Job summary An exciting opportunity has arisen to work as part of the Integrated Safeguarding Team. As the Safeguarding Administrator, you will be involved with all of the functions of the team (internal and external). The Integrated Safeguarding Team are responsible for ensuring the Trust meets its legal and statutory safeguarding duties for children (including unborns), young people, and adults, including Prevent. You will be working as part of a team supporting the safeguarding agenda, providing safeguarding advice and support and promoting best practice in the safeguarding of adults and children. The Integrated Safeguarding Team deals with information that can be upsetting on a daily basis, and because of the nature of our work, this post would suit a candidate who can demonstrate resilience, maturity, calmness under pressure and professionalism. We are a very busy, but friendly and supportive team. The Integrated Safeguarding Team consists of: Head of Safeguarding, Named Nurses for Adults and Children, Named Midwife for Safeguarding, Safeguarding Officer, Named Doctor for Safeguarding Children. A full induction to the role will be provided to the successful applicant/s. Main duties of the job The successful candidate will provide full administrative support to the Named Safeguarding Professionals within the team; have excellent computer, written and verbal communication skills as well as experience of a busy office environment. We are looking to recruit a highly organised individual who is proficient in a range of software programmes such as Microsoft Office including Excel, Outlook, Power Point and Word. Due to the often changing nature of our work, this role would suit a person who has strong time management skills and the ability to prioritise effectively. About us Our purpose is simple - Putting Patients First. We are looking for exceptional colleagues who can help us achieve this. Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond. The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester Our workforce is over 7,000 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them. We are committed to recruiting the best people to work with us to achieve our Vision - working in partnership to provide the best healthcare for our communities, leading and supporting our teams to move 4ward. Our 4ward behaviours, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do. Our objectives are simple: Best services for local people Best experience of care and best outcomes for our patients Best use of resources Best people Better never stops, and our Clinical Services Strategy provides a clear future vision for our Trust, our hospitals, our services and our role in the wider health and care system. We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer. Date posted 07 November 2024 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year B3 Agenda for Change Contract Permanent Working pattern Full-time, Job share, Flexible working Reference number C9365-24-1249 Job locations Charles Hastings Way Worcester Worcestershire WR5 1DD Job description Job responsibilities Accountable to: Head of Safeguarding Reports to: Head of Safeguarding Key Working Relationships: Internal : Head of Safeguarding, Safeguarding Lead Professionals, Chief Nursing Officer, Deputy Chief Nurse, Matrons and Senior Nurses, Patient Safety & Governance Teams, Consultants & medical staff, All Directorate staff including ward teams, Administrative staff Trust wide, Named Doctor Children Safeguarding External: Integrated Care Board, Herefordshire & Worcestershire Health and Care NHS Trust (Safeguarding Teams), Safeguarding Teams Worcestershire County Council, Worcestershire Safeguarding Children Partnership, Worcestershire Safeguarding Adults Board, Police, other voluntary and partner agencies Risk assessment The post involves daily use of a VDU screen. Job Purpose: The post involves providing a confidential administrative support service to the Integrated Safeguarding Team. The post holder will be expected to work on their own initiative and manage their own workload. Key Duties 1. On behalf of the Integrated Safeguarding Team, to complete - without direct daily supervision - appropriate workload, ensuring required deadlines are met. 2. To provide a comprehensive Safeguarding administration service to the Integrated Safeguarding team. Undertake the full range of administrative duties, including preparation of agendas, reports, minutes, dissemination of information and other follow up actions. 3. Maintain and update personal files for the Integrated Safeguarding Team. 4. To maintain safeguarding alerts on appropriate Trust information systems. 5. To act as the first point of contact for the Integrated Safeguarding Team, day to day management of the generic Integrated Safeguarding Team mailbox. 6. Maintain effective systems of communication with internal and external stakeholders and escalating concerns where these arise. 7. Assist in maintaining the Integrated Safeguarding Team Hub Intranet page, ensuring all information is current and correct. 