Support Officer: Safeguarding

Job description

Job responsibilities

1. Provide and coordinate administrative and clerical support to the Safeguarding Team (Designated professionals for safeguarding children, children looked after and adults)
2. Responsible for dealing with issues of a highly sensitive and confidential nature
3. To action incoming and outgoing correspondence as appropriate by preparing responses for agreement or by using discretion to ensure that only appropriate work is referred to the appropriate member of the team for action
4. To manage a computerised diary for the Designated Safeguarding Team and be responsible for making appointments, checking other managers electronic diaries for availability and booking venues, equipment and refreshments as necessary
5. Work with allocated IT systems and web-based services/systems of a financial and non-financial nature
6. Establish and maintain effective filing (physical and electronic) systems and adapt these as necessary within the developing role including computer, filing, diary and bring forward systems
7. Responsible for the administration of meetings including the distribution of agendas and associated papers, accurate formal minute taking, the typing of and dissemination of minutes and the following up of action points as appropriate
8. Liaise effectively with both internal and external managers, staff, service users and external agencies and services
9. Undertake administrative duties such as printing of papers for meetings, photocopying and word processing documents and reports when required
10. Organising and planning events as necessary including the provision of supporting information material as required
11. Working with all team members in the collection of information for performance reporting on relevant workstreams
12. 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
13. Running and collating reports which may include reports to the CDOP Team, Safeguarding Partnerships and Boards and managers as required
14. Proficient in entering information onto electronic collections for subsequent analysis, reference and presentation under the guidance of the designated professionals within BC ICB
15. Able to indirectly deal with sensitive, emotional or contentious situations involving patients, the public and colleagues, always maintaining a high degree of confidentiality
16. Undertake research, training and development as directed
17. Ensure the confidentiality of information i.e. patient identifiable, financial, commercial and sensitive information
18. Obtain information from other agencies and departments as required
19. Collation and formatting of reports/policies
20. Coordinating training sessions, bespoke forums and events, including room bookings certificates and collation of feedback.
21. Engage and establish key relationships with ICB colleagues, and other stakeholders
22. Be able to communicate contentious information, providing immediate solutions
23. Be able manage situations that are potentially hostile
24. Promote close and constructive working relationships with all key stakeholders
25. Maintain a strong working relationship with all clients; demonstrate credibility and a reputation for delivery and commercialism.
26. Undertake any agreed programme of personal development to meet individual learning needs in order to further develop knowledge, skills and expertise.
27. Coordinate training sessions, bespoke forums and events, including room bookings certificates and collation of feedback.
28. Organising and plan events as necessary including the provision of supporting information material as required.
29. Maintain and update post-logging system to track correspondence
30. Ensure that a high quality and timely support is provided (utilising relevant Microsoft Office packages) when producing correspondence, reports, e- mails, presentations, project plans and spreadsheets
31. Ensure that files and records are stored and retrieved appropriately in accordance with the organisations Records Management Policy and General Data Protection Regulations (GDPR)
32. Providing a link to colleagues and other stakeholders acting as first point of contact for queries to the Team etc resolving/escalating as applicable.
33. Able to indirectly deal with sensitive, emotional or contentious situations involving patients, the public and colleagues, always maintaining a high degree of confidentiality.
34. Be responsible for incoming telephone calls, professionally responding to queries and request as appropriate and taking messages where necessary. Maintaining an up-to-date messaging system
35. Developing and maintaining effective electronic and paper filing systems to ensure that information is kept appropriately and securely stored, filed and easily retrievable using or setting up relevant systems.
36. Have the ability to transcribe and type formal minutes.

Person Specification

Skills and Knowledge

• 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

• 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

• 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.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Black Country Integrated Care Board

Address

Sandwell Council House

Freeth Street

Oldbury

B69 3DE

https://blackcountry.icb.nhs.uk/