Safeguarding Support Officer

Job Purpose The postholder will provide full administrative support to the Safeguarding team, acting as the first point of contact and effectively dealing with and responding to a range of queries from internal and external stakeholders. This will include passing on relevant information to appropriate team members sensitively, tactfully and autonomously. Key duties will include photocopying and distribution services, including the maintenance of accurate records of distribution and receipt, as well as production of key documents for the department. Where generic email accounts are utilised for the team, the post holder will coordinate and triage as appropriate whilst responding to queries commensurate to their role. In carrying out your role, at least one of the agreed strategic anchors should be at the core of everything you do: Commissioning for Value and Outcomes Accelerating Neighbourhood Health at Pace Making the Best Use of Digital Solutions in our Pathways Financial Discipline / 2% Productivity Advancing Health Equity Integrated Partnership Key Relationships • Associate Director for Safeguarding and Strategic Partnerships • Head of Safeguarding • Designated Nurses Team for the ICB • Designated Doctors • Safeguarding Children Partnerships • Community Safeguarding Partnerships • Violence Reduction Partnership • A range of partner organisations including Health Providers, Police, Fire Service • Commissioners of Childrens Services • Independent Contractors • Primary Care • NHSE Core Duties and Responsibilities Responsible for the provision of efficient, effective and professional administrative services to support the Safeguarding Team. This will include managing diaries and providing proficient secretarial, office management, personal assistant and support services. The post holder will have excellent customer service and standards of work, in order to uphold and enhance the reputation of the Safeguarding Team. Enables the team to work across the local health system, ensuring the ICB is able to demonstrate that they have appropriate systems in place for discharging their duties in terms of safeguarding; and gain assurances from all commissioned services throughout the year to ensure continuous improvement; and to support other professionals in their agencies on all aspects of safeguarding. Establishes and implements effective administrative working protocols and practices within the Safeguarding team, whilst continually reviewing/improving the systems. The post holder will work independently on matters affecting the day-to-day running of the teams activities and planned inspections using their initiative and there will be a requirement to work flexibly. Communication 1. Acting as the point of contact for the safeguarding team by taking and making telephone calls, composing and responding to emails appropriately, ensuring that key messages are conveyed in a timely and informative manner 2. Effectively responding to complex queries from stakeholders and passing on relevant information autonomously and sensitively either verbally or in writing 3. Develop and maintain effective relationships, ensuring tact and professionalism is at the forefront of any communications 4. Responsible for dealing with safeguarding issues of a highly sensitive and confidential nature 5. To action incoming and outgoing correspondence as appropriate by preparing responses for agreement or by using discretion to ensure that only appropriate work is referred to the appropriate member of the team for action 6. Liaise effectively with both internal and external managers, staff, service users and external agencies and services 7. Act as a point of contact and dealing and responding effectively with complex safeguarding queries from stakeholders and passing on relevant information to appropriate staff sensitively and autonomously 8. Work with all safeguarding team members in the collection of information for performance reporting on relevant work streams 9. Ensure the confidentiality of information i.e. patient identifiable, financial, commercial and sensitive information 10. Be proficient in entering information onto electronic collections for subsequent analysis, reference and presentation under the guidance of the designated professionals within BC ICB 11. Able to indirectly deal with sensitive, emotional or contentious situations involving patients, the public and colleagues, maintaining a high degree of confidentiality at all times 12. Undertake research, training and development as directed by members of the safeguarding team. 13. Obtain information from other agencies and departments as required 14. Collate and format safeguarding reports/policies 15. Coordinate safeguarding training sessions, bespoke forums and events, including room bookings certificates and collation of feedback. 16. Engage and establish key relationships with ICB colleagues, and other safeguarding stakeholders 17. Promote close and constructive working relationships with all key stakeholders 18. Maintain a strong working relationship with all clients; demonstrate credibility and a reputation for delivery and commercialism. Organisation and Planning 1. Liaising with other departments, both internal and external to the organisation, to arrange key safeguarding meetings. 