Maternity Safeguarding Team Administrator

2 weeks ago

London, United Kingdom Guy's and St Thomas' NHS Foundation Trust Full time

To provide a comprehensive and efficient administrative and secretarial service to the Trust’s Maternity Safeguarding Children Team in all aspects of safeguarding vulnerable babies andmothers. The post will provide a broad range of support activities to ongoing and fixed term projects within the department and will ensure the smooth running of the office and effective internal and external liaison to contribute to the successful running of the office as a whole. The role will require the individual to interact with a multidisciplinary team in a very busy office environment, dealing with highly complex and sensitive issues, often requiring appropriate judgements to be made under mínimal supervision.

To act as the point of contact for the maternity safeguarding team in relations to incoming enquiries. To accurately take messages and convey these to the various team members in a timely manner. To maintain databases of enquires and details of vulnerable clients and service users.

Guy’s and St Thomas’ NHS Foundation Trust comprises five of the UK’s best known hospitals - Guy’s, St Thomas’, Evelina London Children’s Hospital, Royal Brompton and Harefield - as well as community services in Lambeth and Southwark, all with a long history of high quality care, clinical excellence, research and innovation.

Evelina London is part of Guy's and St Thomas' NHS Foundation Trustand is responsible for providing services for women and children. With over 3,000 dedicated staff, and led by an Executive Team and Board.

The Trust has a dedicated Safeguarding team in order to deliver and fulfil the legislative requirements and risk management standards in relation to safeguarding children. The safeguarding team consists of safeguarding nurses and doctors in both of the hospital bases of the Evelina London and Royal Brompton sites, safeguarding maternity team and community teams, the Looked after Children nursing team and Liaison Health Visitors. A key role of the team is to provide expert advice and guidance to staff in all matters relating to the safeguarding of children / unborn baby and to ensure that we develop a confident and competent workforce that is able to recognise and appropriately respond to any safeguarding concern.
- To deliver an efficient and accurate secretarial and administrative service to named individuals who have responsibility for the safeguarding process taking into account their individual requirements. To identify and implement administrative procedures and systems to ensure that the effective coordination of the safeguarding children process.
- To organise and administer meetings, taking comprehensive minutes and ensuring timely dispatch of papers, highlighting actions.
- Liaise with other hospitals or services to ensure a smooth flow of information required for undertaking safeguarding enquiries. This will include liaising with multi-disciplinary staff across multiple NHS organisations and primary care services.
- Provide support to the safeguarding team members including diary management and arranging meetings and appointments via the calendar system with both external and internal personnel.
- Prepare and produce reports / spreadsheets, presentations and other documents as requested using the format required by the team.
- Prepare acknowledgement letters and draft replies where required.
- To make travel arrangements, booking venues and catering arrangements for meetings and conferences.
- To provide dictation and typing services, including audio and direct dictation when required.
- Support in the implementation of projects, with mínimal supervision to agreed goals and agreed timescales.
- Receive and re-route telephone calls appropriately and provide assistance and advice. To use initiative when dealing with queries and referring to senior / relevant staff as necessary.
- Act as first point of contact with visitors to the department and to respond to a wide variety of queries, often dealing with complex and sensitive issues, in a courteous and efficient manner, making referrals to senior staff as necessary.
- To act as a central point of contact for the safeguarding professionals and to facilitate the smooth running of their day to day work.
- Responsible for processing invoices, ensuring appropriate signature and payment within necessary timescales.
- Undertake photocopying, duplicating and collating and any other administrative tasks.
- Keep an accurate record of team members’ annual leave, sickness and other leave requirements.
- Receive and provide highly complex and sensitive information in a strictly confidential and professional manner, monitoring action to ensure completion is satisfactory.
- Implements secretarial policies within own work area and proposes changes to working practices in own area.
- Ensure all office equipment is functioning correctly, arranging for repair or replacement as necessary.
- Maintain effective information management systems, including data

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