are an advocate of diversity and strive to mirror the community we serve as much possible.

We are committed to and actively promote equality of opportunity for all staff and applications from individuals from all areas of the community who meet the specific criteria are encouraged regardless of age, disability, sex, gender reassignment, sexual orientation, pregnancy and maternity, race, religion or belief and marriage/civil partnerships.

Promoting Workforce Equality

As part of this commitment and given this under-representation, the Trust guarantees an interview to any applicants from under-represented groups for positions at Band 8a and above whose application meets the essential criteria for the post as detailed on the Person Specification.

The Trust is currently under-represented in terms of people who identify as Black, Minority Ethnic (BME) and welcomes applicants from these communities. Selection will be on the basis of merit. In order to ensure the diversity of our workforce and understand the differing needs of our communities, the Trust is committed to the principles of Positive Action.

Flexible Working

This may include hybrid patterns of working to enable colleagues to request the flexibility of a mixture of home/base working.

In accordance with the NHS People Promise, the Trust is committed to facilitating a healthy work/life balance that is essential to health and wellbeing and to making BCHC a ‘Great Place to Work’. We will be happy to discuss and consider all requests relating to working patterns and hours at your interview so please do ask!

Benefits of working for us:

• Full NHS terms and conditions including extensive holidays, Agenda for Change pay with enhancements
• Attractive relocation payment if you relocate to the local area.
• Discounts for local and national retailers
• Dedicated well-being services for all employees
• Flexible working where possible