Safeguarding Administration Coordinator and Minute Taker

The post holder will take a lead role in the co-ordination and arrangement of administrative functions relating to Safeguarding Adults. In particular the post holder will be responsible for ensuring safeguarding meetings are arranged and that a safeguarding administrator is available to minute take at meetings. There will therefore be a supervisory responsibility towards other members of the safeguarding administration team in supporting these arrangements.
The post holder will also be required to provide a wide range of administrative support for the Safeguarding Adults Team and Community Health and Social Care Teams in safeguarding administration. High levels of concentration and communication skills are required as well as use of initiative in problem solving. The post holder will be required
to work across a number of locations within Torbay, and be the primary person in arranging and minute taking at Whole Home/ Large Scale Safeguarding Adult Meetings., Provide formal and informal support and supervision to other Safeguarding Adult Team Administrators
Take a Lead role for the coordination of the Safeguarding MCA DOLS
Administration team in ensuring safeguarding meetings are arranged and ensure there are minute takers available to support safeguarding meetings
Escalate any concerns in meeting timescales to the appropriate Health and Social Care Lead and engage with the Lead to try and problem solve
Take a Lead role in ensuring recording systems within the safeguarding team meet data protection requirements
Organise and minute take Whole Home / Large Scale Safeguarding Adults
Meetings ensuring minutes are produced in a timely manner
Minute take at safeguarding adult meetings and preparing minutes of meetings within 5 working days
Promote effective working relationships between minute taker and chair for the team and the zones
Provide mentoring and training support to all administrators who undertake safeguarding adults minute taking in producing clear and accurate minutes

Working for our organisation
Why Work With Us
The Safeguarding Team is an experienced multidisciplinary team consisting of nurses, social workers and administrators who are passionate about protecting people from abuse, neglect and human rights breeches.
As a progressive team and a point of contact for raising concerns, we provide support, knowledge and experience across a plethora of communities, multi-agency teams and external partners.
The post of Safeguarding Administration Coordinator and Minute Taker is a vital role in ensuring the smooth co-ordination of the team and ensuring that day to day activity is allocated and organised.
In addition to supervising the administrative team the post holder will also support the role of Associate Director of Social Work and Professional Practice Head of Safeguarding Adults., Demonstrate effective communication skills and promote a positive image of the team with service users, carers, professionals and external agencies from a variety of disciplines, both within and outside the Trust
Communicate effectively with a range of people, either in person or on the
telephone, promptly and in a professional and courteous manner whilst
recognising barriers to communication
Respond to frequent enquiries made by clients/staff, either in person or on the telephone, promptly and in a professional and courteous manner in line with Trust policy
Any immediate concerns that cannot be resolved by the post holder will be
reported immediately to the Safeguarding Adults Lead Practitioner
Work competently within current procedures for own working practices and, where appropriate, contribute to the development and implementation of changes to improve own working practices/service, policies, procedures and guidelines
Ensuring that all communication is held using Information Governance Policy, maintaining confidentiality

• Contribute to the maintenance and accuracy of safeguarding adults / mental capacity Icon information

Planning and Organisational Skills
Ability to prioritise own workload
Supporting team administrators in managing their workload
Competent in handling queries and ever-changing demands
Arrange core meetings such as Safeguarding Adult Improvement Group,
Safeguarding Adult Forums; ensure room availability and invitations are sent, collation of attendees, administrate on the day and produce certificates as required
Able to plan ahead to ensure effective working, and smooth processes
Responsibility for Policy Implementation

• Support Head of Safeguarding Adults in formatting relevant safeguarding

MCA policies as needed
Responsibility for Finance, Equipment and Other Resources
Using Agresso order and maintain stationary levels as required for the
Safeguarding Team
Responsibility for Supervision, Training, Leadership and Management
Attending regular supervision with line manager
Take responsibility for own continuous learning and development, ensuring
mandatory training is maintained and up to date
Maintain and keep up to date records of Annual Leave and Flexible Working Charts, Training Records, Personal Files as per organisational policy and
procedure
Complete monthly Payroll Attendance sheets for the team prior to submission by the Safeguarding Adult Operational Lead
Provide administrative support to the team in job interviews and support new staff within induction arrangements such as obtaining ID cards, mobile
phones, having workstations to meet individual needs including health and
safety, and access to Safeguarding Adults computer systems/email
Information Technology and Administrative Duties
Use a variety of methods as required to take minutes in safeguarding
meetings such as use of audio tool equipment and typing direct onto Laptops
Maintain Safeguarding adults' pages on ICON, including Prevent and Modern Slavery pages ensuring information is kept up to date and accessible
Raise Helpdesk tickets / log faults for self and colleagues when required
Accurately produce minutes and correspondence from a variety of sources
including material from audio or manuscripts within agreed timescales
Take responsibility for ensuring that the Generic Safeguarding Adult Team
Contact Number is answered and calls are signposted appropriately
Take clear messages and pass them promptly to the appropriate member of
the team using own judgement on urgency
Use the patient records system to enter client related information
Retrieve and record patient information in line with service requirements
Set up meeting rooms as required including equipment / refreshments
Open (non-confidential), sort, log, distribute and prioritise incoming mail for the team using judgement and experience to decide where documents are
passed
Management of all safeguarding adults N Drive Files such as those for whole home investigations, staff email records, MARAC, team Meetings
Ensure all storage of information meets legislative and organisation policy and procedure
Support diary management of safeguarding team as requested
Contribute to the development of safeguarding administrative support systems within the team and for organisational safeguarding practice
Responsibility for Research and Development
Support team members with the development of systems as required
Work alongside zones to develop a unified way of working and production of Safeguarding adults' administrative document
You will be joining the organisation at an exciting time. As the first fully integrated care organisation in England, we are working to improve the way we deliver safe, high-quality health and social care. We have a positive and vibrant working atmosphere, we are proud of our investment in our staff both in terms of developing potential career skills and valuing people.
If you provide support to a family member or friend with health or care needs, we aim to be a Carer-friendly employer. We have a 'Staff Carers' policy which includes flexible working where possible and a Carer's Passport scheme that links you into support and discounts.
IMPORTANT INFORMATION
+ We reserve the right to close vacancies early if we receive a high volume of applications. Please apply promptly
+ Please read the job description and tailor your application to reflect the role
+ Correspondence will be via Trac, text and email. Please check your email and Trac account regularly.
+ Applicants with no previous NHS experience will ordinarily be appointed to the minimum of the band
+ If you have not received an invitation to interview within 28 days of the closing date, please assume that your application has been unsuccessful on this occasion
+ It is your responsibility to assist us in the timely receipt of appropriate references
The Trust is committed to preventing discrimination, valuing diversity and achieving equality of opportunity. No person (staff, patient or public) will receive less favourable treatment on the grounds of the nine protected characteristics as governed by the Equality Act 2010. If you require support you can obtain this from our Equality Business Forum which has representatives from all protected groups.