About this role
Job summary
An exciting opportunity has arisen for a safeguarding secretary to work in Nottingham CityCares Safeguarding Team.
The post will provide the successful candidate with the opportunity to work within the safeguarding team providing secretarial support to all aspects of the team, including, Safeguarding Children, Safeguarding Adults, Domestic Abuse and MASH (Multi-agency safeguarding hub).
This is a permanent 30 hour per week role - working 4 days a week, with a working pattern of Monday Friday 9-5. Other working patterns will be considered.
Main duties of the job
As Safeguarding Secretary, you will provide comprehensive and confidential administrative support to the Safeguarding Team across Safeguarding Children, Safeguarding Adults, Domestic Abuse, MASH and MARAC. You will act as a first point of contact for the teams advice line, gathering key information, prioritising enquiries and ensuring messages are directed promptly to the appropriate professional. Using systems including SystmOne and ECINS, you will accurately record information, maintain secure records, databases and spreadsheets, and support timely activity reporting. You will produce high-quality correspondence and complex reports, often to demanding deadlines, and organise meetings and events, including preparing agendas, taking accurate minutes and coordinating rooms and refreshments. The role also includes complex diary and email management, maintaining staff-tracking arrangements, ordering stationery, handling mail and supporting recruitment and induction activity. You will work flexibly, sometimes autonomously, provide cover for the other Safeguarding Secretary and manage sensitive or distressing information with discretion. Strong organisation, communication, accuracy and the ability to prioritise competing demands are essential.
About us
We are a provider of NHS Community Health Services, CityCare exists to support the health and wellbeing of all local people, working alongside other health and care partners to achieve this. We are a value driven, people business with a passion for excellence. Our vision and social purpose is to make a difference everyday to the health & wellbeing of our communities and our values of kindness, respect, trust and honesty lie at the heart of everything we do, guiding how we work together with partners and each other to consistently deliver high quality compassionate care. As a social enterprise we aim to add social value by investing in the future of our local communities and helping to make a difference in peoples lives.
CityCare value the benefits of a diverse and inclusive workforce. We encourage applications from candidates who identify as disabled, LGBT+ or from a Black, Asian or Minority Ethnic (BAME) background, as they are currently under-represented within our organisation.
We are proud to be a forces-friendly organisation and are dedicated to supporting Veterans, Service Leavers, Reservists, and military spouses/partners. We value the unique skills and contributions you bring.
CityCare is an equal opportunities employer. We are positive about employing people with disabilities. If you require your application in a different format please contact People Services on [email protected] . CityCare is committed to the protection of vulnerable adults and children.
Job description Job responsibilities
Job Purpose
To provide a comprehensive secretarial/administrative support service to the City Care Safeguarding Team.
The Safeguarding Team sits in corporate services under the Director of Nursing and includes adult safeguarding, metal capacity, domestic abuse, the Multi-Agency Safeguarding Hub (MASH).
Duties include planning/organising, liaising with and sharing complex information with internal and external staff and stakeholders, through email, SystmOne and telephone.
To provide administrative support to the Multi Agency Risk Assessment Conference (MARAC), Multi Agency Safeguarding Hub (MASH) where appropriate. The role includes general office management and coordination of diaries.
The post holder will work with the Safeguarding Team Administrator and will take the lead in coordinating administrative duties and responsibilities to support the Safeguarding Service.
Key Responsibilites
Provide and coordinate secretarial/administrative support to Safeguarding Team Use office and clinical systems (namely SystmOne and ECINS) for recording of information and complete documentation in accordance with City Care templates Assist with development and implementation of alternative administrative systems and procedures (manual and electronic) Maintain databases and spreadsheets to enable accurate data and team activity reporting Provide an efficient typing service ensuring that all work generated is accurate, of a high standard and achieved within agreed timescales Organise and prepare for meetings and events including room booking and refreshments Generate agendas and take minutes of meetings Receive incoming and initiate outgoing telephone calls to facilitate timely and appropriate communication. Be the first point of contact for the Safeguarding Teams advice line, obtaining key information, prioritising calls and disseminating these calls to the safeguarding team. Operate an effective message taking facility and forward to relevant staff in a timely manner. Financial/budgetary responsibility by way of ordering stock/stationery and safe use of equipment. Complex Diary management for the team, so that time is used efficiently and operate a staff tracking system in line with CityCare personal safety policy Receive and dispatch mail both internally and externally. Maintain information in a way that is secure and in line with confidentiality, Data Protection Policies & Procedures (manual and electronic) Prioritise work to meet tight timescales especially in relation to Domestic Homicide Reviews, Serious Adult Reviews and Safeguarding Children Practice Reviews. Produce high quality complex reports within tight timescales. Provide organisational and administrative support for the MASH and the MARAC. Support the MASH and MARAC in sharing information utilising SystmOne and ECINS under the direction of the Domestic Violence and Sexual Abuse Specialist and MASH Lead Professional Be flexible in an ever-changing environment and undertake any other duties and responsibilities that may be reasonably required Support the Named Nurse/Head of Safeguarding with diary and email management tasks. Occasionally work autonomously and provide cover for the other safeguarding secretary. Assist in recruitment and induction of new team members.
Person Specification
Knowledge & Skills Essential
Proven experience of using Microsoft Office applications Word, Excel, Access, PowerPoint, Outlook. Working knowledge of confidentiality/information sharing in non-routine and complex circumstances. Proven written and verbal communication skills. Proven organisational skills. Ability to take accurate and competent minutes. Ability to work effectively in a team and on own initiative. Experience of SystmOne.
Experience Essential
Knowledge and experience of secretarial/administration work Knowledge and experience of diary management Experience working in an environment where complex and sometimes distressing information is heard
Desirable
Experience of working in a demanding role
Qualifications Essential
Computer literate in Microsoft Office Suite NVQ Level II Administration Good standard of education
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 Nottingham CityCare Partnership CIC
Address Meadows Health Centre
1 Bridgway Centre
Nottingham
NG2 2JG
United Kingdom
Employer's website https://www.nottinghamcitycare.nhs.uk/ (Opens in a new tab)