Administrator - Safeguarding and Children in Care

at  HCRG Care Group

Job Introduction
This role shares the functions held both by both the Safeguarding and Children in Care Teams and the primary role of the post holder will be assisting either the Safeguarding or Children in Care teams to provide an excellent professional service of a high standard that ensures services meet contractual requirements and associated regulations.
This will be achieved by the post holder providing a comprehensive and efficient administrative service to the Children in Care and Safeguarding team thus ensuring the services operate effectively and efficiently.
The post holder will be required to be mindful of the confidential and sensitive natures of much of the work and adhere to HCRG Care Group data protection and IG policies at all times.

Main Responsibilities

• To support the identified Lead’s in the day-to-day running of the department ensuring compliance with relevant procedures and policies and section 11 audit requirements, and the tracking of Children in Care IHA’s (West Only) and RHA’s.
• Undertaking general office duties as required including; filing, faxing, photocopying, collating and distributing information, receipt and distribution of incoming and outgoing mail, preparing resources ready for training sessions, archiving documents as per HCRG policy, managing the identified e-mail box/s, maintaining stationary supplies, preparation of reports and maintaining data spreadsheets.
• To act as an initial point of contact within the Children in Care and Safeguarding team dealing with telephone calls, e-mails and messages some of which are complex, or contain sensitive information.
• To be involved in the planning and organising of: meetings, workshops, training and events.
• To provide administrative support to meetings including agenda setting, room bookings calling for papers, printing and collating sets of papers, minute taking and informing people of their follow-up action points.
• To assist with meeting preparation, room bookings, verifying attendance, providing hospitality, setting up presentations and producing minutes for board and Sub Group related meetings.
• To assist in servicing the Children in Care and Safeguarding working Groups and any related sub groups and ensure that arrangements requested by the Chairs are put in place and that material requested by the Chairs and members is circulated in advance of meetings.
• On occasion, to attend and minute Children in Care and safeguarding case meetings/interviews on a range of sites, recording discussions and decisions taken to the relevant participants for inclusion on case files or for more general distribution as required.

PLEASE SEE ATTACHED JOB DESCRIPTION FOR FULL PERSONAL SPECIFICATION.

About The Company
We change lives by transforming health and care.
Established in 2006, we are one of the UK’s leading independent providers of community health and care services, working with health and care commissioners and communities to transform services with a focus on experience, efficiency and improved outcomes. We deliver and transform adult and children community health services, primary care services including urgent care, sexual health, dermatology and MSK services as well as adult social care and wellbeing services. Across England, we support communities of many millions and directly help more than half a million people each year - guided by our simple values: we care, we think, we do.
We’re committed to equal opportunities and welcome applications from a broad, diverse range of people who want to join our team. We’re a Disability Confident Committed company, so we work to provide facilities, work environment adjustments and technical solutions to be as inclusive of everyone.
While it doesn’t happen often, sometimes a role is very popular, and we’ll need to close it earlier than the date we’ve shown here. If you’re keen to join our team, we’d love to hear from you so please apply as soon as you can.
As you’d expect, safeguarding and protecting the children, young people and vulnerable adults that we work with is of the utmost importance so we have policies and procedures in place to promote safeguarding and safer working practices and everyone who joins the team is subject to a safer recruitment process, including the disclosure of criminal records and vetting checks.
Finally, we need to let you know that the company you’ll work for is part of HCRG Care Group Holdings Limited and by applying for this job we’ll need to process and hold information about you. If you would like to know a little more about how we use your information, please see our website’s privacy policy.
Package Description
As an Administrator for the Safeguarding and Children in Care team, you will be part of our valued team at Chelmsford, receiving access to exclusive rewards and benefits including:

• Starting salary £22,369 with group pension
• Membership of My Reward Hub, giving you access to discounts on every day purchases like grocery shopping as well as cashback and voucher offers for treats for you and those special to you
• Access to your wages as you earn them to help cover life’s emergencies and avoid overdraft fees or high interest rates
• Online and face to face help with your mental and physical wellbeing – from healthy recipes and activity challenges through to post trauma support, legal, debt and life management help, as well career coaching and counselling
• Access to eLearning, bespoke career pathways and opportunities for continuing professional development through our ‘Outstanding’ learning and development team, The Learning Enterprise
• An open, just culture where you’re encouraged to have and implement ideas which can help us deliver our purpose: changing lives through transforming health and care – backed up by at least £100,000 of ringfenced innovation funding each year
• The pride of working for an organisation committed to the highest clinical and quality standards, with a number of our rated services holding “good” or “outstanding” ratings from the Care Quality Commission

PLEASE SEE ATTACHED JOB DESCRIPTION FOR A FULL LIST OF RESPONSIBILITIES

The Ideal Candidate

• The ideal candidate must display outstanding organisational skills, can work on their own initiative and maintain a calm, friendly and efficient manner when dealing with staff, service users, colleagues and visitors.
• The post holder will be required to use information and communication systems and technology, with a willingness to develop this expertise to fully support the clinical team.
• The post holder will be required to work independently using initiative and applying a high degree of confidentiality to all of their work, whilst ensuring clear communication with the service and teams.
• You will also need to be confident using IT systems and be able to demonstrate working knowledge of Microsoft Office packages i.e. Outlook, Word, Excel.

Main Responsibilities

• To support the identified Lead’s in the day-to-day running of the department ensuring compliance with relevant procedures and policies and section 11 audit requirements, and the tracking of Children in Care IHA’s (West Only) and RHA’s.
• Undertaking general office duties as required including; filing, faxing, photocopying, collating and distributing information, receipt and distribution of incoming and outgoing mail, preparing resources ready for training sessions, archiving documents as per HCRG policy, managing the identified e-mail box/s, maintaining stationary supplies, preparation of reports and maintaining data spreadsheets.
• To act as an initial point of contact within the Children in Care and Safeguarding team dealing with telephone calls, e-mails and messages some of which are complex, or contain sensitive information.
• To be involved in the planning and organising of: meetings, workshops, training and events.
• To provide administrative support to meetings including agenda setting, room bookings calling for papers, printing and collating sets of papers, minute taking and informing people of their follow-up action points.
• To assist with meeting preparation, room bookings, verifying attendance, providing hospitality, setting up presentations and producing minutes for board and Sub Group related meetings.
• To assist in servicing the Children in Care and Safeguarding working Groups and any related sub groups and ensure that arrangements requested by the Chairs are put in place and that material requested by the Chairs and members is circulated in advance of meetings.
• On occasion, to attend and minute Children in Care and safeguarding case meetings/interviews on a range of sites, recording discussions and decisions taken to the relevant participants for inclusion on case files or for more general distribution as required