IPAC & Safeguarding Administrator
3 weeks ago
Job summary
We are seeking an enthusiastic administrator to join our progressive and friendly team who provide key services within the Trust
The role requires you to have excellent organisational skills, the ability to work to a high level of accuracy, and be able to think proactively, whilst being passionate in your ability to provide exceptional administrative support
As a fundamental member of the team, you will be responsible for assisting with all day-to-day correspondence, including the team inboxes, and monitoring essential calls within the Safeguarding and IPAC Teams
If you enjoy being busy and would like to work in a supportive environment within a well-established and valued team, then we would like to hear from you
Previous interviewees need not apply
Main duties of the job
Providing front line administrative support to the Safeguarding and IPAC Teams either face to face, by phone or by email Processing, quality checking, minute taking and possible in-depth investigations, seeking support when required Supporting the Safeguarding and IPAC Teams by always ensuring the delivery of clear and concise information in any arena Requiring excellent administrative, verbal and written communication skills with excellent attention to detail Ensuring organisational compliance requiring a high level of accuracy and the ability to frequently work to short deadlines
About us
Apply now to join our team in an organisation that has been awarded an 'Outstanding' rating by the Care Quality Commission (CQC), the highest possible rating and the first stand-alone NHS community trust in the country to be awarded the title.
We would welcome an informal conversation about the role, or to hear from you if you have any questions prior to completing your application, please contact us if you would like further details
Job description
Job responsibilities
To be proficient in undertaking all tasks within the IPAC/Safeguarding Support Team as detailed but not limited to those below, some of which may be complex and unsettling by nature and can change in line with updates in practice and guidance. Requiring the need to be proactive and having the ability to react quickly to changing environments is a crucial element for the role
You will possess a high level of interpersonal and communication skills as well as being proficient in Microsoft office packages, gained through administration or secretarial experience.
To undertake telephonist duties, receiving and processing telephone calls which may be urgent, and at times upsetting, including all safeguarding calls for children and adults and completing the appropriate referral forms Regular liaison with health professionals to correctly process referrals To communicate professionally and effectively with colleagues, stakeholders and service users at all levels, providing clear information and guidance, exercising tact and judgement in dealing with and resolving enquiries, taking accurate messages and ensuring these are actioned and/or passed to the relevant person in a timely manner To be responsible for coordinating and ensuring the full and timely provision of information and reports (monthly and quarterly) by ensuring a robust system is in place to aid the provision of information within the required timescale Support with the monitoring of mandatory training / safeguarding supervision compliance for Safeguarding and IPAC competencies and being responsible for arranging training requirements as directed including room bookings/invitations, managing delegate lists and preparing equipment / training materials Ensuring all documents are kept securely and confidentiality is always maintained. Ensuring storage of all information meets legislative and organisation policy and procedures including the archiving of confidential documents To provide and receive contentious or sensitive information about difficult or complex matters and to respect confidentiality at all times Setting up and maintaining comprehensive, confidential systems and processes, ensuring that all records are kept up-to-date, filing is carried out in a timely manner and processes are completed on time and to the required standard To maintain and distribute documents, including reports, spreadsheets, databases and presentations, which may include dealing with matters of a complex and/or distressing nature Person Specification
Qualifications
Essential
Maths and English GCSE (Grade C or above), or equivalent Evidence of Business Administration/Process training City & Guilds / NVQ Level 3/ RSA or equivalent
Desirable
Evidence of further formal training would be an advantage
Experience
Essential
Proven administration experience in a busy office environment Proven experience of working as part of a team Proven ability to organise and service meetings Minute taking Experience of working within a busy administration department
Desirable
Knowledge of NHS policy and procedure Experience dealing with members of the public / service user enquiries
Skills, Abilities and Knowledge
Essential
Comprehensive working knowledge of Microsoft Office, especially Word, Excel and Outlook Good organisational and communication skills Proven ability to work on own initiative, without direct supervision, prioritising and managing own workload Articulate, calm, polite and well-motivated with a positive attitude to customer care Advanced keyboard skills
Desirable
Planning skills Customer care skills Supervisory skills
Communication
Essential
Ability to communicate with staff, patients and service users at all levels Ability to communicate effectively in all mediums such as, written, verbal, presentations and at meetings
Desirable
Experience dealing with complex issues from members of the public or service users
Personal and People Development
Essential
Evidence of continued professional development
Personal Attributes/Behaviours
Essential
Able to identify with the Trust's commitment to safeguarding and promoting the welfare of children and young people / vulnerable adults Calm, able to work to short deadlines Well organised with a flexible attitude and approach to work Good telephone manner Able to prioritise / switch priorities when necessary Able to manage own workload to ensure pre-set deadlines are met Team player
Other
Essential
Able to make their own travelling arrangements Able to communicate effectively in written and verbal English Language-
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