Receptionist/administrator

Job Introduction
As an Administrator within the Safeguarding and Children in Care team you’ll join a team who are focused on delivering impeccable customer service to really make our service users and colleagues feel the difference.

Main Responsibilities
- To Support the identified Lead/s in the day-to-day running of the department ensuring compliance with relevant procedures and policies and section 11 audit requirements, and the tracking of Children in Care (CIC) Initial Health Assessments (West Only) and Review Health Assessments.
- To be involved in the planning and organising of: meetings, workshops, training and events.
- To provide administrative support to meetings including agenda setting, room bookings, calling for papers, printing and collating sets of papers, minute taking and informing people of their follow-up action points.
- To assist with meeting preparation, room bookings, verifying attendance, providing hospitality, setting up presentations and producing minutes for board and Sub Group related meetings.
- To assist in servicing the CIC and Safeguarding working Groups and any related subgroups and ensure that arrangements requested by the Chairs are put in place and that material requested by the Chairs and members is circulated in advance of meetings.
- On occasion, to attend and minute CIC and safeguarding case meetings/interviews on a range of sites, recording discussions and decisions taken to the relevant participants for inclusion on case files or for more general distribution as required.
- To support lead professionals in co-ordinating safeguarding supervision for identified staff and maintaining accurate records of those undertaking safeguarding supervision.
- Be responsible for developing and maintaining systems for storage and retrieval of information in accordance with HCRG policies, ensuring information is accessible to other members of the team.
- To maintain both manual and electronic records, including confidential records, filing documents accurately, and archiving files in accordance with Virgin policy.
- To collate statistical information and reports in line with Departmental KPI’s CQUINS or reporting requirements.
- To maintain and develop statistics, spreadsheets, data sets and systems for the purposes of reporting on audits and Quality and Performance as requested by the lead/s.
- To maintain a shared electronic diary, recording availability/ commitments to meetings of self and the identified lead/s.
- To deal sensitively with enquiries or telephone messages, logging calls accurately and alerting the leads, senior managers, or social care immediately to any issues requiring immediate attention.
- To develop and maintain good working relationships with other teams, operational departments, outside agencies, adults and young people in need and carers in contact with the service.
- To promote quality improvement across all areas of your work.
- To develop and maintain, recording and administrative systems and processes in support of the changing requirements of CIC and safeguarding.
- To maintain CIC and safeguarding records and assist in developing manual and computerised filing systems for all relevant work relating to the CIC and safeguarding team duties.
- To develop and update the CIC and safeguarding databases, CIRIS reports, where appropriate, with recommendations and outcomes in liaison with the safeguarding lead/s.
- To develop and maintain internal and external list of relevant contacts
- To update the CIC and safeguarding information circulars, in liaison with the lead/s, for internal departments and directors.
- Ensure that duties are undertaken with due regard and compliance with the Data Protection Act and other relevant legislation.
- To undertake large scale photocopying/scanning of documents.
- Ensure that the skills and expertise required for the post are maintained and enhanced by continuing education.
- To achieve service outcomes and objectives, and personal appraisal targets, as agreed with your line manager.
- To undertake additional duties, proportionate with the grade as directed by your line manager.

Experience in this role is desirable but not essential.

**Education/Qualifications**
- A good standard of general education to GCSE Level or equivalent - Must include English Language grades A-C
- Excellent numeracy and literacy
- Competent IT skills including Word, Outlook and Excel
- NVQ level 2 or equivalent experience

**Skills/Abilities**
- Outstanding interpersonal and communication skills - both verbal and written
- Ability to liaise with a wide variety of Health staff and other partner agencies/organisations
- Helpful & confident telephone manner.
- Good organisational skills
- Ability to work unsupervised and prioritise own workload
- Ability to maintain a mature and flexible approach to the job
- Good listening skills
- Excellent timekeeping & time management skills
- Ability to cope with deadlines and work under pressure
- Excelle