Safeguarding Team Administrator - Band 4 | North Bristol NHS Trust

Previous applicants need not apply **

This advert may close early, if we have received a sufficient amount of applications.

Do you have a varied background in administration, data management and using a variety of IT systems? Are you creative and innovative in designing and implementing administrative processes? If so, we have the job for you.

This role will suit someone who enjoys working in a busy and stimulating environment, who can work as part of a group and on their own initiative. The post holder will need to possess excellent communication skills and have a professional manner.

The post holder will be responsible for managing the flow of information from the divisions and external partners into the safeguarding team and out to key partners as delegated by the Administration Manager and other senior team members. The post holder will be responsible for arranging and facilitating meetings, maintaining electronic databases and files, be responsible for maintaining and updating flags for safeguarding concerns in the electronic health record, liaise with partner agencies to ensure documentation meets quality standards, update team member’s diaries, and manage administration of correspondence and training materials.

The post holder will be required to have contact with a range of individuals within the wider safeguarding team, North Bristol Trust staff, Local Safeguarding Partnerships and other organisations such as local NHS Trusts and Local Authority organisations.

The Safeguarding Team Administrator will provide flexible administrative support to the corporate safeguarding team which includes the Named Professionals and Specialist Practitioners. This will include a wide and varied work load, in order for the team to operate effectively.

We are seeking someone who is an experienced administrator, ideally with experience in the NHS and is highly organised. You will be able to process complex information and take the initiative having a 'can do' attitude to your work. The post holder will be liaising with a variety of people throughout each day so a confident telephone manner and email response that reflects the professional reputation of the team is essential.

You need to be able to concentrate for prolonged periods of time whilst being able to respond to changing demands on your work plan. You will need to be proficient in using IT packages including Microsoft 365 with SharePoint and Excel and have experience of data entry, maintaining complex databases, supporting workflow including arranging meetings, writing minutes and organising diaries for a busy team.

Having a creative and innovative outlook to assist the team with communicating important Key messages using a range of media tools will be an asset to this role.

The post holder will play a key part in supporting a professional Trust-wide safeguarding service where each team member has something unique and individual to offer, as well as part of an external safeguarding system.

By joining us you will be an integral part of a progressive and supportive team.

• To provide flexible and pro-active administrative services to the Safeguarding Team.
• To manage phone calls, emails and messages for the team with a confident, pleasant and efficient manner. being able to direct queries to the appropriate Practitioner in a timely way is essential for this role.
• To maintain the safeguarding training diary and manage queries from Learning and Development regarding provision of safeguarding training.
• To provide project administrative support for the team, arranging meetings with key stakeholders, drafting templates and ensuring queries are directed to the allocated Lead.
• To maintain and update Trust Safeguarding related databases and systems.
• To place alert flags on electronic patient records of adults and children who are at risk of harm as directed by the Named Nurse, Named Midwife or Head of Safeguarding.
• To complete a defined administrative assurance of various documents under the direction of admin manager.
• Liaise with local authority administrative teams to support secure receipt of statutory documentation.
• Provide administrative support to information requests requiring access to person identifiable and sensitive information under GDPR requirements.
• Planning of events/meetings by booking rooms, creating Microsoft Team meeting invites, keeping registers of attendance and producing information packs.
• As directed by the admin manager, compile agendas, maintain action logs, assist with the collating of meeting papers and write up notes/minutes of meetings.
• Complete administrative checks of patient records to enable Practitioners and Service Leads to identify patients who are at high risk. For example in preparation for Multi Agency Risk Assessment Conferences and from daily encounter reports for children.
• Accurate typing of all paperwork, this will include charts, tables, meeting minutes and presentations.
• Prioritise and organise own workload to meet deadlines and promptly escalate to senior staff when delays are anticipated.
• Photocopy/scan and distribute documents using appropriate information governance measures for email and post systems.
• Maintain, implement and constantly improve the electronic filing systems, including archiving of older information in files quarterly by financial year.
• To keep master files of all policies, procedures and guidance.
• To work collaboratively with the other Team Administrator in order to manage urgent work requests and ensure daily activities are covered.
• To ensure confidentiality at all times, when working with electronic systems (databases/emails) and verbal information.
• To work independently and use initiative in completing tasks.

Knowledge:

• Knowledge and understanding of the NHS and principles of a quality service related to administration.
• Knowledge of development and maintenance of computer based office systems, including databases and Microsoft Office applications.
• Knowledge of IT and information systems in Health settings.
• Knowledge of office systems such as setting up and maintaining electronic filing systems.
• Awareness of the General Data Protection Regulations (2018) and managing personal identifiable information in health settings.
• Understanding of diary management and room booking.
• Knowledge of report formatting and data collection methods.
• Knowledge and awareness of the timely manner in which work needs to be done to meet the requirements of a busy trust wide service.

Skills:

• Strong interpersonal skills to work effectively with a wide range of staff and teams.
• Excellent written and verbal communication skills.
• Ability to organise and prioritise own workload to meet defined deadlines.
• Ability to work on own initiative and within a team.
• Ability to tolerate a work load that is often re-prioritised due to changing need.
• IT literate using a range of Microsoft Office software in particular Microsoft PowerPoint, Excel, Outlook and Word.
• Minute taking.
• Diary management.

Experience:

• Experience of providing administrative support within a busy and varied office environment.
• Experience of providing administrative support to a team.
• Experience of providing content assurance of documents in line with defined standards.
• Experience of collecting, organising and reporting data and other information.
• Experience of facilitating meetings to include room bookings, sending invites, managing attendance, and taking and distributing minutes.
• Excellent working experience of Microsoft office software in particular Office 365, Microsoft Excel, SharePoint and Word.
• Competent using Microsoft Teams to arrange and facilitate virtual meetings.
• Experience of electronic patient records systems and placing and removing flags for alerts.

This advert closes on Friday 1 Nov 2024