Administrative Assistant Safeguarding, Trustwide
NHS Jobs Worcester
Accountable to: Head of Safeguarding Reports to: Head of Safeguarding Key Working Relationships: Internal: Head of Safeguarding, Safeguarding Lead Professionals, Chief Nursing Officer, Deputy Chief Nurse, Matrons and Senior Nurses, Patient Safety & Governance Teams, Consultants & medical staff, All Directorate staff including ward teams, Administrative staff Trust wide, Named Doctor Children Safeguarding External: Integrated Care Board, Herefordshire & Worcestershire Health and Care NHS Trust (Safeguarding Teams), Safeguarding Teams Worcestershire County Council, Worcestershire Safeguarding Children Partnership, Worcestershire Safeguarding Adults Board, Police, other voluntary and partner agencies Risk assessment The post involves daily use of a VDU screen.
Job Purpose: The post involves providing a confidential administrative support service to the Integrated Safeguarding Team. The post holder will be expected to work on their own initiative and manage their own workload. Key Duties 1. On behalf of the Integrated Safeguarding Team, to complete - without direct daily supervision - appropriate workload, ensuring required deadlines are met.2. To provide a comprehensive Safeguarding administration service to the Integrated Safeguarding team. Undertake the full range of administrative duties, including preparation of agendas, reports, minutes, dissemination of information and other follow up actions.
3. Maintain and update personal files for the Integrated Safeguarding Team. 4. To maintain safeguarding alerts on appropriate Trust information systems. 5. To act as the first point of contact for the Integrated Safeguarding Team, day to day management of the generic Integrated Safeguarding Team mailbox.
6. Maintain effective systems of communication with internal and external stakeholders and escalating concerns where these arise. 7. Assist in maintaining the Integrated Safeguarding Team Hub Intranet page, ensuring all information is current and correct.
8. To produce high quality documents as directed by the Integrated Safeguarding Team including reports, spreadsheets, correspondence, presentations, newsletters and leaflets. Inputting of data onto Trust systems in accordance with standard operating procedures.
9. Liaise with relevant agencies involved in safeguarding work, to ensure effective administration and communication with partner agencies. 10. Ensure and promote a high level of confidentiality and safe custody of patient identifiable information.
11. Responsible for ensuring that all documentation produced is in line with the Trust corporate standards and associated templates 12. Responsibility to seek supervision and direction when dealing with difficult, emotional or challenging issues.
13. To maintain an effective filing system (both electronic and paper) and information / document retrieval in line with the Trusts corporate systems, keeping records updated. 14. Support the team in overseeing and managing agreed actions and deadlines, ensuring that progress continues as agreed.
15. To interrogate health databases and various other NHS IT systems. 16. Ensure that sufficient office supplies are available for the team. 17. To participate in relevant training opportunities required for the role Standard Clauses: The purpose of this post should remain constant, but the duties and responsibilities may vary over time within the overall role and level of the post.
The post holder may from time to time be asked to undertake other reasonable duties. Any such changes will be made in discussion with the post holder in the light of service needs. Competence The post holder is responsible for limiting his / her actions to those which s/he feels competent to undertake.
If the post holder has any doubts as to his or her competence during the course of his / her duties then s/he should immediately speak to their line manager or supervisor. Codes of conduct All employees of the Trust who are required to be registered with a professional body, to enable them to practise within their profession, are required to comply with their code of conduct and requirements of their professional registration.
Those staff that are not required to be registered with a professional body are required to comply with the Trusts codes of conduct. Confidentiality The post holder must maintain confidentiality, security and integrity of information relating to patients, staff and other Health Service business.
Records Management All employees of the Trust are legally responsible for all records that they gather, create or use as part of their work within the Trust (including patient, financial, personnel and administrative), whether paper or computer based.
All such records are considered public records and all employees have a legal duty of confidence to service users. Employees should consult their manager if they have any doubt as to the correct management of records with which they work. Health and Safety Employees must be aware of the responsibilities placed on them under the Health and Safety at Work Act (1974) and the Manual Handling Operations Regulations (1992) and all relevant Trust Health and Safety Policies and Guidance.
This ensures that the agreed safety procedures are carried out to maintain a safe environment for employees, patients and visitors to the Trust. Infection Control Employees must accept personal responsibility and accountability for Infection Prevention and Control practice.Employees should ensure they are familiar with, and comply with, all relevant Infection Control policies for minimising the risk of avoidable Health Care Associated Infection. All Employees must undertake annual mandatory updates in Infection Control.
Non Smoking Policy The Trusts approach to smoking is in line with the governments on-going initiatives for an eventual smoke-free environment. It aims to adhere to the Worcestershire Health Community Campaign to help Worcestershire stop smoking.
A no smoking environment policy exists within all Trust premises including entrances and exits to hospital buildings and on other Trust property (with the exception of staff resident in staffresidences, as these are the homes of staff). In June 2014 a ban was implanted which meant staff, contractors and volunteers were no longer permitted to smoke in any of the hospital grounds, including car parks.
Further to this, The Alexandra, Kidderminster and Worcestershire Royal Hospitals, have all become smoke free to all patients and visitors as of 17 June 2015. This means that, as well as staff, members of the public, patients and visitors are not allowed to smoke in any of the acute hospital grounds, including car parks.
Risk Management It is a standard element of the role and responsibility of all employees of the Trust that they fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, taking appropriate actions, and reporting all incidents, near misses, and hazards promptly.
It is a contractual obligation that all employees must co-operate with any investigations undertaken. Children and vulnerable adults You have a responsibility for promoting and safeguarding the welfare of the children / young people / vulnerable adults that you come into contact with or are responsible for in your job role and sphere of competence.
Disclosure and Barring Service The Trust aims to promote equality of opportunity for all, with the right mix of talent, skills and potential. Criminal records will be taken into account for recruitment purposes, only when the conviction is relevant.
As the Trust meets the requirements in respect of exempted questions under the Rehabilitation of Offenders Act 1974, all applicants who are offered employment will be subject to a criminal record check from the Disclosure and Barring Service before the appointment is confirmed.
This will include details of cautions, reprimands or final warnings, as well as convictions. Postholders may periodically be asked to undertake a re-check. The Trust is legally required to check all staff against the Disclosures and Barring Services Childrens and Vulnerable Adults barring lists if they engage in what is defined as Regulated Activity or Controlled Activity: Regulated Activity is defined as working closely with children or vulnerable adults, paid or unpaid, on a frequent or intensive basis.
Controlled activity is work that provides opportunities for contact with children or vulnerable adults. Equality and Diversity The Trust promotes policies and practices that challenge discrimination, promote equality, respect individual needs, preferences and choices, and protects human rights.The Trust has a clear commitment to equality for all in employment practices based on an applicants ability, skills and aptitude for the post. A range of equality & diversity policy initiatives are in place and all successful applicants are expected to familiarise themselves with these.
It is therefore the duty of every employee to comply with the detail and spirit of these policies and the law at all times. Any issues or concerns you have should be taken up with your manager or the human resource team as soon as possible. Dignity All employees must treat each person as an individual, offering a personalised service respecting peoples dignity and modesty at all times.
Conflict of Interest The Trust is responsible for ensuring that the service provided for patients and its care meet the highest standard. Equally, it is responsible for ensuring that staff do not abuse their official position for personal gain or to benefit their family or friends.
The Trusts Standing Orders require any member of staff to declare any interest, direct or indirect, with contracts involving the Trust. Staff are not allowed to further their private interests in the course of their NHS duties.
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