8. To produce high quality documents as directed by the Integrated Safeguarding Team including reports, spreadsheets, correspondence, presentations, newsletters and leaflets. Inputting of data onto Trust systems in accordance with standard operating procedures. 9. Liaise with relevant agencies involved in safeguarding work, to ensure effective administration and communication with partner agencies. 10. Ensure and promote a high level of confidentiality and safe custody of patient identifiable information. 11. Responsible for ensuring that all documentation produced is in line with the Trust corporate standards and associated templates 12. Responsibility to seek supervision and direction when dealing with difficult, emotional or challenging issues. 13. To maintain an effective filing system (both electronic and paper) and information / document retrieval in line with the Trusts corporate systems, keeping records updated. 14. Support the team in overseeing and managing agreed actions and deadlines, ensuring that progress continues as agreed. 15. To interrogate health databases and various other NHS IT systems. 16. Ensure that sufficient office supplies are available for the team. 17. To participate in relevant training opportunities required for the role Standard Clauses: The purpose of this post should remain constant, but the duties and responsibilities may vary over time within the overall role and level of the post. The post holder may from time to time be asked to undertake other reasonable duties. Any such changes will be made in discussion with the post holder in the light of service needs. Competence The post holder is responsible for limiting his / her actions to those which s/he feels competent to undertake. If the post holder has any doubts as to his or her competence during the course of his / her duties then s/he should immediately speak to their line manager or supervisor. Codes of conduct All employees of the Trust who are required to be registered with a professional body, to enable them to practise within their profession, are required to comply with their code of conduct and requirements of their professional registration. Those staff that are not required to be registered with a professional body are required to comply with the Trusts codes of conduct. Confidentiality The post holder must maintain confidentiality, security and integrity of information relating to patients, staff and other Health Service business. Records Management All employees of the Trust are legally responsible for all records that they gather, create or use as part of their work within the Trust (including patient, financial, personnel and administrative), whether paper or computer based. All such records are considered public records and all employees have a legal duty of confidence to service users. Employees should consult their manager if they have any doubt as to the correct management of records with which they work. Health and Safety Employees must be aware of the responsibilities placed on them under the Health and Safety at Work Act (1974) and the Manual Handling Operations Regulations (1992) and all relevant Trust Health and Safety Policies and Guidance. This ensures that the agreed safety procedures are carried out to maintain a safe environment for employees, patients and visitors to the Trust. Infection Control Employees must accept personal responsibility and accountability for Infection Prevention and Control practice. Employees should ensure they are familiar with, and comply with, all relevant Infection Control policies for minimising the risk of avoidable Health Care Associated Infection. All Employees must undertake annual mandatory updates in Infection Control. Non Smoking Policy The Trusts approach to smoking is in line with the governments on-going initiatives for an eventual smoke-free environment. It aims to adhere to the Worcestershire Health Community Campaign to help Worcestershire stop smoking. A no smoking environment policy exists within all Trust premises including entrances and exits to hospital buildings and on other Trust property (with the exception of staff resident in staffresidences, as these are the homes of staff). In June 2014 a ban was implanted which meant staff, contractors and volunteers were no longer permitted to smoke in any of the hospital grounds, including car parks. Further to this, The Alexandra, Kidderminster and Worcestershire Royal Hospitals, have all become smoke free to all patients and visitors as of 17 June 2015. This means that, as well as staff, members of the public, patients and visitors are not allowed to smoke in any of the acute hospital grounds, including car parks. Risk Management It is a standard element of the role and responsibility of all employees of the Trust that they fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, taking appropriate actions, and reporting all incidents, near misses, and hazards promptly. It is a contractual obligation that all employees must co-operate with any investigations undertaken. Children and vulnerable adults You have a responsibility for promoting and safeguarding the welfare of the children / young people / vulnerable adults that you come into contact with or are responsible for in