Safeguarding Children Administrator

Job overview

Act as one of the main points of contact into the Safeguarding Children Team which is based over two sites, in the community and hospital.

The post holder will have specific responsibilities in relation to the management of notifications for children under 18 who attend the Emergency Department where there are safeguarding concerns.

The post holder will be responsible for supporting the Child Death Notification Process i.e., onward dissemination of notifications and guidance to professionals, maintaining a database and liaising with the Child Death Review Nurse.

The post holder will provide administrative support to the psychosocial meetings i.e., preparing lists for Paediatrics and Maternity and recording the minutes to disseminate to the relevant professionals.

For safeguarding children training, the post holder will be responsible for updating training records on ESR who have attended level three safeguarding children training and any bespoke training sessions, to monitor staff compliance. The same process must be followed when staff have submitted Learning Passports.

The post holder will be expected to provide cover across the community and hospital site as determined by service needs which includes arranging child protection medicals.

Main duties of the job

• To manage the multi-patient task lists and daily lists of Emergency Department presentations and check their status with Children’s Social Care
• To manage safeguarding alerts for vulnerable children seen in the Emergency Department.
• To manage the secure mailbox ensuring emails are responded to and/or directed to the appropriate team member(s). To produce the weekly list of safeguarding children / unborn cases for discussion at psychosocial meetings To take notes and record the minutes of meetings, securely disseminate them electronically to the relevant professionals and store securely on the shared drive

Work closely with the Training and Development Team to ensure that staff safeguarding training details are up to date on ESR particularly for level three.

• To create new records for children and families with identified safeguarding concerns on EPR on behalf of the Hackney Multi-Agency Safeguarding Hub as appropriate.
• Be responsible for updating the Electronic Patient Record (EPR) system and Rio details of children who are subject of Child Protection, Child in Need Plans and those who are a Looked After Child.
• Provide comprehensive administrative support to the Safeguarding Children Team, for example typing letters, general correspondences, collection and distribution of mail, photocopying and other administrative duties appropriate to the post.

Detailed job description and main responsibilities

• To manage the multi-patient task lists and daily lists of Emergency Department presentations and check their status with Children’s Social Care
• To manage safeguarding alerts for vulnerable children seen in the Emergency Department in line with agreed policies and procedures
• To manage the secure mailbox ensuring emails are responded to and/or directed to the appropriate team member(s)

To produce the weekly list of safeguarding children / unborn cases for discussion at psychosocial meetings

To take notes and record the minutes of psychosocial meetings, securely disseminate them electronically to the relevant professionals and store securely on the shared drive

To be able to give update / share specific information at these meetings in the absence of the safeguarding children team

To be able to manage the request for support/referrals to Children’s Social Care made by Homerton staff and report team activity data figures on a monthly basis to the Head of Service.

Work closely with the Training and Development Team to ensure that staff safeguarding training details are up to date on ESR particularly for level three and bespoke training sessions.

• To create new records for children and families with identified safeguarding concerns on EPR on behalf of the Hackney Multi-Agency Safeguarding Hub as appropriate.
• Be responsible for updating the Electronic Patient Record (EPR) system and Rio details of City of London and Hackney children who are subject of Child Protection, Child in Need Plans and those who are a Looked After Child. This includes putting on and removing safeguarding alerts and removing it as appropriate in discussion with the Named Nurse
• Contribute to the Child Protection Information Sharing System by quality assuring information received notifications regarding children with child protection plans (including the unborn) and, those who are looked after who are known to a local authority children social care.
• Be responsible for ordering and retrieving patient case notes for internal and external audits, case reviews, child death reviews, ensuring appropriate filing and tracking systems are followed.
• Be responsible for ordering stationary, supplies and booking external training for staff members on request
• Support the team with audits by creating and disseminating surveys and exporting the data back to the professionals
• Ensure that telephones are answered within the agreed time and messages are taken accurately and conveyed in a timely manner to the appropriate team member
• Provide comprehensive administrative support to the Safeguarding Children Team, for example typing letters, general correspondences, collection and distribution of mail, photocopying and other administrative duties appropriate to the post.
• Assist the Safeguarding Children Team with using the electronic patient record systems such as EPR, RIO, HIE and the National Spine Tracing service in searching for children and gathering information
• Participate in Safeguarding Children Team meetings and be able to contribute appropriately to help with the smooth running of the team and take minutes.

To have good IT skills to enable post holder to manage this process.