2. Organising safeguarding events including internal and external room bookings, necessary equipment and hospitality 3. Preparing and updating any required supporting information required for meetings, events, seminars and training sessions (agendas, action logs, handouts etc.) 4. Monitoring safeguarding meeting actions and follow up progress 5. Provide and coordinate administrative and clerical support to the Safeguarding Team (Designated professionals for safeguarding children, children looked after and adults) 6. To manage a computerised diary for the Designated Safeguarding Team and be responsible for making appointments, checking other managers electronic diaries for availability and booking venues, equipment and refreshments as necessary 7. Work with allocated IT systems and web-based services/systems of a financial and non-financial nature 8. Establish and maintain effective filing (physical and electronic) systems and adapt these as necessary within the developing role including computer, filing, diary and bring forward systems 9. Be responsible for the administration of meetings including the distribution of agendas and associated papers, accurate formal minute taking, the typing of and dissemination of minutes and the following up of action points as appropriate 10. Undertake administrative duties such as printing of papers for meetings, photocopying and word processing documents and reports when required 11. Organise and plan events as necessary including the provision of supporting information material as required 12. Be proficient in entering information onto electronic collections for subsequent analysis, reference and presentation under the guidance of the designated professionals within Birmingham, Black Country and Solihull ICB 13. Ensure that files and records are stored and retrieved appropriately in accordance with the organisations Records Management Policy and General Data Protection Regulations (GDPR) 14. Provide a link to colleagues and other stakeholders acting as first point of contact for queries to the Team etc resolving / escalating as applicable. 15. Maintaining a high degree of confidentiality at all times and operate in line with the Information Governance and Management requirements. Analytical and Judgement Skills 1. Using initiative to review multiple options or courses of action, making a decision based on a range of facts and situations 2. Responding effectively to tight and often changing deadlines and timeframes, adapting as necessary whilst maintaining a calm and professional manner 3. Processing data received by the department, and ensuring this is reverted into helpful management information Research and Development 1. Participate in a range of safeguarding team and organisational development activities as required 2. Undertake research and development activities in own work area as directed 3. Participate in internal and national staff surveys Patient Care Incidental patient contact, assisting or re-directing where appropriate to role Responsibility for Policy and/or Service Development 1. Develop and implement effective useful and successful processes for your own work area to support team operations 2. Propose suggested changes to own work area, informing processes and making recommendations for continuous improvement Job description Job responsibilities Job Purpose The postholder will provide full administrative support to the Safeguarding team, acting as the first point of contact and effectively dealing with and responding to a range of queries from internal and external stakeholders. This will include passing on relevant information to appropriate team members sensitively, tactfully and autonomously. Key duties will include photocopying and distribution services, including the maintenance of accurate records of distribution and receipt, as well as production of key documents for the department. Where generic email accounts are utilised for the team, the post holder will coordinate and triage as appropriate whilst responding to queries commensurate to their role. In carrying out your role, at least one of the agreed strategic anchors should be at the core of everything you do: Commissioning for Value and Outcomes Accelerating Neighbourhood Health at Pace Making the Best Use of Digital Solutions in our Pathways Financial Discipline / 2% Productivity Advancing Health Equity Integrated Partnership Key Relationships • Associate Director for Safeguarding and Strategic Partnerships • Head of Safeguarding • Designated Nurses Team for the ICB • Designated Doctors • Safeguarding Children Partnerships • Community Safeguarding Partnerships • Violence Reduction Partnership • A range of partner organisations including Health Providers, Police, Fire Service • Commissioners of Childrens Services • Independent Contractors • Primary Care • NHSE Core Duties and Responsibilities Responsible for the provision of efficient, effective and professional administrative services to support the Safeguarding Team. This will include managing diaries and providing proficient secretarial, office management, personal assistant and support services. The post holder will have excellent customer service and standards of work, in order to uphold and enhance the reputation of the Safeguarding Team. Enables the team to work across the local health system, ensuring the ICB is able to demonstrate that they have appropriate systems in place for discharging their duties in terms of safeguarding; and gain assurances from all commissioned services throughout the year to ensure continuous improvement; and to support other professionals in their agencies on all aspects of safeguarding. Establishes and implements effective administrative working protocols and practices within the Safeguarding team, whilst continually reviewing/improving the systems. The post holder will work independently on matters affecting the day-to-day running of the teams activities and planned inspections using their initiative and there will be a requirement to work flexibly. Communication 1. Acting as the point of contact for the safeguarding team by taking and making telephone calls, composing and responding to emails