Band 3 Safeguarding Children Administration Assistant

Safeguarding Children's and Safeguarding Adults' Team is seeking a capable, hardworking, highly motivated, enthusiastic and experienced Administrator who will provide comprehensive administrative support to the team., 1. To provide comprehensive administrative support services for the Safeguarding Children Nurses.
2. The post holder is responsible for acting as a focal point for telephone enquiries to the team, taking messages and communicating them in a timely and effective manner. Confidentiality must be maintained at all times in line with the Data Protection Act and Trust policy.
3. Receiving and processing incoming post from internal and external sources, including using initiative to extract items requiring action (e.g. drafting replies to routine correspondence).
4. Taking action on routine matters (by delegated authority).
5. Producing high quality documents (letters, memoranda, spreadsheets, presentations, e-mail etc) from written or direct dictation using Microsoft Office applications (Word, Excel, PowerPoint and Outlook) and preparation for mailing, electronically by fax or by post.
6. Passing relevant information on to other staff that assists him/her in executing his/her role.
7. To deal with highly confidential, personal and sensitive information on a daily basis ensuring all confidential data is processed in line with legislation and Trust policies.
8. Locating information for members of the team from specified /unspecified sources.
9. To ensure that Safeguarding Children information is appropriately communicated to relevant staff and agencies in a timely manner.
10. To report to appropriate officers any potential hazard at the team base which may contravene the Health and Safety at Work Act., The post holder will provide confidential and comprehensive administrative support to the Safeguarding Children team ensuring that the needs of the service are met.
The post holder will be required to maintain good working relationships with a wide range of organisations and individuals.
Main Duties
COMMUNICATIONS
1. To provide comprehensive administrative support services for the Safeguarding Children Nurses.
2. The post holder is responsible for acting as a focal point for telephone enquiries to the team, taking messages and communicating them in a timely and effective manner. Confidentiality must be maintained at all times in line with the Data Protection Act and Trust policy.
3. Receiving and processing incoming post from internal and external sources, including using initiative to extract items requiring action (e.g. drafting replies to routine correspondence).
4. Taking action on routine matters (by delegated authority).
5. Producing high quality documents (letters, memoranda, spreadsheets, presentations, e-mail etc) from written or direct dictation using Microsoft Office applications (Word, Excel, PowerPoint and Outlook) and preparation for mailing, electronically by fax or by post.
6. Passing relevant information on to other staff that assists him/her in executing his/her role.
7. To deal with highly confidential, personal and sensitive information on a daily basis ensuring all confidential data is processed in line with legislation and Trust policies.
8. Locating information for members of the team from specified /unspecified sources.
9. To ensure that Safeguarding Children information is appropriately communicated to relevant staff and agencies in a timely manner.
10. To report to appropriate officers any potential hazard at the team base which may contravene the Health and Safety at Work Act.
DIARY MANAGEMENT
1. Arranging and confirming appointments.
2. Operating a calendar-based system where papers and reminders are brought forward at appropriate times.
MEETINGS/TRAINING
1. Arrange and confirm formal meetings/training and making appropriate arrangements (e.g. room booking, travel, equipment, hospitality etc).
2. Provide a comprehensive service to meetings/training as is required to include, for example, preparing and distributing agendas and papers, producing electronic presentations, taking minutes of meetings and co-ordinating any follow-up action.
3. Attending and actively participating in team meetings.
DATA ENTRY
1. Routine data entry onto confidential databases.
2. Accurate entry of sensitive information.
FILING
1. Update and maintain effective alphanumerical filing systems and electronic data storage systems for the department including the safe keeping of all confidential documents.
2. Locate departmental information efficiently.
GENERAL
1. Providing extensive administrative support around Safeguarding Children team processes.
2. Recording data on spreadsheets and child protection databases.
3. Monitor and order stock and non-stock items.
4. Deputise for members of administration team during periods of absence.
5. The post involves working to strict deadlines, prioritising tasks and working with other administration staff as required.
To undertake other duties commensurate with this grade of post in agreement with the relevant line manager.
To minimise the Trust's environmental impact wherever possible, including recycling, switching off lights, computers, monitors and equipment when not in use. Helping to reduce paper waste by minimising printing/copying and reducing water usage, reporting faults and heating/cooling concerns promptly and minimising travel. Where the role includes the ordering and use of supplies or equipment, the post holder will consider the environmental impact of purchases.
Key Relationships
To establish effective working relation with the following:

