Administrator - Safeguarding Team

Do you have a varied background in administration, data management and using a variety of IT systems? Are you creative and innovative in designing and implementing administrative processes?If so, we have the job for you.

This role will suit someone who enjoys working in a busy and stimulating environment, who can work as part of a group and on their own initiative. The post holder will need to possess excellent communication skills and have a professional manner.

The post holder will be responsible for managing the flow of information from the divisions and external partners into the safeguarding team and out to key partners as delegated by the Administration Manager and other senior team members. The post holder will be responsible for arranging and facilitating meetings, maintaining electronic databases and files, be responsible for maintaining and updating flags for safeguarding concerns in the electronic health record, liaise with partner agencies to ensure documentation meets quality standards, update team member’s diaries, and manage administration of correspondence and training materials.

The post holder will be required to have contact with a range of individuals within the wider safeguarding team, North Bristol Trust staff, Local Safeguarding Partnerships and other organisations such as local NHS Trusts and Local Authority organisations.

Previous Applicants need not apply.

The Safeguarding Team Administrator will provide flexible administrative support to the corporate safeguarding team which includes the Named Professionals and Specialist Practitioners. This will include a wide and varied work load. In order for the team to operate effectively, quality administrative support is required and seen as a vital and valuable role within the team.
You need to be able to concentrate for prolonged periods of time whilst being able to respond to changing demands on your work plan. You will need to be proficient in using IT packages including Microsoft 365 with SharePoint and Excel and have experience of data entry, maintaining complex databases and supporting workflow including arranging meetings, writing minutes and organising diaries for a busy team.
Having a creative and innovative outlook to assist the team with communicating important Key messages using a range of media tools will be an asset to this role.

The North Bristol NHS Trust Integrated Safeguarding Team is a dynamic, creative, innovative group of individuals. You would be joining a team with a friendly atmosphere alongside a hard working responsible work ethic. All team members are experienced and competent in safeguarding matters and reflect the NBT trust values with strong mutual respect and regard for each other. By joining us you will be an integral part of a progressive and supportive team.
We at North Bristol NHS Trust are a friendly and responsive organisation with strong visible leadership and clear priorities and objectives.
- To provide flexible and pro-active administrative services to the Safeguarding Team.
- 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.
- 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 co