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Detailed job description and main responsibilities

Communication

•  Ensure confidentiality is maintained at all times and communications are received, reviewed and distributed from / to relevant parties in a timely manner.
• Provide and receive complex and highly sensitive information, requiring tact and/ or persuasive skills, dealing with enquiries from professionals at all levels both verbally and via written correspondence.
• Respond to requests for advice from professionals via telephone or email including GP Practices. Use initiative to address and signpost, escalating to relevant Designated Nurse as indicated
• Communicate and share information with/ from other organisations and Local Authorities, including those from outlying areas on behalf of the Designated Safeguarding Team.
• Working together with other administrators within the team to provide an effective network of communication, including dealing with visitors and being flexible to cover other administrator’s duties.

INFORMATION RESOURCES, ANALYSIS AND  DECISION MAKING

• Responsible for the implementation and maintenance of effective electronic filing systems.
• Ability to deal with highly sensitive information and file in an appropriate manner to ensure confidentiality is maintained.
• Responsible for collation of papers for committees ensuring these are distributed to the appropriate committee members in line with NHS GM Stockport Governance requirements
• Support the Designated Safeguarding Team in relation to strategic, local, regional and national safeguarding agendas for Children, Adults and Looked After Children.
• Provide statistical data to contribute as requested.
• Take minutes from meetings, extracting relevant information, ensuring information is condensed into concise documents, some of which may involve complex and sensitive information.
• Exercise judgement when requested to circulate information, taking into consideration the complexity and confidentiality, to ensure this is only received by relevant personnel.
• Record apologies in advance to ensure meetings are quorate and can proceed and highlight any issues to the Chair of the relevant meeting.
• Provide guidance and signposting on relevant policies, procedures and guidance.
• Proofread complex documents. Ensuring correct corporate formatting is applied to all documents.  Sound judgement is essential together with a logical approach to complex issues which supports the correct analysis of the situation.
• Independently deal with routine business matters including the management of incoming mail and patient enquiries, ensuring that issues of concern / priority are brought to the attention of the appropriate personnel and actioned in a timely manner. 

Planning and Organising

• Coordinate NHS GM safeguarding training dates and arrange venues.
• Excellent planning and organisation skills will be required including the ability to manage multiple work streams. These can be in relation to a wide scope of topics and will be reflective of the emerging and ongoing agenda.
• Ensuring distribution lists are kept up to date, to ensure information is circulated to relevant, current members in line with information governance guidance.
• Collation and organising papers for meetings, transferring to secure PDF format and distributing in line with Governance procedures.
• Maintain multiple electronic diaries for the team, coordinating dates for key meetings and managing accordingly, and providing availability of team members when requested.
• Develop and maintain efficient and effective electronic filing systems within a shared drive environment to ensure information is secure but accessible to relevant members of the team as appropriate.
• Arrange meetings and book meeting rooms as requested.
• Prioritise own workload ensuring that all necessary deadlines are met

This list of duties is not intended to be exhaustive, but indicates the main areas of work and may be subject to change after discussion with the post-holder to meet the changing needs of the service.