Detailed job description and main responsibilities

Provide administrative support to the CDOP and safeguarding team exercising judgement when dealing with enquiries.

Gather information from a range of professionals, including health, social care, police and the coroner and make decisions to resolve problems for the CDOP and safeguarding team and safeguarding partner agencies and primary care, e.g. on appointments, diary commitments and uses own judgement when dealing with these enquiries.

To work with the CDOP and Safeguarding children and CLA Team in collating and reviewing complex data, interpreting the overall implications, comparing options and presenting the data; supporting the team in making informed decisions, to complete enquiries and to author reports.

To ensure that appropriate risk and other assessments are completed and documented in a timely manner in accordance with ICB policies, e.g. Information Governance Training on a yearly basis. 

Undertake quantitative and qualitative assessment, analysis and review of CDOP and safeguarding data to ensure compliance with a range of targets.

Plans and arrange meetings and CDOP panels, developing agenda and producing minutes/action notes. The post holder will also be responsible for maintaining core records, data analysis and information systems for the CDOP and safeguarding teams.                          

Provide administrative support to team projects, workflows, case work and working with the team in the collection of information for reporting on relevant team projects. To include accessing clinical records as required.

Managing the electronic diary for the CDOP and safeguarding team and all team members including arranging and changing appointments, prioritising these as appropriate.

Communicate highly sensitive and often complex information with CDOP partners, GP practice managers, in relation to child deaths and safeguarding concerns. 

Organise and plan events,  CDOP panels, multi-agency conferences, case discussion multi-agency meetings,  as necessary with supporting information and material. Including booking of venues, devise flyers, maintain delegate lists, generate certificates. 

Working together with other administrator’s / PA’s across Hampshire and Isle of Wight to provide an effective network of communication about CDOP and safeguarding information and updates. 

Follows existing policies and procedures; may comment on proposals/implements policies and procedures, proposes changes to policies and procedures in own area of work.

Provide skilled administrative support to the team with project management and participate in team events.

Work with all team members in the collection of information for performance reporting on relevant team projects.

Work as part of the CDOP and safeguarding team to identify changes which impact on policy implementation leading to service development. Contribution to the development and review of policies or service changes that impact beyond own area.

Contribute to the development of service strategies and service transformation.

Plans a range of activities for multiple staff which require frequent amendments and adjustments and may impact health providers across Hampshire and the Isle of Wight, including conferences and forums.

Equipment orders for new and current team members.

Work within team budget

Supports the annual review of the Memorandum of Understanding with Safeguarding Children Partnerships with regards to their financial contribution to the CDOP.

Demonstrates administrative, secretarial duties to new starters, trains own staff on departmental procedures and policies. Updates, maintains, stores clinical or non-clinical records, appointment details.

Providing recruitment administrative support to recruiting managers to ensure recruitment campaigns are effective via TRAC.

Support induction planning of new members of the CDOP team and CDOP panel and work with CDOP Chair, line manager and Designated Doctor to develop and maintain an induction pack.

Act as the first point of contact for child death notifications and distribute to appropriate parties in a timely manner. 

Provide an efficient and highly sensitive range of administrative, clerical and data entry support to the CDOP and safeguarding team.

Act as initial point of contact for CDOP and safeguarding partner agencies regarding complex and sometimes challenging enquires and use knowledge of CDOP and safeguarding, to be able to respond in a timely manner to multi-agency CDOP and safeguarding,  partners and distribute to appropriate parties in a timely manner.

Takes, transcribes formal minutes; creates databases to collect and monitor information; maintains and updates databases, regular requirement to develop or create reports and documents.

Communicates complex, sensitive, contentious information with a range of stakeholders, where persuasion or negotiation is required, and communicate complex, distressing and sensitive condition related information concerning the assessment, treatment and risk factors in relation to a range of safeguarding concerns.

Sort and prioritise incoming mail and e-mail, distributing as appropriate within the team, and NHS HIOW.

Set up and monitor databases which you will use to provide regular reports including application of eCDOP.

Input, monitor and check data, required for finite and ongoing projects within the teams.

Produce and collate reports which may include reports to internal committees, ICB Board or other groups as required.

Develop and maintain an effective electronic and paper and filing systems, to ensure that information is kept securely and is accessible to other members of the team.

To assist with dissemination of complex and highly sensitive and distressing information to the ICB and beyond when appropriate in compliance with information governance requirements.

Utilising a range of IT systems to support the team.

Maintaining CDOP and safeguarding, records and information systems, i.e. eCDOP, creating files, minute taking, data inputting and collection of information via eCDOP, which may be distressing and is highly confidential. 

Collate data for inclusion in the CDOP and safeguarding, quarterly and annual reports for NHS HIOW Quality, Performance and Improvement Committee and Safeguarding Children Partnerships.

Supporting audits and collation of data and reports. Creating and managing databases to provide regular reports, chronologies, performance indicators and data as required.

Participate in Research and Development activities as directed.

Completes staff surveys.