Safeguarding Business Support

1 month ago

Chippenham, United Kingdom NHS Bath and North East Somerset, Swindon and Wiltshire ICB Full time

Job summary

The BSWICB Safeguarding team currently has an exciting job opportunity for a highly motivated and enthusiastic safeguarding coordinator / business support (Band 4) to join a warm, welcoming team.

Our team is committed to promoting the welfare of children, young people, and adults at risk of abuse. Are you someone who can share our vision? Are you looking to join a friendly, supportive, and forward-thinking team?

You will need to be:

Motivated and hard working with a responsible outlook, a good sense of humour and a great team worker.

Able to demonstrate an ability to cope with exposure to highly sensitive and potentially distressing information about child and adult abuse.

Skilled at liaising with multi-disciplinary teams, internal departments and external agencies to co-ordinate activities, process information, and ensure effective communication and information sharing.

If you have:

Excellent communication skills with an ability to co-ordinate and manage competing priorities, good organisational skills, time management, ability to take minutes of meetings and a solid understanding of Microsoft Office packages, including Excel.

Experience of working in a coordinator / administrative role.

Demonstrated within your application an understanding of what keeping vulnerable children, young people, and adults' safe means.

Main duties of the job

Highly motivated and enthusiastic individual to provide and coordinate administrative and secretarial services for The Safeguarding Team across BSW ICB, including for example,

Administrative support scheduling meetings, preparation of agendas and minute taking, and appropriate follow-up action as required.

Supporting the team with the management of projects, recording, inputting data on excel charts, producing charts and pivot tables, gathering information and undertaking enquires as directed.

Collating information from data sources to provide reports for management and finance.

Coordinating information sharing from the safeguarding team with GPs and other health professionals.

Supporting the team with administrative aspects of running training programmes.

About us

We can offer you:

The opportunity to contribute to a service that makes a difference to people's lives.

The opportunity to develop and build your existing skills.

The opportunity to gain additional safeguarding knowledge.

The role is an "hybrid role" this means some of the role will involve working from home as well as attending the office base in one or more of the BSW ICB locality offices / workspaces as required.

Job description

Job responsibilities

Provide specialist secretarial/administration/ business support and advice to the teams and/or BSW ICB Sector by: Core duties :Answering telephone calls, sorting, and prioritising all incoming email and enquiries, and distributing as appropriate.Managing the electronic diary for the department, including arranging, and changing appointments, prioritising these as appropriate and preparing all necessary agendas and minutes for team members in advance of their weekly meetings.Ensuring all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner. Acting as a point of contact for teams, dealing and responding effectively with complex queries from providers/stakeholders and passing on relevant information to appropriate team members sensitively and autonomously, as required.Management of K-Drive folder generation and their content on organisational system in safeguarding shared drivePreparing agendas, taking minutes, and distributing notes of meetings including typing up of group discussions and interviews as necessary.Collate and prepare reports to support the Designates and Specialist Safeguarding Nurses for weekly attendance at Safeguarding forums such as MARAC, MAPPA, Prevent, SARs, DHRs, SCRs and Rapid Reviews.

Policies, Reports and Data Inputting, monitoring, and checking data, required for finite and ongoing work programs such MARAC, CLA and other projects within the team.Working with all team members in the collection of information for performance reporting on relevant Provider team reportsCollecting and collating information on behalf of the team to inform quarterly safeguarding returns, annual reports, and other team projects.Running and collating reports which may include reports to the Board and senior management as required.Supplying the relevant information required for Primary Care Safeguarding Returns financial management, supporting the head of department and teams by checking and data to support invoicing CIN/CPP lists for payment.Support to finalise policies and procedures and ensure they have been quality assured and saved in accordance with required governance provide administrative support including when appropriate to all team members to support a range of department initiatives.Working together with other Safeguarding Business Support within the BSW Integrated Care Board (ICB) to provide an effective network of communication and cover for each other administrators general duties on the during leave periods.Participate in Research and Development activities as directed. Training and Event Management Help organise and plan events, including recording attendance, communication with participants and preparing the supporting information as required.Maintain a database of participants such as GP safeguarding leads managing the regular BSW ICB meeting with the Named GP

Recruitment and Line Management Work with the team assisting in the recruitment and leavers program required by the team. This is to support all the HR requirements to recruit: Managing the recruitment paperwork, application process, setting up interviews and communication with candidates. Working with Line management to ensure a clear induction program for successful applicants is organized and assistance in sourcing IT, Badges, IT and office equipment as needed is required, line manage junior staff allocated to the Band 3 role. Additional Responsibilities Undertake any other duties that may reasonably be requested of the post holder to help the department run carry out other appropriate delegated duties as required.

Person Specification

Knowledge, Training and Experience

Essential

Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience. Significant administrative/ secretarial experience including initiating and maintaining office systems Demonstrable experience in dealing with the public and dealing with sensitive and confidential information. Excellent knowledge of IT systems and software programmes such as Outlook, Word, Excel, Powerpoint and MS Forms Understanding of Confidentiality and Data Protection Act. Understanding of Confidentiality and Data Protection Act.

Communication skills

Essential

Clear communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information/ instructions to staff and service users Ability to work under pressure in a busy working environment and able to multi-task Effective team working Minute taking Ability to work without supervision Able to work on own initiative, organising and prioritising own and others workloads to changing and often tight deadlines

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