INTERNAL:
Associate Directors
Safeguarding Nurses
Managers
Departmental Secretaries
Clinical Practitioners
Colleagues within Birmingham Community Healthcare NHS Trust
EXTERNAL:
NHS Trusts
Birmingham Primary Care Shared Services Agency
Various non-NHS organisations
Birmingham City Council
Child Health Services.
Performance Management
All employees have a responsibility to participate in regular appraisal with their manager and to identify performance standards of the post. As part of the appraisal process every employee is responsible for participating in identifying their own training and development need to meet their KSF outline.
Health and Safety at Work
Attention is drawn to the responsibility of all employees to take reasonable care for the health and safety of themselves and other people who may be affected by their actions at work.
Equal Opportunities
Birmingham Community Healthcare NHS Trust is committed to being an equal opportunities employer and welcomes applicants from people irrespective of age, gender, race and disability.
Safeguarding
It is the responsibility of all staff to safeguard and protect children and adults at risk at all times and staff must report any concerns as per Safeguarding Children and Safeguarding Adults policies, which are available on the Trust's intranet. Every member of staff must undertake regular mandatory safeguarding training at a level relevant to the role.
Smoking
The Trust operates a No Smoking policy.
Mobility
Whilst the post holder will be based at 3 Priestley Wharf, this is a Trust-wide appointment and travel around the Trust may be required.
Confidentiality
Your attention is drawn to the confidential nature of information collected within the National Health Service. The unauthorised use or disclosures of patient or other personal information is regarded as gross misconduct and will be subject to the Trust's Disciplinary Procedure and, in the case of both computerised and paper-based information, could result in a prosecution for an offence or action for civil damages under the Data Protection Act 1998.
Sustainability
The Trust attaches great importance to sustainability and Corporate Social Responsibility. It is therefore the responsibility of all members of staff to ensure that the Trust's resources are used efficiently with minimum wastage throughout their daily activities
Dignity in Care
Birmingham Community Healthcare NHS Trust (BCHC) is committed to providing dignity in care for all our patients and service users across the Trust.
All staff, workers, volunteers, students and individuals undertaking work experience/ shadowing, irrespective of the role they specifically undertake, are required to adhere to BCHC's vision, values and professional standards. This also involves working with and alongside colleagues and partners, demonstrating a duty of candour (i.e. honesty and straightforwardness), openness and accountability in order to achieve high quality and the best possible care outcomes for our patients, service users and the local community.
Infection Prevention and Control
The Trust is committed to minimising any risks of healthcare associated infection to patients, visitors and staff. All employees must attend Infection Prevention and Control training as required for their post. Employees must be familiar with and comply with Infection Prevention and Control policies available on the Intranet.

Applicants should have good general education including a good standard of numeracy and literacy and NVQ 2 Business Administration or equivalent.

Birmingham Community Healthcare NHS Foundation Trust (BCHC) has more than 5000 staff working across Birmingham and the West Midlands in a wide range of community nursing and specialist healthcare roles. BCHC delivers over 100 clinical services, in people's homes, health centres, clinics and inpatient facilities. We deliver a wide range of services for children, young people, parents and families as well as adults and community services, two community hospitals, services for people with learning disabilities, the internationally recognised West Midlands Rehabilitation Centre and one of Europe's leading Dental Hospitals and School of Dentistry. We deliver all of this with a commitment to integrated, personalised care that is rooted in our local communities. We have an ambition to deliver outstanding, integrated care as one of the key NHS providers in the West Midlands.
If you want to 'Be Part of Our Team' and work with a Foundation Trust which is continuously striving for best care and healthy communities, we want to hear from you., Birmingham is a fantastic place to live and we serve a wide range of people and communities. BCHC are an advocate of diversity and strive to mirror the community we serve as much possible.

We are committed to and actively promote equality of opportunity for all staff and applications from individuals from all areas of the community who meet the specific criteria are encouraged regardless of age, disability, sex, gender reassignment, sexual orientation, pregnancy and maternity, race, religion or belief and marriage/civil partnerships.
Promoting Workforce Equality
In response to data held by BCHC which demonstrates that individuals from particular protected characteristics are under-represented, BCHC are striving to redress these imbalances. In order to do this, the Trust is committed to the employment and career development of individuals with these protected characteristics. As part of this commitment and given this under-representation, the Trust guarantees an interview to any applicants from under-represented groups for positions at Band 8a and above whose application meets the essential criteria for the post as detailed on the Person Specification.
The Trust is currently under-represented in terms of people who identify as Black, Minority Ethnic (BME) and welcomes applicants from these communities. Selection will be on the basis of merit. In order to ensure the diversity of our workforce and understand the differing needs of our communities, the Trust is committed to the principles of Positive Action.
Flexible Working
Birmingham Community Healthcare NHS Foundation Trust (BCHC) supports a variety of flexible working practices and, where possible (given our range of services and community settings) dependent upon the requirements associated with the role, will actively consider requests made and support these where practically possible. This may include hybrid patterns of working to enable colleagues to request the flexibility of a mixture of home/base working.
In accordance with the NHS People Promise, the Trust is committed to facilitating a healthy work/life balance that is essential to health and wellbeing and to making BCHC a 'Great Place to Work'. We will be happy to discuss and consider all requests relating to working patterns and hours at your interview so please do ask!
Benefits of working for us:
+ Full NHS terms and conditions including extensive holidays, Agenda for Change pay with enhancements
+ Attractive relocation payment if you relocate to the local area.
+ Discounts for local and national retailers
+ Dedicated well-being services for all employees
+ Flexible working where possible