Job description:
Communication To comply with GPCG information governance requirements and relevant legislation when working with sensitive or personal identifiable data as a safeguarding administrator To be fully aware of confidentiality and NHS requirements regarding sharing or storing of confidential information when undertaking role To communicate effectively and in a timely way within the safeguarding team and with frontline practitioners /managers in GPCG or external partners To deliver administrative support to the safeguarding team as delegated or requested via face to face, telephone, virtually using MS Teams and email contact To collate information to support the delivery of safeguarding reports in line with reporting deadlines and frameworks To manage time effectively to ensure the timely response to emails, personal and telephone queries, and coordinating responses with limited guidance or following up requests for information/action. To maintain excellent levels of communication across a multi-agency partnership, and the wider health community and with GPCG. To cover the Single Point of Contact for the Safeguarding Team and redirect communications on where necessary to the appropriate Safeguarding practitioner /team. To deal with Safeguarding issues in a caring, and considerate manner that is client focused and to maintain a calm and organised approach under pressure. To communicate regularly with stakeholders, GPCG and local authority as required. Administrative and Secretarial Support To produce accurate and timely reports as required. To be competent in using Excel, Word, Power Point and SharePoint /MS Teams to ensure timely and effective reporting and communication. To be able to produce dashboards using excel pivot tables To be competent in using NHS electronic record systems To support the maintenance of the safeguarding team intranet pages as required ensuring documents, links and contact details are up to date. To assist in drafting health chronologies/ undertaking proof reading of reports as required. To support the safeguarding practitioners in the gathering of data to inform quarterly reports. To support the Safeguarding team in preparing for relevant meetings and panels, including support with any research / information gathering that may be required. To assist in booking rooms To take and distribute minutes for meetings as required. To remind and chase individuals about outstanding actions and have these actioned appropriately To collect, process and distribute incoming mail both electronic and paper and prepare outgoing communications, including the transfer of confidential data. To process Datix emails, and record on systems where required. To support new starter inductions as required. Office Management Support the maintenance of safeguarding communication systems including holding the Single Point of Contact phone line/email updating information to the GPCG Safeguarding Intranet and any other ad hoc projects to share information. Assessing and liaising with practitioners/other services both internally and externally to GPCG. To identify any equipment or resources required to maintain the service or role and escalate to line manager /Safeguarding Manager. Being self-directed and motivated, being able to problem solve, and plan and prioritise own workload. Being responsible for the monitoring and maintenance of the health, safety, and security within the workplace for self and others within the team. Undertaking the ordering, maintenance, and storage of stocks and supplies when required and to ensure efficient use of stock. Being responsible for the management of records and reports both electronic and paper held within the department within Clinical Governance standards. The post holder may be required to work at different locations within GPCG. The post will be a hybrid role with the post-holder required to be in the office some days of the week. Information Governance Being responsible for the generation, collection, and collation of data for monthly, quarterly, and ad hoc performance monitoring reports, to ensure quality assurance and demonstrate best practice. Comply with all GPCG policies including those relating to Health and Safety and Infection Control. Report all untoward incidents and/or accidents using the Datix System according to Organisation policy. Contribute to Clinical Governance and quality improvement projects appropriate to role, as allocated. Follow policies and procedures within own role, and to suggest improvements in processes and implement these within own work area. This will include administrative and system processes and procedures. To assess and implement risk management measures within the scope of responsibility. In addition to mandatory training, staff may be requested to attend fire warden and first aid training if required by the service. Regularly attend and contribute to team meetings and relevant professional forum/meetings. Responsibility for policy and service improvement and development Implement/ follow policies and regularly review working practices and identify ideas to improve the service. Learn new procedures, seek to understand and use new technologies and help colleagues to do the same. Participate in quality assurance of products or services. Actively co-operate with change and consider ways to implement and adapt to change in own work. Be constructive in raising issues with managers about implemented changes and the impact these are having on the service. Contribute to continuous service improvement activities. Personal and Professional Development Post holder to remain compliant with an appropriate level of Safeguarding training. Maintain own educational knowledge and expertise by participating in self and peer review, on-going education and through research projects. To participate in an annual GPCG appraisal and performance review process ensuring objectives are met and a personal development plan is maintained and evaluated. Ensure that statutory/mandatory training is kept up to date, and other learning opportunities identified in the personal development plan in line with GPCG policies.
