Safeguarding Administration Lead

Job overview

An exciting opportunity has arisen to be part of the Complex Health hub, who enable collaborative working between the following teams to ensure patients with complex needs receive all the support they need through a single pathway while accessing our services: Substance misuse, Learning disabilities, safeguarding, dementia and mental health.

The hub has a vision to facilitate health equality, leading to outstanding care, providing a holistic approach to healthcare collaborating with partners to deliver the best experience and outcomes for service users

Main duties of the job

We are looking for a proactive and organised individual, the post holder will be required to help with the lead the administration tasks related to Safeguarding and the Complex Health hub as well as being responsible for the day to day running of a busy office. The role holder will be required to provide clerical support to a team of health care professionals.

You will:

• Act as the first point of contact for enquiries, advise caller on correct action for their enquiry, signpost to staff members within the Safeguarding team and Complex Health hub when appropriate and to resolve queries as agreed
• Recording safeguarding enquiries speedily and accurately
• Compile data relating to the teams activities
• Managing email inboxes
• Telephone queries
• Data entry and analysis
• Receipting and requesting notes
• Room bookings
• Arranging multidisciplinary meetings
• Minute taking
• Ensure distribution of safeguarding information throughout the trust
• General office and admin tasks

You will be an experienced administrator, highly motivated with a flexible approach to work with clear and effective communication skills. Being able to prioritise and manage your own workload is essential. There will be a degree of autonomous working. For more information, please contact Chivonne Heath, Directorate Operations Manager, Complex Health Hub, [email protected],

Detailed job description and main responsibilities

To support the delivery of a high quality, safe and compassionate healthcare service, all staff are expected to act as a role model to others in all aspects of their work and consistently demonstrate NNUH’s ‘PRIDE’ values of People focused, Respect, Integrity, Dedication and Excellence and demonstrate behaviours that support and encourage an inclusive culture.

• Assist in the day-to-day management of the administrative team, ensuring tasks are efficiently distributed and deadlines are met, while resolving any staffing issues or operational challenges.
• Support the management of ESRs and recruitment processes for the department, across identified leads and disciplines.
• Monitor and manage the administrative workload, adjusting staffing levels during sickness or increased workload, ensuring all duties are covered efficiently.
• Support the Administration Manager in maintaining accurate patient waiting lists and ensuring compliance with the Patient Access Policy, reducing the risk of breaches.
• Coordinate administrative tasks related to outpatient and inpatient clinics, ensuring that all activities are efficiently supported and scheduled.
• Provide core administrative support for the department, inclusive of administering identified departmental meetings and forums, utilising digital tool to record, track and hold oversight of actions as needed.
• Contribute to service development initiatives by supporting the implementation of new administrative procedures, policies, and processes aimed at improving operational efficiency.
• Assist in monitoring departmental budgets, tracking expenditures, and ensuring resources are used efficiently, including managing costs related to office supplies, overtime, and staff allowances.
• Communicate effectively with both internal and external stakeholders, acting as a point of contact for any administrative issues and providing timely resolutions.
• Ensure compliance with governance frameworks, including data protection, patient confidentiality, and health and safety standards, while conducting regular risk assessments.
• Support the Administration Manager in handling complaints and incidents, ensuring thorough investigations are conducted and appropriate actions are taken.
• Assist in staff appraisals and the identification of training needs for the administrative team, fostering professional growth and ensuring compliance with mandatory training.

Please see the attached job description for full details.

Please note that this advertised position, which is part of occupation code 4142 does not meet the UKVI eligibility requirements for a Skilled Worker Visa (this includes if you are already in a sponsored post and looking to change employer). The Trust would not be able to issue a Certificate of Sponsorship for this role