Support Officer: Safeguarding

at  Black Country Integrated Care Board

Provide and coordinate administrative and clerical support to the Safeguarding Team (Designated professionals for safeguarding children, children looked after and adults) Responsible for dealing with issues of a highly sensitive and confidential nature To action incoming and outgoing correspondence as appropriate by preparing responses for agreement or by using discretion to ensure that only appropriate work is referred to the appropriate member of the team for action To manage a computerised diary for the Designated Safeguarding Team and be responsible for making appointments, checking other managers electronic diaries for availability and booking venues, equipment and refreshments as necessary Work with allocated IT systems and web-based services/systems of a financial and non-financial nature Establish and maintain effective filing (physical and electronic) systems and adapt these as necessary within the developing role including computer, filing, diary and bring forward systems Responsible for the administration of meetings including the distribution of agendas and associated papers, accurate formal minute taking, the typing of and dissemination of minutes and the following up of action points as appropriate Liaise effectively with both internal and external managers, staff, service users and external agencies and services Undertake administrative duties such as printing of papers for meetings, photocopying and word processing documents and reports when required Organising and planning events as necessary including the provision of supporting information material as required Working with all team members in the collection of information for performance reporting on relevant workstreams Acting as a point of contact and dealing and responding effectively with complex queries from stakeholders and passing on relevant information to appropriate staff sensitively and autonomously Running and collating reports which may include reports to the CDOP Team, Safeguarding Partnerships and Boards and managers as required Proficient in entering information onto electronic collections for subsequent analysis, reference and presentation under the guidance of the designated professionals within BC ICB Able to indirectly deal with sensitive, emotional or contentious situations involving patients, the public and colleagues, always maintaining a high degree of confidentiality Undertake research, training and development as directed Ensure the confidentiality of information i.e. patient identifiable, financial, commercial and sensitive information Obtain information from other agencies and departments as required Collation and formatting of reports/policies Coordinating training sessions, bespoke forums and events, including room bookings certificates and collation of feedback. Engage and establish key relationships with ICB colleagues, and other stakeholders Be able to communicate contentious information, providing immediate solutions Be able manage situations that are potentially hostile Promote close and constructive working relationships with all key stakeholders Maintain a strong working relationship with all clients; demonstrate credibility and a reputation for delivery and commercialism. Undertake any agreed programme of personal development to meet individual learning needs in order to further develop knowledge, skills and expertise.
Coordinate training sessions, bespoke forums and events, including room bookings certificates and collation of feedback. Organising and plan events as necessary including the provision of supporting information material as required. Maintain and update post-logging system to track correspondence Ensure that a high quality and timely support is provided (utilising relevant Microsoft Office packages) when producing correspondence, reports, e- mails, presentations, project plans and spreadsheets Ensure that files and records are stored and retrieved appropriately in accordance with the organisations Records Management Policy and General Data Protection Regulations (GDPR) Providing a link to colleagues and other stakeholders acting as first point of contact for queries to the Team etc resolving/escalating as applicable. Able to indirectly deal with sensitive, emotional or contentious situations involving patients, the public and colleagues, always maintaining a high degree of confidentiality.
Be responsible for incoming telephone calls, professionally responding to queries and request as appropriate and taking messages where necessary. Maintaining an up-to-date messaging system Developing and maintaining effective electronic and paper filing systems to ensure that information is kept appropriately and securely stored, filed and easily retrievable using or setting up relevant systems. Have the ability to transcribe and type formal minutes

Please refer the Job description for details