Job summary An opportunity has arisen for the appointment of an enthusiastic, well organised administrator to join the busy safeguarding team at our Trust. The post holder will work administratively supporting the adult and child safeguarding nurses and our vulnerabilities specialists teams. To manage this very busy environment you will need to be flexible, with superior organisational, time management and communication skills. The information received and processed within the department is highly sensitive. It is essential that the post holder understands and maintains confidentiality at all times. The post holder will be required to process data with a high level of accuracy and attention to detail. The successful candidate will be required to act as a point of contact for employees within the Trust and external partners, including Police and Social Care, therefore a professional manner and the ability to communicate confidently and courteously is required. Candidates should feel confident that they can cope with highly emotive subject matter that you will be exposed to. The role is predominantly system interrogation and data inputting on a variety of systems, requiring a good level of initiative and judgement on when to raise issues or seek further advice. Main duties of the job Duties will include but are not limited to managing team duty line, organising and preparing training events, meetings, maintaining spreadsheets and databases, liaising with internal and external professionals, filing photocopying, answering telephone/email queries, and ordering stock. To support the Band 4 Safeguarding Administrator as well as organise meetings to support the safeguarding and vulnerabilities team and supporting documentation required. Ensuring all urgent and/or confidential communications are received and distributed from/to relevant staff in a timely manner. To organise meetings, as directed for the team and take notes or minutes of meetings as required and appropriate to grade. Create documents / spread sheets / reports as required using IT Systems. Use Trust systems to input electronic data as required To exercise initiative and judgement based on acquired knowledge and experience when dealing with enquiries To assist colleagues as directed by the Supervisor/Line Manager in times of pressure of work Co-operate in the introduction of new technology and new working practices to ensure the smooth running of the department About us The Royal Orthopaedic Hospital NHS Foundation Trust is one of the largest specialist orthopaedic units in Europe. We offer planned orthopaedic surgery to people locally, nationally and internationally. Our Trust is a very special hospital; big enough to deliver world class services and small enough to offer exceptional patient and staff experience. We offer a working experience unique in the West Midlands and we're always on the lookout for passionate people to join our award-winning team. The ROH is an equal opportunities employer. We employ people of difference and are committed to growing an inclusive culture, where difference is celebrated, and people feel able to bring their whole and authentic self to work. We are a Disability Confident Leader and offer a range of inclusive, family friendly and flexible working arrangements and policies, to support our people in the workplace. Flexible working requests will be considered. The Trust is committed to the Disability Confident Interview Scheme and will offer an interview to disabled applicants who meet the minimum criteria for a vacancy and consider them on their abilities. If you have a disability and need any support with your application or require any reasonable adjustments to be implemented please do get in touch with the Recruiting Manager for this position so that the team can support you. Date posted 20 February 2025 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year per annum pro rata Contract Permanent Working pattern Part-time Reference number 303-6980959 Job locations The Royal Orthopaedic NHS Foundation Trust Bristol Road South Birmingham B312AP Job description Job responsibilities To support the Band 4 Safeguarding Administrator as well as organise meetings to support the safeguarding and vulnerabilities team and supporting documentation required. To work flexibly as an individual and part of the safeguarding/vulnerabilities team to ensure the efficiency of administration and secretarial support, providing cover for you colleague during annual leave/absence to ensure consistency and effective quality service is always maintained. To demonstrate due regard for safeguarding and vulnerabilities in promoting the welfare of children, young people, and adults. To undertake where required typing which may include touch type from audio and/or copy type from written documentation which may include letters, emails, reports and any other correspondence as required Create documents / spread sheets / reports as required using IT Systems Use Trust systems to input electronic data as required To exercise initiative and judgement based on acquired knowledge and experience when dealing with enquiries Receiving and dealing with telephone enquiries as appropriate, including the manning of the teams duty line. To maintain diaries as required Input and look up data on Trust IT systems in accordance with Trust policy Analyse and extract complex data sets from a number of different sources To ensure post is opened daily and dealt with accordingly Arrange meetings and appointments, workshops and venues for training events as necessary Job description Job responsibilities To support the Band 4 Safeguarding Administrator as well as organise meetings to support the safeguarding and vulnerabilities team and supporting documentation required. To work flexibly as an individual and part of the safeguarding/vulnerabilities team to ensure the efficiency of administration and secretarial support, providing cover for you colleague during annual leave/absence to ensure consistency and effective quality service is always maintained. To demonstrate due regard for safeguarding and vulnerabilities in promoting the welfare of children, young people, and adults. To undertake where required typing which may include touch type from audio and/or copy type from written documentation which may include letters, emails, reports and any other correspondence as required Create documents / spread sheets / reports as required using IT Systems Use Trust systems to input electronic data as required To exercise initiative and judgement based on acquired knowledge and experience when dealing with enquiries Receiving and dealing with telephone enquiries as appropriate, including the manning of the teams duty line. To maintain diaries as required Input and look up data on Trust IT systems in accordance with Trust policy Analyse and extract complex data sets from a number of