Provide specialist secretarial, administration, and business support and advice to the teams and/or BSW ICB Sector by:
Core Duties:
1. Answering telephone calls, sorting, and prioritising all incoming emails and enquiries, and distributing as appropriate.
2. 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.
3. Ensuring all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner.
4. 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.
5. Management of K-Drive folder generation and their content on the organisational system in the safeguarding shared drive.
6. Preparing agendas, taking minutes, and distributing notes of meetings including typing up of group discussions and interviews as necessary.
7. Collating and preparing 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.
8. Inputting, monitoring, and checking data required for finite and ongoing work programs such as MARAC, CLA, and other projects within the team.
9. Working with all team members in the collection of information for performance reporting on relevant Provider team reports.
10. Collecting and collating information on behalf of the team to inform quarterly safeguarding returns, annual reports, and other team projects.
11. Running and collating reports which may include reports to the Board and senior management as required.
12. 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.
13. Supporting to finalise policies and procedures and ensuring they have been quality assured and saved in accordance with required governance guidance.
14. Providing administrative support including, when appropriate, to all team members to support a range of department initiatives.
15. 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’s general duties during leave periods.
16. Participating in Research and Development activities as directed.
17. Helping organise and plan events, including recording attendance, communication with participants, and preparing the supporting information as required.
18. Maintaining a database of participants such as GP safeguarding leads managing the regular BSW ICB meeting with the Named GP.
19. Assisting in the recruitment and leavers program required by the team, supporting all HR requirements to recruit, managing the recruitment paperwork, application process, setting up interviews, and communication with candidates.
20. Working with Line management to ensure a clear induction program for successful applicants is organized and assistance in sourcing IT, Badges, and office equipment as needed is undertaken.
21. As required, line managing junior staff allocated to the Band 3 role.
Additional Responsibilities:
1. Undertake any other duties that may reasonably be requested of the post holder to help the department run efficiently.
2. Carry out other appropriate delegated duties as required.
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