HealthJobsUK

Detailed job description and main responsibilities

*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.