Safeguarding Senior Administrator

4 weeks ago

Peterborough, United Kingdom North West Anglia NHS Foundation Trust Full time

To Line Manage the Band 3 Administrator. To assess, prioritise and action own workload, and delegate appropriately. To autonomously assess, prioritise and action correspondence on behalf of the Head of Safeguarding, compiling letters and responding on their behalf as appropriate. Maintain an accurate record of the Safeguarding Teams shifts, annual leave requests, sickness, and absence and to finalise shifts on Healthroster.

Maintain an accurate, open electronic diary system for the Head of Safeguarding, coordinating schedules, arranging meetings, and acting as liaison point for all parties concerned. To oversee all communications that relate to the Head of Safeguarding, which could include complex, sensitive, contentious information with a range of stakeholders, acting with persuasion / negotiation as required. Assist with all monthly reports providing data for all reports as required. Ensure the Head of Safeguarding is reminded of key deadlines and timescales for key pieces of work and planning.

Prepare agendas and collate relevant attachments, attend meetings, and take minutes and action trackers for meetings chaired by the Head of Safeguarding, including the following: - Safeguarding Governance Committee Trust Allegation Committee Allegation against Staff Panels Domestic Abuse Working Group Safeguarding Team Meeting Ensure the venues are appropriate and agendas and minutes are distributed in a timely manner. When required take notes and minutes of highly confidential and sensitive meetings, e.g., disciplinary/grievance meetings, sensitive Allegation Against Staff Meetings. Responsible for the accurate keeping of the Allegation Against Staff Folder Development and creation of reports, documents, and databases for ongoing monitoring. Communicate with Payroll and HR regarding pay and other ad-hoc queries and issues.

Communicate with medical staff, managers and other staff within the Trust, other hospitals, and outside organisations on a regular basis, taking messages, organising meetings, acting on actions and dealing with issues/queries appropriately. Ensure all alerts are actioned appropriately. Be the first point of contact for all enquiries relating to the Head of Safeguarding Responsible for handling telephone enquiries and other communications with tact, diplomacy and confidentiality at all times. Using initiative and knowledge to assess each situation and deal with accordingly, seeking guidance as required.

Work flexibly and liaise with members of the Care Quality Directorate administration team to maintain and ensure the smooth running of the service, including providing cover during staff absences. To work closely with clinical teams and other departments within the organisation as appropriate. Ensure that you have an awareness of current issues within the Care Quality Directorate and in other areas of the Trust. Support the Head of Safeguarding to ensure that they complete designated actions from meetings in a timely way.

Typing of correspondence letters/reports from copy and/or audio/MS Teams Maintain an accurate and up to date Bring Forward System ensuring all relevant papers are available for meetings in a timely manner. To work unsupervised and proactively as part of a team and with colleagues within the Safeguarding Team using initiative, tact and confidentiality To deal with all incoming/outgoing correspondence in a timely fashion with attention to priority and presentation, using own initiative where appropriate. To assist in the collection of data for statistical and administrative purposes Follow policies within own role / ad hoc requirement to review and propose changes to policies and procedures in own area. Submit leave requests to the Head of Safeguarding and Deputy Care Quality Support Manager and ensure cover arrangements are in place.

Deal with SBS ordering requests on an ongoing basis. Suggest and make changes to own practice. To assist with inputting MPA and sickness information on to ESR as required. Ensure mandatory training is kept up to date and undertake theoretical and educational training as appropriate to the role.

To further develop IT skills as required fulfilling the responsibilities of the post. Support less experienced staff and to lead by example. Participate in annual MPA process with the Deputy Care Quality Support Manager. Given the nature of this post, the post holder may be required to work in a flexible way to respond to work patterns.

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