Support Officer: Safeguarding

2 weeks ago

Oldbury, United Kingdom Black Country Integrated Care Board Full time

Job summary

An exciting opportunity has arisen to join the Black Country Integrated Care Boards (BCICB) Sandwell Safeguarding Team. The Support Officer role provides first class Business Management support to the Designated Nurses for Safeguarding Children, Adults and Child Mortality, supporting all activities required to meet their statutory responsibilities in safeguarding and enabling the safeguarding team to work across the local health system.

The post holder supports open communication and co-ordination with a range of partner organisations and individuals, by forging key relationships with teams and managers across BCICB, NHS providers and stakeholders.

The successful candidate will have responsibility for researching and drafting correspondence and papers and ensuring management of specific tasks on behalf of the Designated Nurses/Professionals are met.

This role is agile working with a combination of home working and office based working.

Main duties of the job

The post holder will work independently on matters affecting the day-today running of the teams activities and planned inspections using their initiative and there will be a requirement to work flexibly. The postholder will have high levels of word processing skills, minute taking and be able to apply skills and knowledge to various software applications which they have gained from extensive experience with Microsoft Office including Word, Excel, PowerPoint and Microsoft Teams.

In addition to this the postholder will be responsible for dealing with issues of a highly sensitive and confidential nature and will be expected to manage a computerised diary for the Designated Safeguarding Team, being responsible for planning meetings, training, and conferences as well as GP safeguarding forums.

The post holder will be required to work with allocated IT systems and web-based services/systems of a financial and non-financial nature, acting as a point of contact and dealing and responding effectively with complex queries from stakeholders and passing on relevant information to appropriate staff sensitively and autonomously.

The post will require you to be able to indirectly deal with sensitive, emotional, or contentious situations involving patients, the public and colleagues, always maintaining a high degree of confidentiality.

About us

The Black Country Integrated Care Board (ICB) is a statutory NHSorganisation responsible for developing a plan for meeting the health needs of million people in the Black Country. We manage the NHS budget forthe area (Dudley, Sandwell, Walsall and Wolverhampton) and we areresponsible for planning and buying Primary Medical Services (GPs), dental,optometry and pharmacy services.

Working for the ICB means you are makinga difference to the lives and health of people in the Black Country.

We are part of the Black Country Integrated Care System (ICS),known as Healthier Futures, which is a partnership of organisations workingtogether to bring health and social care services closer together for the goodof our communities. We support the ICS vision for a healthier place withhealthier people and healthier futures.

The ICB has five core values that underpin theway we work and help to guide our actions and the decisions we make for localpeople and communities. These are compassion, inclusivity, integrity,fairness and trust.

We are an equal opportunities employer who actively supports andencourages increasing the diversity of our employees, and welcome applicationsfrom people with transferable skills gained through experience across the fullrange of health and social care settings.

We are also a bronze award holder under the Defence EmployerRecognition Scheme (ERS). The ERS recognises commitment and support from UKemployers for defence personnel.