different sources To ensure post is opened daily and dealt with accordingly Arrange meetings and appointments, workshops and venues for training events as necessary Person Specification Qualifications and Training Essential GCSE Maths and English at grade C and above or equivalent Business Admin NVQ Level 3 minimum or equivalent Evidence of Continuing Development Desirable Safeguarding Training NVQ Level 3 Business Administrator OCR or equivalent typing qualifications stage III/audio typing Experience Essential Previous administrative/ secretarial experience including initiating and maintaining office systems Experience of working within a busy team with multiple workstreams Competent with experience of utilising a variety of IT Systems including Microsoft office applications particularly setting up and maintaining spreadsheets and databases accurate data input and reporting Demonstrable experience in dealing with other agencies and dealing with sensitive and confidential information Desirable NHS administrative clerical role experience Experience of working in health/social care environment Experience of organising and coordinating meetings, training events and conferences. Experience of working with members of the public Experience of Excel /Access spreadsheet and ability to tabulate information Skills and Knowledge Essential Able to communicate clearly and concisely with a variety of staff both within the safeguarding team and the multi-disciplinary team Good communication skills - oral, written and telephone Good customer care skills Demonstrate a knowledge of duties required for the post Ability to deal with an unpredictable workload ensuring key priorities and meet deadlines are met through effective time management Ability to concentrate and focus on diverse tasks whilst dealing with frequent interruptions Able to work effectively with multi-partner agencies, including other health and social care providers, police, and legal services Able to deal with complex or sensitive information always maintaining discretion and confidentiality Excellent interpersonal skills displaying calmness, tact, and diplomacy Well organised and able to prioritise tasks Enjoys handling routine tasks of the role Desirable A high standard of key board skills Typing up of minutes / case conferences Use of NHS systems e.g., Digital Dictation Systems, Incident Reporting Systems, Electronic Patient systems Ability to record accurate minutes of meetings and present to a high standard Willingness to undertake appropriate administrative training and experience where appropriate Personal Qualities Essential Approachable, supportive, and self-motivated Demonstrate the Trust Values and behaviours Methodical and well organised Commitment to creating a diverse and inclusive workplace that is free from discrimination and where people feel they belong, and their contribution is valued Reliable and ability to use own initiative and to prioritise work Ability to plan and organise own workload without direct supervision Able to work flexibly to meet the demands of the service and the team Able to deal with distressing /emotional situations Ability to prioritise and maintain a high level of performance, accurate data entry and meeting of deadlines even when faced with conflicting priorities Desirable oTo understand and demonstrate the concept of team working, and to effectively contribute to the team Person Specification Qualifications and Training Essential GCSE Maths and English at grade C and above or equivalent Business Admin NVQ Level 3 minimum or equivalent Evidence of Continuing Development Desirable Safeguarding Training NVQ Level 3 Business Administrator OCR or equivalent typing qualifications stage III/audio typing Experience Essential Previous administrative/ secretarial experience including initiating and maintaining office systems Experience of working within a busy team with multiple workstreams Competent with experience of utilising a variety of IT Systems including Microsoft office applications particularly setting up and maintaining spreadsheets and databases accurate data input and reporting Demonstrable experience in dealing with other agencies and dealing with sensitive and confidential information Desirable NHS administrative clerical role experience Experience of working in health/social care environment Experience of organising and coordinating meetings, training events and conferences. Experience of working with members of the public Experience of Excel /Access spreadsheet and ability to tabulate information Skills and Knowledge Essential Able to communicate clearly and concisely with a variety of staff both within the safeguarding team and the multi-disciplinary team Good communication skills - oral, written and telephone Good customer care skills Demonstrate a knowledge of duties required for the post Ability to deal with an unpredictable workload ensuring key priorities and meet deadlines are met through effective time management Ability to concentrate and focus on diverse tasks whilst dealing with frequent interruptions Able to work effectively with multi-partner agencies, including other health and social care providers, police, and legal services Able to deal with complex or sensitive information always maintaining discretion and confidentiality Excellent interpersonal skills displaying calmness, tact, and diplomacy Well organised and able to prioritise tasks Enjoys handling routine tasks of the role Desirable A high standard of key board skills Typing up of minutes / case conferences Use of NHS systems e.g., Digital Dictation Systems, Incident Reporting Systems, Electronic Patient systems Ability to record accurate minutes of meetings and present to a high standard Willingness to undertake appropriate administrative training and experience where appropriate Personal Qualities Essential Approachable, supportive, and self-motivated Demonstrate the Trust Values and behaviours Methodical and well organised Commitment to creating a diverse and inclusive workplace that is free from discrimination and where people feel they belong, and their contribution is valued Reliable and ability to use own initiative and to prioritise work Ability to plan and organise own workload without direct supervision Able to work flexibly to meet the demands of the service and the team Able to deal with distressing /emotional situations Ability to prioritise and maintain a high level of performance, accurate data entry and meeting of deadlines even when faced with conflicting priorities Desirable oTo understand and demonstrate the concept of team working, and to effectively contribute to the team 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 The Royal Orthopaedic Hospital NHS Foundation Trust Address The Royal Orthopaedic NHS Foundation Trust Bristol Road South Birmingham B312AP Employer's website https://www.roh.nhs.uk/ (Opens in a new tab)