appropriately, ensuring that key messages are conveyed in a timely and informative manner 2. Effectively responding to complex queries from stakeholders and passing on relevant information autonomously and sensitively either verbally or in writing 3. Develop and maintain effective relationships, ensuring tact and professionalism is at the forefront of any communications 4. Responsible for dealing with safeguarding issues of a highly sensitive and confidential nature 5. To action incoming and outgoing correspondence as appropriate by preparing responses for agreement or by using discretion to ensure that only appropriate work is referred to the appropriate member of the team for action 6. Liaise effectively with both internal and external managers, staff, service users and external agencies and services 7. Act as a point of contact and dealing and responding effectively with complex safeguarding queries from stakeholders and passing on relevant information to appropriate staff sensitively and autonomously 8. Work with all safeguarding team members in the collection of information for performance reporting on relevant work streams 9. Ensure the confidentiality of information i.e. patient identifiable, financial, commercial and sensitive information 10. Be proficient in entering information onto electronic collections for subsequent analysis, reference and presentation under the guidance of the designated professionals within BC ICB 11. Able to indirectly deal with sensitive, emotional or contentious situations involving patients, the public and colleagues, maintaining a high degree of confidentiality at all times 12. Undertake research, training and development as directed by members of the safeguarding team. 13. Obtain information from other agencies and departments as required 14. Collate and format safeguarding reports/policies 15. Coordinate safeguarding training sessions, bespoke forums and events, including room bookings certificates and collation of feedback. 16. Engage and establish key relationships with ICB colleagues, and other safeguarding stakeholders 17. Promote close and constructive working relationships with all key stakeholders 18. Maintain a strong working relationship with all clients; demonstrate credibility and a reputation for delivery and commercialism. Organisation and Planning 1. Liaising with other departments, both internal and external to the organisation, to arrange key safeguarding meetings. 2. Organising safeguarding events including internal and external room bookings, necessary equipment and hospitality 3. Preparing and updating any required supporting information required for meetings, events, seminars and training sessions (agendas, action logs, handouts etc.) 4. Monitoring safeguarding meeting actions and follow up progress 5. Provide and coordinate administrative and clerical support to the Safeguarding Team (Designated professionals for safeguarding children, children looked after and adults) 6. To manage a computerised diary for the Designated Safeguarding Team and be responsible for making appointments, checking other managers electronic diaries for availability and booking venues, equipment and refreshments as necessary 7. Work with allocated IT systems and web-based services/systems of a financial and non-financial nature 8. Establish and maintain effective filing (physical and electronic) systems and adapt these as necessary within the developing role including computer, filing, diary and bring forward systems 9. Be responsible for the administration of meetings including the distribution of agendas and associated papers, accurate formal minute taking, the typing of and dissemination of minutes and the following up of action points as appropriate 10. Undertake administrative duties such as printing of papers for meetings, photocopying and word processing documents and reports when required 11. Organise and plan events as necessary including the provision of supporting information material as required 12. Be proficient in entering information onto electronic collections for subsequent analysis, reference and presentation under the guidance of the designated professionals within Birmingham, Black Country and Solihull ICB 13. Ensure that files and records are stored and retrieved appropriately in accordance with the organisations Records Management Policy and General Data Protection Regulations (GDPR) 14. Provide a link to colleagues and other stakeholders acting as first point of contact for queries to the Team etc resolving / escalating as applicable. 15. Maintaining a high degree of confidentiality at all times and operate in line with the Information Governance and Management requirements. Analytical and Judgement Skills 1. Using initiative to review multiple options or courses of action, making a decision based on a range of facts and situations 2. Responding effectively to tight and often changing deadlines and timeframes, adapting as necessary whilst maintaining a calm and professional manner 3. Processing data received by the department, and ensuring this is reverted into helpful management information Research and Development 1. Participate in a range of safeguarding team and organisational development activities as required 2. Undertake research and development activities in own work area as directed 3. Participate in internal and national staff surveys Patient Care Incidental patient contact, assisting or re-directing where appropriate to role Responsibility for Policy and/or Service Development 1. Develop and implement effective useful and successful processes for your own work area to support team operations 2. Propose suggested changes to own work area, informing processes and making recommendations for continuous improvement