Job Description

An exciting opportunity has arisen within the Safeguarding Service for an enthusiastic and motivated individual who will be able to provide administrative support to the Safeguarding Service. The post requires well-developed communication and organisational skills and the ability to operate within a busy office environment. Confidentiality and discretion are essential aspects of the role.



The post will support the Safeguarding practitioners by being the single point of contact for receiving and processing safeguarding documentation.



The post will work as part of the safeguarding admin hub who support the wider Safeguarding Service.



An integral part of the role is to action all incoming correspondence received into the Safeguarding Service and ensuring that practitioners are informed and the documentation is uploaded onto the patient/clients health record.



The post holder must also be experienced in administrative duties including the ability to format letters and reports, and to develop and maintain databases/spreadsheets, which will be used to collect measurable data. The post holder will support and facilitate meetings, by co-ordinating diaries, preparing papers and taking/typing accurate minutes. They will also book conferences/events and arrange travel and accommodation for colleagues.



They must have exceptional organisational skills and be able to liaise with colleagues at all levels both within the team and across other agencies such as; The Local Authority, Police, Solicitors and other external agencies and Trusts.



It is important that the post holder responds to all telephone, email and general enquiries ensuring that appropriate messages are emailed to the relevant person or action is taken.



Mersey Care is one of the largest trusts providing physical health and mental health services in the North West, serving more than 1.4 million people across our region and are also commissioned for services that cover the North West, North Wales and the Midlands.



We offer specialist inpatient and community services that support physical and mental health and specialist inpatient mental health, learning disability, addiction and brain injury services. Mersey Care is one of only three trusts in the UK that offer high secure mental health facilities.



At the heart of all we do is our commitment to 'perfect care' - care that is safe, effective, positively experienced, timely, equitable and efficient. We support our staff to do the best job they can and work alongside service users, their families, and carers to design and develop future services together. We're currently delivering a programme of organisational and service transformation to significantly improve the quality of the services we provide and safely reduce cost as we do so.



Flexible working requests will be considered for all roles.

Job Purpose:

The post holder will work as a member of the Safeguarding Administration Team, Trust Wide Support Services. The postholder will provide high quality administrative and secretarial support to the multi-disciplinary team. To provide administration / secretarial / data collation needs for the Team. Administrative processing of clinical cases through the care pathway. Central contact person for the multi-disciplinary team within your administration base. To facilitate effective communication between the team, outside agencies and all internal / external stakeholders. Meeting co-ordination and minute taking.



The postholder will be expected to work with the minimum of supervision and co-ordinate his / her activities in order that an efficient service is provided. The postholder will be expected to spend periods of time working unaccompanied and under his / her own initiative. The postholder will carry out the duties in such a way as to make a direct and positive contribution to the organisation of the work and to assist the Team to maximise the most effective use of their time. The ability to work as a team member and be able to adhere to strict guidelines. It is essential that the postholder exercises initiative commensurate with the role and vital that confidentiality is maintained at all times.

Principal Responsibilities:

1. Co-ordinate and take comprehensive minutes of Team Meetings and Operational Meetings.



2. Keep database(s) up to date and accurate in relation to data collation.



3. Disseminate information to and from Team Meetings to appropriate agencies and services involved in the safeguarding processes.



4. Maintain strict policy on patient confidentiality.



5. Collate Team monthly statistics and forward to whomever directed.



6. Provide clear information relating to the Trust Wide Support Services.



7. Liaise with professionals internal and external regarding queries on safeguarding services etc.



8. To liaise effectively and speedily with queries arising from both internal and external stakeholders.



9. Relay messages to the team in a timely fashion.



10. Organise meetings, book training sessions, supervision sessions, PDP's, events etc.



11. General secretarial support to the Safeguarding Team, Trust Wide Support Services.



12. Effective use of electronic systems i.e., EMIS and RiO in a timely fashion.



13. Preparing / distributing paperwork to the Team.



14. Deal with incoming emails, telephone calls, post and distribute accordingly.



15. To undertake typing of detailed letters, reports, minutes and other documents as necessary, with use of digital software.



16. To be responsible for arranging meetings with other professional staff and outside agencies as and when requested.



17. To undertake the filing of health records and clinical correspondence as required.



18. To participate in office team meetings to discuss administrative procedures / issues and the provision of service.



19. To attend meetings relevant to the work of the team.



20. To support the day-to-day organisation / management responsibility of the Team through the maintenance of record systems i.e., annual leave / sickness, arranging meetings and appointments.



21. Identify need for stationery, equipment, maintenance work etc and order as necessary.



22. To co-operate in the introduction of new technology as it may apply to the work of the postholder and the service.



23. To perform other duties of a similar kind appropriate to the grade, which may be required by the Safeguarding Team or the Office Manager.



24. To meet regularly with manager for supervision and personal development plan.



25. To maintain strict policy on patient confidentiality.



All of the above can frequently involve exposure to material of a sensitive and emotionally distressing nature.