Team Secretary Child Protection

Job overview

We are seeking an organised, compassionate and highly professional Admin Support staff member to join the Community Paediatrics service, working specifically with the Non-Accidental Injuries (NAI) team as a part of team secretaries team. This role is essential in supporting clinicians and safeguarding professionals who work with children, young people and families where there are concerns about potential harm or abuse.  The post holder will provide high quality administrative and clerical support, ensuring the smooth and efficient running of the NAI service. You will handle sensitive and confidential information daily, maintain accurate patient records, prepare documentation for child protection assessments, and act as a key point of contact for families, social care, police and other partner agencies. Excellent communication, discretion and empathy are therefore vital. This is a varied and fast-paced role that requires attention to detail, resilience, strong IT skills and the ability to work both independently and as part of a wider administrative team. Due to the nature of NAI work, you will need to be comfortable working with distressing or emotional information and demonstrate professionalism at all times.  This is an excellent opportunity for someone with a passion for administrative excellence, safeguarding, and supporting high-quality services for children and families across Coventry and Warwickshire.

Main duties of the job

Provide a high quality efficient and confidential administrative service to the Community Paediatrics. Act as a first point of contact for staff, families and external agencies, responding to telephone and email enquiries in a professional, sensitive and empathetic manner.   Support clinicians by preparing, formatting and producing a wide range of documents including reports, letters, meeting notes, and safeguarding information.  Maintain accurate electronic and paper patient records in line with Trust policies and GDPR.  Organise appointments, case meetings and multi-agency discussions, including booking rooms and interpreters. Maintain electronic system databases and spreadsheets, ensuring timely and accurate data entry.  Provide general office support including reception cover, scanning, photocopying and stock ordering.  Handle sensitive and distressing information with professionalism and resilience. Liaise with clinicians, social care, police, partner agencies regarding case information

Detailed job description and main responsibilities

Detailed Job Description and Main Responsibilities

The Admin Support Officer (Band 3) will provide an efficient, high‑quality and confidential administrative service within the Community Paediatrics Non‑Accidental Injuries (NAI) team. This specialist service supports children and young people where there are concerns regarding potential harm or abuse, and therefore requires accuracy, professionalism and empathy at all times.

Administrative & Clerical Support

• Provide day‑to‑day administrative and secretarial support to clinicians and safeguarding staff in the NAI service.
• Prepare and produce a wide range of documents including letters, reports, safeguarding papers, meeting minutes, and business documentation.
• Maintain accurate patient records in both electronic and paper formats, filing information promptly and securely.
• Manage incoming and outgoing mail, photocopying, scanning, and distribution of sensitive information.
• Ensure all administrative tasks are completed in line with Trust guidelines, data protection standards and confidentiality requirements.

Communication & Customer Service

• Act as a first point of contact for staff, families and external agencies, dealing with enquiries professionally and sensitively.
• Communicate effectively via telephone, email and face‑to‑face interactions, demonstrating empathy, confidentiality and discretion.
• Liaise with internal teams and external professionals such as social care, police, schools and interpreters.
• Handle difficult conversations or emotionally distressing situations with resilience and appropriate boundaries.

Meeting and Appointment Coordination

• Organise appointments, NAI assessments, case discussions and multi‑agency meetings.
• Arrange room bookings, prepare meeting documentation and take accurate minutes for complex and sensitive case meetings.
• Coordinate interpreter and transport bookings, resolving issues in a timely manner.

Data, Records & Information Management

• Maintain spreadsheets, databases and departmental information systems, ensuring timely and accurate data entry.
• Track patient records, ensuring all information is complete and up to date.
• Support the lifecycle management of paper and electronic records, including archiving, tracking movement and handling missing file processes.
• Prepare, scan and upload documents to Trust systems in line with data quality standards.

Supervision & Team Support

• Support the supervision of Band 2 Admin Support staff by assisting with workload prioritisation, coordination and motivation.
• Contribute to induction and training of new admin team members.
• Work flexibly across the administrative team, providing cover at other bases when required.

Office Organisation & Resource Management

• Provide general office support such as reception cover, stationery ordering, stock replenishment and maintaining equipment.
• Assist in maintaining a safe, efficient and well‑organised working environment.

Service Improvement & Governance

• Contribute to the development of new systems, processes and service improvements to enhance patient experience and administrative efficiency.
• Undertake audits and surveys as required (e.g. reception activity, data accuracy).