Safeguarding Support Officer in Birmingham

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. The post holder will work independently on matters affecting the day-to-day running of the team's activities and planned inspections using their initiative and there will be a requirement to work flexibly.

Main duties of the job

• Establish and implement effective administrative working protocols and practices within the Safeguarding team, whilst continually reviewing/improving the systems.
• Photocopying and distribution services, including the maintenance of accurate records of distribution and receipt.
• 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.
• Managing diaries and providing proficient secretarial, office management, personal assistant and support services.
• 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.
• 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.

Key Relationships

• Associate Director for Safeguarding and Strategic Partnerships
• Head of Safeguarding
• Designated Nurses Team for the ICB
• Designated Doctors
• Community Safeguarding Partnerships
• Violence Reduction Partnership
• A range of partner organisations including Health Providers, Police, Fire Service, Commissioners of Children's Services, 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.
• 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 team's activities and planned inspections using their initiative and there will be a requirement to work flexibly.

Communication

• 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.
• Effectively responding to complex queries from stakeholders and passing on relevant information autonomously and sensitively either verbally or in writing.
• Develop and maintain effective relationships, ensuring tact and professionalism is at the forefront of any communications.
• Responsible for dealing with safeguarding issues of a highly sensitive and confidential nature.
• 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.
• Liaise effectively with both internal and external managers, staff, service users and external agencies and services.
• Work with all safeguarding team members in the collection of information for performance reporting on relevant work streams.
• Ensure the confidentiality of information i.e. patient identifiable, financial, commercial and sensitive information.
• Be proficient in entering information onto electronic collections for subsequent analysis, reference and presentation under the guidance of the designated professionals within BC ICB.
• 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.
• Undertake research, training and development as directed by members of the safeguarding team.
• Obtain information from other agencies and departments as required.
• Collate and format safeguarding reports/policies.
• Coordinate safeguarding training sessions, bespoke forums and events, including room bookings, certificates and collation of feedback.
• Engage and establish key relationships with ICB colleagues, and other safeguarding stakeholders.
• Promote close and constructive working relationships with all key stakeholders.
• Maintain a strong working relationship with all clients; demonstrate credibility and a reputation for delivery and commercialism.

Organisation and Planning

• Liaising with other departments, both internal and external to the organisation, to arrange key safeguarding meetings.
• Organising safeguarding events including internal and external room bookings, necessary equipment and hospitality.
• Preparing and updating any required supporting information required for meetings, events, seminars and training sessions (agendas, action logs, handouts etc.).
• Monitoring safeguarding meeting actions and follow up progress.
• Provide and coordinate administrative and clerical support to the Safeguarding Team (Designated professionals for safeguarding children, children looked after and adults).
• 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.
• 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.
• 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.
• Undertake administrative duties such as printing of papers for meetings, photocopying and word processing documents and reports when required.
• Organise and plan events as necessary including the provision of supporting information material as required.
• Ensure that files and records are stored and retrieved appropriately in accordance with the organisations Records Management Policy and General Data Protection Regulations (GDPR).
• Provide a link to colleagues and other stakeholders acting as first point of contact for queries to the Team etc resolving / escalating as applicable.
• Maintaining a high degree of confidentiality at all times and operate in line with the Information Governance and Management requirements.

Analytical and Judgement Skills

• Using initiative to review multiple options or courses of action, making a decision based on a range of facts and situations.
• Responding effectively to tight and often changing deadlines and timeframes, adapting as necessary whilst maintaining a calm and professional manner.
• Processing data received by the department, and ensuring this is reverted into helpful management information.

Research and Development

• Participate in a range of safeguarding team and organisational development activities as required.
• Undertake research and development activities in own work area as directed.
• Participate in internal and national staff surveys.

Person Specification

• Educated to NVQ Level Three or equivalent level of experience in a similar area.
• Excellent interpersonal and communication skills, both written and verbal.
• Able to coordinate and prepare documents for meetings, take minutes and follow up action points confidently.
• Able to organise diaries and events without supervision.
• Able to effectively organise allocated work activities, work to tight deadlines and assist in the effective organisation of non-standard tasks and events which may occur unexpectedly.
• Proficient use of Microsoft Word, Outlook, Excel and PowerPoint.
• Able to prioritise workload and make changes to plans where required.
• Able to work independently to solve a range of problems relating to administrative processes.
• Putting the long-term health, social care and well-being needs of the population first - system first.
• Working collaboratively with other leaders to achieve excellence in everything we do.
• Holding myself and others to account for delivering better outcomes.
• Being inclusive, supportive and empowering at all times.
• Engaging and enabling those working towards the aims we have as a collective.

Experience

• Experience of dealing with and resolving a range of queries from internal and external stakeholders.
• Experience of working in a complex administrative role within a busy environment.
• Experience of working in the NHS.
• Willingness to work as part of a team or on own initiative with confidence.
• Enthusiastic approach to the challenges of the post.
• Willingness to learn new skills and positively contribute to the department and organisation.
• Flexible and willing to provide cover for other departments.
• You conduct yourself in a caring and considerate manner at all times. You are respectful to others and listen to others. You operate with openness and honesty and ensure you are approachable in conducting your role.

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.