Job summary NHS Herefordshire and Worcestershire Integrated Care Board (HWICB) are looking for a full time, detail-oriented and proactive individual to join our Safeguarding team as a Business Support Assistant. This role involves providing administrative and operational support to the safeguarding team, ensuring the smooth running of safeguarding meetings and processes. The ideal candidate will have strong organisational and communication skills, with proficiency in Microsoft Teams, email management, and document management systems. We are looking for someone who is detail-oriented, capable of managing multiple tasks, and sensitive to confidentiality and safeguarding protocols. Main duties of the job You will be responsible for taking minutes and preparing agendas for both internal and external safeguarding meetings, as well as preparing supporting documentation for these meetings. Additionally, you will manage and update the team diaries to ensure accurate scheduling. The role also involves organising and maintaining safeguarding files, including regular updates to Teams Folders and the Safeguarding Drive. You will monitor and maintain the Safeguarding Case Review Tracker for both NHSE and internal team purposes. Key aspects of the position include overseeing the generic team email account, managing advice calls, and ensuring that relevant information is sent to GPs and other agencies for Looked After Children (LAC) cases and similar safeguarding matters. Please note that information can be sensitive in nature and could be upsetting. The post holder would be expected to conform to confidentiality guidelines. About us Integrated Care Systems (ICS) work together to improve the health outcomes of local populations. This means not only focusing on improved hospital or general practice care but also addressing health inequalities and helping people to remain fit and healthy. The ICS brings together partners from health and social care, primary and secondary care and physical and mental health. Each system is led by an Integrated Care Board (ICB). HWICB and its partners work collaboratively to commission, plan, monitor, deliver and improve health and care services for over 806,000 people across two counties and surrounding boundaries. With a workforce of over 300 employees and a budget of £1.19 billion to commission hospital, community and mental health services, it is a dynamic, forward-looking and vibrant place to work. We provide a supportive and collaborative environment for our staff to reach their full potential and develop a rewarding career. We enable our employees to achieve a positive work-life balance through a blend of collaborative workplace attendance combined with regular home working. Joining our inclusive and innovative team comes with a range of attractive benefits including: Employee Assistance Programmes Competitive NHS Pension Scheme Comprehensive opportunities to learn new skills and to develop your career. Generous holiday entitlement, which increases in line with service, with the opportunity to purchase additional leave Date posted 12 March 2025 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year pa Contract Permanent Working pattern Full-time, Flexible working Reference number 106-ICB-7071554 Job locations NHS Herefordshire and Worcestershire Kirkham House, John Comyn Drive Worcester WR3 7NS Job description Job responsibilities To provide effective admin support to the Safeguarding team and ensuring all work is to the highest standards and in accordance with ICB Policy. Review and process data in a qualitative manner, as and when required. To provide support as required to the Safeguarding Team and participate in projects as delegated. Work with colleagues to coordinate enquiries and work requests for the Safeguarding team. Examples of work requests include ad hoc meeting arrangement, meeting room/venue coordination, copy typing, photocopying, coordination of training sessions etc. Support Safeguarding meetings/events, providing support, including taking and transcribing minutes/action notes, updating patient log and spreadsheet, collating supporting papers, sending agenda and meeting minutes, chasing for information. Please note that information can be sensitive in nature and could be upsetting. The post holder would be expected to conform to confidentiality guidelines. Support to manage and update the Safeguarding team diaries to ensure accurate scheduling. Updating Teams Folders and Safeguarding Drive accurately, filing letters and documents while maintaining confidentiality. Monitor and keep the Safeguarding Case Review Tracker accurate and up to date, both for NHSE and the internal Safeguarding Team. Monitoring and maintaining oversight of generic team email accounts and advice calls. And during periods of absence, including annual leave and sickness; assist colleagues during periods of demanding workloads Ensuring that relevant information is sent to GPs and other agencies for Looked After Children (LAC) cases and similar safeguarding matters Use their initiative and take responsibility for themselves and the quality of their work, behaving consistently with the values and beliefs of the organisation and promote these on a day to day basis. Act as a role model to colleagues, always seeking to maintain the highest standards of professionalism. This job description is not intended to be an exhaustive list of duties but to give a guide to the objectives and responsibilities of the post. For full description, please see the attached Job Description. Job description Job responsibilities To provide effective admin support to the Safeguarding team and ensuring all work is to the highest standards and in accordance with ICB Policy. Review and process data in a qualitative manner, as and when required. To provide support as required to the Safeguarding Team and participate in projects as delegated. Work with colleagues to coordinate enquiries and work requests for the Safeguarding team. Examples of work requests include ad hoc meeting arrangement, meeting room/venue coordination, copy typing, photocopying, coordination of training sessions etc. Support Safeguarding meetings/events, providing support, including taking and transcribing minutes/action notes, updating patient log and spreadsheet, collating supporting papers, sending agenda and meeting minutes, chasing for information. Please note that information can be sensitive in nature and could be upsetting. The post holder would be expected to conform to confidentiality guidelines. Support to manage and update the Safeguarding team diaries to ensure accurate scheduling. Updating Teams Folders and Safeguarding Drive accurately, filing letters and documents while maintaining confidentiality. Monitor and keep the Safeguarding Case Review Tracker accurate and up to date, both for NHSE and the internal Safeguarding Team. Monitoring and maintaining oversight of generic team email accounts and advice calls. And during periods of absence, including annual leave and sickness; assist colleagues during periods of demanding workloads Ensuring that relevant information is sent to GPs and other agencies for Looked After Children (LAC) cases and similar safeguarding matters Use their initiative and take responsibility for themselves and the quality of their work, behaving consistently with the values and beliefs of the organisation and promote these on a day to day basis. Act as a role model to colleagues, always seeking to maintain the highest standards of professionalism. This job description is not intended to be an exhaustive list of duties but to give a guide to the objectives and responsibilities of the post. For full description, please see the attached Job Description. Person Specification Experience Essential Experience of setting up meetings and diary management. Experience of taking action notes at meetings. Experience of working as part of a team. Desirable Previous NHS administration experience. Qualifications Essential 4 GCSE (or equivalent) grade A-D (including Maths and English Language). NVQ3 in administration or equivalent level of knowledge and experience. Skills Essential Current working knowledge of Word, Excel and Outlook. Good communication skills, verbal and written Ability to work without direct supervision. Desirable Plan and prioritise own workload. Person Specification Experience Essential Experience of setting up meetings and diary management. Experience of taking action notes at meetings. Experience of working as part of a team. Desirable Previous NHS administration experience. Qualifications Essential 4 GCSE (or equivalent) grade A-D (including Maths and English Language). NVQ3 in administration or equivalent level of knowledge and experience. Skills Essential Current working knowledge of Word, Excel and Outlook. Good communication skills, verbal and written Ability to work without direct supervision. Desirable Plan and prioritise own workload. 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 NHS Herefordshire and Worcestershire Integrated Care Board Address NHS Herefordshire and Worcestershire Kirkham House, John Comyn Drive Worcester WR3 7NS Employer's website https://herefordshireandworcestershire.icb.nhs.uk/ (Opens in a new tab)