your job role and sphere of competence. Disclosure and Barring Service The Trust aims to promote equality of opportunity for all, with the right mix of talent, skills and potential. Criminal records will be taken into account for recruitment purposes, only when the conviction is relevant. As the Trust meets the requirements in respect of exempted questions under the Rehabilitation of Offenders Act 1974, all applicants who are offered employment will be subject to a criminal record check from the Disclosure and Barring Service before the appointment is confirmed. This will include details of cautions, reprimands or final warnings, as well as convictions. Postholders may periodically be asked to undertake a re-check. The Trust is legally required to check all staff against the Disclosures and Barring Services Childrens and Vulnerable Adults barring lists if they engage in what is defined as Regulated Activity or Controlled Activity: Regulated Activity is defined as working closely with children or vulnerable adults, paid or unpaid, on a frequent or intensive basis. Controlled activity is work that provides opportunities for contact with children or vulnerable adults. Equality and Diversity The Trust promotes policies and practices that challenge discrimination, promote equality, respect individual needs, preferences and choices, and protects human rights. The Trust has a clear commitment to equality for all in employment practices based on an applicants ability, skills and aptitude for the post. A range of equality & diversity policy initiatives are in place and all successful applicants are expected to familiarise themselves with these. It is therefore the duty of every employee to comply with the detail and spirit of these policies and the law at all times. Any issues or concerns you have should be taken up with your manager or the human resource team as soon as possible. Dignity All employees must treat each person as an individual, offering a personalised service respecting peoples dignity and modesty at all times. Conflict of Interest The Trust is responsible for ensuring that the service provided for patients and its care meet the highest standard. Equally, it is responsible for ensuring that staff do not abuse their official position for personal gain or to benefit their family or friends. The Trusts Standing Orders require any member of staff to declare any interest, direct or indirect, with contracts involving the Trust. Staff are not allowed to further their private interests in the course of their NHS duties. Job description Job responsibilities Accountable to: Head of Safeguarding Reports to: Head of Safeguarding Key Working Relationships: Internal : Head of Safeguarding, Safeguarding Lead Professionals, Chief Nursing Officer, Deputy Chief Nurse, Matrons and Senior Nurses, Patient Safety & Governance Teams, Consultants & medical staff, All Directorate staff including ward teams, Administrative staff Trust wide, Named Doctor Children Safeguarding External: Integrated Care Board, Herefordshire & Worcestershire Health and Care NHS Trust (Safeguarding Teams), Safeguarding Teams Worcestershire County Council, Worcestershire Safeguarding Children Partnership, Worcestershire Safeguarding Adults Board, Police, other voluntary and partner agencies Risk assessment The post involves daily use of a VDU screen. Job Purpose: The post involves providing a confidential administrative support service to the Integrated Safeguarding Team. The post holder will be expected to work on their own initiative and manage their own workload. Key Duties 1. On behalf of the Integrated Safeguarding Team, to complete - without direct daily supervision - appropriate workload, ensuring required deadlines are met. 2. To provide a comprehensive Safeguarding administration service to the Integrated Safeguarding team. Undertake the full range of administrative duties, including preparation of agendas, reports, minutes, dissemination of information and other follow up actions. 3. Maintain and update personal files for the Integrated Safeguarding Team. 4. To maintain safeguarding alerts on appropriate Trust information systems. 5. To act as the first point of contact for the Integrated Safeguarding Team, day to day management of the generic Integrated Safeguarding Team mailbox. 6. Maintain effective systems of communication with internal and external stakeholders and escalating concerns where these arise. 7. Assist in maintaining the Integrated Safeguarding Team Hub Intranet page, ensuring all information is current and correct. 8. To produce high quality documents as directed by the Integrated Safeguarding Team including reports, spreadsheets, correspondence, presentations, newsletters and leaflets. Inputting of data onto Trust systems in accordance with standard operating procedures. 9. Liaise with relevant agencies involved in safeguarding work, to ensure effective administration and communication with partner agencies. 10. Ensure and promote a high level of confidentiality and safe custody of patient identifiable information. 