Job description

Job responsibilities

Provide and coordinateadministrative and clerical support to the Safeguarding Team (Designatedprofessionals for safeguarding children, children looked after and adults) Responsible for dealing with issues of a highly sensitive andconfidential nature To action incoming andoutgoing correspondence as appropriate by preparing responses for agreement orby using discretion to ensure that only appropriate work is referred to the appropriate member of the team for action To manage acomputerised diary for the Designated Safeguarding Team and be responsible formaking appointments, checking other managers electronic diaries foravailability and booking venues, equipment and refreshments as necessary Work with allocated ITsystems and web-based services/systems of a financial and non-financial nature Establish and maintaineffective filing (physical and electronic) systems and adapt these as necessarywithin the developing role including computer, filing, diary and bring forwardsystems Responsible for theadministration of meetings including the distribution of agendas and associatedpapers, accurate formal minute taking, the typing of and dissemination ofminutes and the following up of action points as appropriate Liaise effectively withboth internal and external managers, staff, service users and external agenciesand services Undertake administrative duties such as printing ofpapers for meetings, photocopying and word processing documents and reportswhen required Organising and planning events as necessaryincluding the provision of supporting information material as required Working with all teammembers in the collection of information for performance reporting on relevantworkstreams Acting as a point ofcontact and dealing and responding effectively with complex queries fromstakeholders and passing on relevant information to appropriate staffsensitively and autonomously Running and collatingreports which may include reports to the CDOP Team, Safeguarding Partnershipsand Boards and managers as required Proficient in entering information onto electroniccollections for subsequent analysis, reference and presentation under theguidance of the designated professionals within BC ICB Able to indirectly dealwith sensitive, emotional or contentious situations involving patients, thepublic and colleagues, always maintaining a high degree of confidentiality Undertake research, training and development asdirected Ensure the confidentiality of information patient identifiable, financial, commercial and sensitive information Obtain information from other agencies anddepartments as required Collation and formatting of reports/policies Coordinating training sessions, bespoke forums andevents, including room bookings certificates and collation of feedback. Engage and establish key relationships with ICBcolleagues, and other stakeholders Be able to communicate contentious information,providing immediate solutions Be able manage situations that are potentiallyhostile Promote close and constructive working relationshipswith all key stakeholders Maintain a strong working relationship with allclients; demonstrate credibility and a reputation for delivery andcommercialism. Undertake any agreed programme of personaldevelopment to meet individual learning needs in order to further developknowledge, skills and expertise. Coordinate training sessions,bespoke forums and events, including room bookings certificates and collationof feedback. Organising and plan events asnecessary including the provision of supporting information material asrequired. Maintain and update post-loggingsystem to track correspondence Ensure that a high quality andtimely support is provided (utilising relevant Microsoft Office packages) whenproducing correspondence, reports, e- mails, presentations, project plans andspreadsheets Ensure that files and records arestored and retrieved appropriately in accordance with the organisations RecordsManagement Policy and General Data Protection Regulations (GDPR) Providing a link to colleagues and other stakeholders actingas first point of contact for queries to the Team etc resolving/escalating asapplicable. Able to indirectly deal with sensitive, emotionalor contentious situations involving patients, the public and colleagues, alwaysmaintaining a high degree of confidentiality. Beresponsible for incoming telephone calls, professionally responding to queriesand request as appropriate and taking messages where necessary. Maintaining an up-to-datemessaging system Developingand maintaining effective electronic and paper filing systems to ensure thatinformation is kept appropriately and securely stored, filed and easilyretrievable using or setting up relevant systems. Havethe ability to transcribe and type formal minutes. Person Specification

Skills and Knowledge

Essential

Proficient in use of IT systems and applications, including Microsoft Word, Outlook and Excel. Ability to be able to take minutes accurately Excellent organisational skills and attention to detail. Confidence in making decisions when dealing with competing priorities. Excellent command of English both written and spoken. Able to demonstrate excellent written English including grammar, punctuation and structuring written text. Ability to handle confidential and sensitive information appropriately Ability to deal sensitively with patients, parents and visitors some of whom may be anxious or concerned. Ability to work methodically in a busy environment and meet deadlines. Ability to develop and maintain good working relationships with all levels of staff Ability to work as part of a team as well as using own initiative. Excellent organisational and time management skills with attention to detail, including experience of diary management Understanding of Data Protection legislation. Engage and establish key relationships with ICB colleagues, and other stakeholders; Be able to manage situations that are potentially hostile; Be able to manage information that is highly sensitive and confidential. Promote close and constructive working relationships with all key stakeholders; Maintain a strong working relationship with all clients; demonstrate credibility and a reputation for delivery.

Qualifications

Essential

Knowledge of administrative procedures, including specialised IT systems and training knowledge, acquired through formal training or experience to NVQ level 3 or equivalent. Educated to diploma level or NVQ 3, City and Guilds certificate level in business administration or equivalent

Experience

Essential

Experience of administering meetings and taking minutes, preparing agendas, booking venues etc. Experience of audio typing. Extensive business administration experience which demonstrates the understanding of the key functions to providing an admin support service. Experience working in a customer service setting.

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