About this role
Job summary
Job Purpose
We are seeking a highly organised and proactive Safeguarding Administrator to support our Safeguarding Coordinator and Safeguarding Lead. This important role is responsible for managing safeguarding information, maintaining accurate patient records, coordinating safeguarding activities, and supporting effective communication with internal and external stakeholders. The successful candidate will play a key role in helping the practice meet its safeguarding responsibilities, ensuring vulnerable patients receive the support and protection they need.
Main duties of the job
Key Responsibilities
- Maintain and update safeguarding registers for children and adults identified as being at risk or requiring support.
- Ensure safeguarding alerts, codes and relevant information are accurately recorded within patient records.
- Process safeguarding documentation, updating records and registers promptly and accurately.
- Prepare information and documentation for safeguarding meetings and case reviews.
- Provide administrative support to the Safeguarding Lead and Safeguarding Coordinator across safeguarding activities.
- Manage safeguarding correspondence and communications, escalating concerns where appropriate.
- Redact sensitive information in line with confidentiality, information governance and data protection requirements.
- Coordinate meetings with safeguarding partners, including Health Visitors, Social Workers and other external agencies.
- Organise meeting logistics, prepare agendas, distribute documentation, and take minutes when required.
- Record meeting outcomes and update patient records to ensure actions are documented and monitored.
- Support the preparation and submission of safeguarding reports and updates to external organisations, including the Integrated Care Board (ICB).
- Ensure all safeguarding administration is carried out in accordance with practice policies, procedures and statutory requirements.
This role is integral to supporting the practice's safeguarding responsibilities and helping to ensure vulnerable patients receive appropriate care and protection.
About us
Kingfisher PCN
Kingfisher PCN Kingfisher Primary Care Network (PCN) is a collaboration between 5 GP practices, across 6 sites, in Redditch Town with a shared population of circa 60,000 patients. Kingfisher PCN practices have a mature relationship and a proven track record of effectively working together over many years. The Opportunity to introduce additional roles to complement the existing primary care workforce has been embraced and recruitment has resulted in appointments to the Addition Roles Team including Clinical Pharmacists, FCPs, Care Coordinators, alongside already established Social Prescribers. For new PCN staff, an induction and mentorship approach will be introduced which secures the opportunity to build relationships across the practices and create effective development and supervision opportunities in order to build necessary expertise and experience.
Job description
Job responsibilities
Job Title: Safeguarding Coordinator Administrative Support
Salary: £13.81 per hour
Hours: 22.5 hours
Accountability: Operationally accountable to GPs within the PCN and the Clinical Directors. Day to day accountability to the PCN Manager. Managerially accountable to PCN Director
Job Purpose
To provide comprehensive administrative support to the Safeguarding Coordinator and Safeguarding Lead, ensuring effective management of safeguarding information, accurate patient record maintenance, coordination of safeguarding activities, and timely communication with internal and external stakeholders to support the practice's safeguarding responsibilities.
Key Responsibilities
Safeguarding Records and Registers
Maintain and update registers of children and adults who are identified as being of safeguarding concern.
Ensure appropriate safeguarding codes, alerts, and warnings are accurately added to patient records.
Process safeguarding documentation received by the practice, ensuring records are updated promptly and patients are added to safeguarding registers where appropriate.
Prepare cases for discussion at internal safeguarding meetings and ensure relevant information is available.
Administrative Support
Provide administrative support to the Safeguarding Lead and Safeguarding Coordinator in the management of safeguarding activities.
Prioritise and complete tasks identified as urgent or high priority by the Safeguarding Coordinator or Safeguarding Lead.
Respond to safeguarding-related correspondence and emails in the absence of, or as directed by, the Safeguarding Coordinator.
Redact confidential or sensitive information from documents before they are stored within patient records, in accordance with information governance requirements.
Meeting Coordination and Communication
Assist in coordinating safeguarding communications and meetings with external agencies and professionals, including Health Visitors, Social Workers, and other safeguarding partners.
Organise meetings, prepare agendas, and distribute relevant documentation as required.
Attend safeguarding meetings when requested, take accurate minutes, and record agreed actions.
Update patient records following safeguarding meetings to ensure all actions and outcomes are documented appropriately.
Reporting and Compliance
Provide regular updates to the Integrated Care Board (ICB) Safeguarding Team regarding safeguarding meetings and activities undertaken by the practice.
Notify the ICB promptly of any changes to the practice's Safeguarding Lead GP(s).
Ensure all safeguarding administration is undertaken in accordance with practice policies, safeguarding procedures, confidentiality requirements, and data protection legislation.
Working Relationships
General Practitioners
Practice Management Team
Clinical and Administrative Staff
Health Visitors
Social Workers
Integrated Care Board (ICB) Safeguarding Team
Other safeguarding partner agencies
General Responsibilities
Maintain confidentiality at all times.
Comply with all practice policies and procedures.
Participate in relevant training and development activities.
Contribute to the promotion of safeguarding best practice across the organisation.
Confidentiality
In the Course of seeking treatment, patients entrust us with, or allow us to gather sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately; In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential.
IT Security Policy
You are required to work within the remit of the practices IT Technology Security Policies.
As a consequence of the above unauthorised/inappropriate use of computers including the internet, email, passwords, computer packages etc. will be regarded as gross misconduct and will be treated as such under the practices disciplinary procedures.
This job description is not exhaustive and may be adjusted periodically to reflect the on-going changes in practice.
Person Specification
Professional and Multi-disciplinary team working
Essential
- Ability to work collaboratively within a multi-disciplinary environment. Participate in significant event analysis reviews and reflection. Attend and contribute to team meetings.
Desirable
- Ability to support the multi-disciplinary team and facilitate changes.
Personal Attributes
Essential
- Professional, trustworthy and discreet.
- Ability to deal with sensitive information in a confidential manner.
- Reliable and flexible approach to work.
- Ability to remain calm under pressure.
- Commitment to safeguarding and promoting the welfare of children and vulnerable adults.
- Ability to work flexibly to meet the needs of patients and PCN. Self-motivation. Adaptable. Confident decision maker. Understand limitations.
Desirable
- Understands self (strengths and weaknesses) and impact of behaviour on others.
- Experience using clinical systems such as EMIS Web or similar patient record systems.
Management and Administrative Experience
Essential
- Excellent organisational and time-management skills.
- Ability to prioritise workload and meet deadlines.
- Strong attention to detail and high level of accuracy.
- Excellent written and verbal communication skills.
- Competent IT skills including Microsoft Office applica-tions and electronic record systems.
- Ability to work independently and as part of a team.
Qualifications
Essential
- GCSEs (or equivalent) including English and Maths.
- Administration qualification or relevant business support qualification.
Knowledge
Essential
- Understanding of confidentiality, data protection and information governance requirements.
- Knowledge of office administration procedures.
Desirable
- Knowledge of safeguarding legislation, procedures and guidance relating to children and vulnerable adults.
- Understanding of NHS systems and procedures.
Experience
Essential
- Experience working in an administrative role.
- Experience maintaining accurate records and data-bases.
- Experience handling confidential and sensitive infor-mation.
- Experience supporting safeguarding processes.
- Good verbal and written communication skills.
Desirable
- Experience within Primary Care, General Practice, NHS or Social Care.
- Experience of minute taking and action tracking.
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
Maple View Medical Practice
Address
Churchill Centre
Tanhouse Lane
Redditch
Worcs
B98 9AA
United Kingdom
Employer's website
https://mapleviewmedicalpractice.co.uk (Opens in a new tab)