11. Responsible for ensuring that all documentation produced is in line with the Trust corporate standards and associated templates 12. Responsibility to seek supervision and direction when dealing with difficult, emotional or challenging issues. 13. To maintain an effective filing system (both electronic and paper) and information / document retrieval in line with the Trusts corporate systems, keeping records updated. 14. Support the team in overseeing and managing agreed actions and deadlines, ensuring that progress continues as agreed. 15. To interrogate health databases and various other NHS IT systems. 16. Ensure that sufficient office supplies are available for the team. 17. To participate in relevant training opportunities required for the role Standard Clauses: The purpose of this post should remain constant, but the duties and responsibilities may vary over time within the overall role and level of the post. The post holder may from time to time be asked to undertake other reasonable duties. Any such changes will be made in discussion with the post holder in the light of service needs. Competence The post holder is responsible for limiting his / her actions to those which s/he feels competent to undertake. If the post holder has any doubts as to his or her competence during the course of his / her duties then s/he should immediately speak to their line manager or supervisor. Codes of conduct All employees of the Trust who are required to be registered with a professional body, to enable them to practise within their profession, are required to comply with their code of conduct and requirements of their professional registration. Those staff that are not required to be registered with a professional body are required to comply with the Trusts codes of conduct. Confidentiality The post holder must maintain confidentiality, security and integrity of information relating to patients, staff and other Health Service business. Records Management All employees of the Trust are legally responsible for all records that they gather, create or use as part of their work within the Trust (including patient, financial, personnel and administrative), whether paper or computer based. All such records are considered public records and all employees have a legal duty of confidence to service users. Employees should consult their manager if they have any doubt as to the correct management of records with which they work. Health and Safety Employees must be aware of the responsibilities placed on them under the Health and Safety at Work Act (1974) and the Manual Handling Operations Regulations (1992) and all relevant Trust Health and Safety Policies and Guidance. This ensures that the agreed safety procedures are carried out to maintain a safe environment for employees, patients and visitors to the Trust. Infection Control Employees must accept personal responsibility and accountability for Infection Prevention and Control practice. Employees should ensure they are familiar with, and comply with, all relevant Infection Control policies for minimising the risk of avoidable Health Care Associated Infection. All Employees must undertake annual mandatory updates in Infection Control. Non Smoking Policy The Trusts approach to smoking is in line with the governments on-going initiatives for an eventual smoke-free environment. It aims to adhere to the Worcestershire Health Community Campaign to help Worcestershire stop smoking. A no smoking environment policy exists within all Trust premises including entrances and exits to hospital buildings and on other Trust property (with the exception of staff resident in staffresidences, as these are the homes of staff). In June 2014 a ban was implanted which meant staff, contractors and volunteers were no longer permitted to smoke in any of the hospital grounds, including car parks. Further to this, The Alexandra, Kidderminster and Worcestershire Royal Hospitals, have all become smoke free to all patients and visitors as of 17 June 2015. This means that, as well as staff, members of the public, patients and visitors are not allowed to smoke in any of the acute hospital grounds, including car parks. Risk Management It is a standard element of the role and responsibility of all employees of the Trust that they fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, taking appropriate actions, and reporting all incidents, near misses, and hazards promptly. It is a contractual obligation that all employees must co-operate with any investigations undertaken. Children and vulnerable adults You have a responsibility for promoting and safeguarding the welfare of the children / young people / vulnerable adults that you come into contact with or are responsible for in your job role and sphere of competence. Disclosure and Barring Service The Trust aims to promote equality of opportunity for all, with the right mix of talent, skills and potential. Criminal records will be taken into account for recruitment purposes, only when the conviction is relevant. As the Trust meets the requirements in respect of exempted questions under the Rehabilitation of Offenders Act 1974, all applicants who are offered employment will be subject to a criminal record check from the Disclosure and Barring Service before the appointment is confirmed. This will include details of cautions, reprimands or final warnings, as well as convictions. Postholders may periodically be asked to undertake a re-check. The Trust is legally required to check all staff against the Disclosures and Barring Services Childrens and Vulnerable Adults barring lists if they engage in what is defined as Regulated Activity or Controlled Activity: Regulated Activity is defined as working closely with children or vulnerable adults, paid or unpaid, on a frequent or intensive basis. Controlled activity is work that provides opportunities for contact with children or vulnerable adults. Equality and Diversity The Trust promotes policies and practices that challenge discrimination, promote equality, respect individual needs, preferences and choices, and protects human rights. The Trust has a clear commitment to equality for all in employment practices based on an applicants ability, skills and aptitude for the post. A range of equality & diversity policy initiatives are in place and all successful applicants are expected to familiarise themselves with these. It is therefore the duty of every employee to comply with the detail and spirit of these policies and the law at all times. Any issues or concerns you have should be taken up with your manager or the human resource team as soon as possible. Dignity All employees must treat each person as an individual, offering a personalised service respecting peoples dignity and modesty at all times. Conflict of Interest The Trust is responsible for ensuring that the service provided for patients and its care meet the highest standard. Equally, it is responsible for ensuring that staff do not abuse their official position for personal gain or to benefit their family or friends. The Trusts Standing Orders require any member of staff to declare any interest, direct or indirect, with contracts involving the Trust. Staff are not allowed to further their private interests in the course of their NHS duties. Person Specification DBS checks Essential Standard Clauses A Disclosures and Barring Service check will be carried out where the position is eligible for a Disclosures and Barring Service Check in accordance with the 2012 Protection of Freedom Act and the guidance issued by the DBS. All posts working with children or vulnerable adults are required to have an Enhanced DBS checked including checking against DBS / ISA Vetting and Barring lists. Qualifications Essential RSA II or equivalent qualification or experience Microsoft Office packages Desirable Customer Care training Knowlege and skills Essential Ability to prioritise own workload Ability to work within deadlines Able to respond to enquiries efficiently Filing and maintaining departmental records Personal qualities Essential Excellent verbal communication skills Ability to work on own initiative Flexible approach to duties Able to work as part of a team Awareness of implications of confidentiality Desirable Willingness to learn and develop own knowledge base Experience Essential Previous administration experience Excellent word processing experience Previous experience of arranging appointments Previous experience of computerised filing systems Knowledge of setting up and managing databases Desirable Use of electronic diary system Experience of working in an environment where confidentiality is essential Experience of working in a medical or healthcare setting Use of Excel spreadsheets Person Specification DBS checks Essential Standard Clauses A Disclosures and Barring Service check will be carried out where the position is eligible for a Disclosures and Barring Service Check in accordance with the 2012 Protection of Freedom Act and the guidance issued by the DBS. All posts working with children or vulnerable adults are required to have an Enhanced DBS checked including checking against DBS / ISA Vetting and Barring lists. Qualifications Essential RSA II or equivalent qualification or experience Microsoft Office packages Desirable Customer Care training Knowlege and skills Essential Ability to prioritise own workload Ability to work within deadlines Able to respond to enquiries efficiently Filing and maintaining departmental records Personal qualities Essential Excellent verbal communication skills Ability to work on own initiative Flexible approach to duties Able to work as part of a team Awareness of implications of confidentiality Desirable Willingness to learn and develop own knowledge base Experience Essential Previous administration experience Excellent word processing experience Previous experience of arranging appointments Previous experience of computerised filing systems Knowledge of setting up and managing databases Desirable Use of electronic diary system Experience of working in an environment where confidentiality is essential Experience of working in a medical or healthcare setting Use of Excel spreadsheets 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 Worcestershire Acute Hospitals NHS Trust Address Charles Hastings Way Worcester Worcestershire WR5 1DD Employer's website https://www.worcsacute.nhs.uk/ (Opens in a new tab)