Business Co-ordinator for Safeguarding
Job summary
We are seeking a highly motivated person, with excellent organisational and communication skills to join our small team. The post holder must be able to work in a challenging environment and have a sensitive, caring and non-judgmental attitude.The post holder will work within a specific team however, will need the flexibility to work across the service as the need arises.
The post holder will provide a comprehensive, professional and confidential secretarial and administrative support to the Corporate Safeguarding Team. The post holder will also be expected to liaise in a professional manner with colleagues and partner agencies and undertake a wide spectrum of administrative and secretarial duties.
The post holder will be expected to manage and prioritise their own workload using experience and initiative.
The post holder will work independently to provide a secretarial and administrative office function, adhering to UHB policies and procedures.
Main duties of the job
o The post holder will work as part of the Safeguarding Team to provide specialist administrative / secretarial support to the Corporate Safeguarding Team.o The Post holder maybe required to cover administrative duties in the wider Corporate Safeguarding Team.o To be responsible for compiling the duty rotas for the Corporate Safeguarding Team, ensuring service needs are met.o The Post holder will support and organise the co-ordination of Safeguarding Training.o To plan, co-ordinate and support meetings and ensure timely production and distribution of associated papers including the taking and transcribing of minutes. This will include attending and supporting at confidential case conferences on behalf of the Head of Safeguarding and the wider Safeguarding Team.o Contribute to the sharing of highly sensitive and confidential information between partner agencies, for the purposes of safeguarding children and adults.
About us
Cwm Taf Morgannwg (CTM) University Health Board, part of NHS Wales, serves a large population across a diverse and beautiful region, steeped in history and heritage. With nearly 13,500 staff, our health board is one of Wales's largest employers.
Together, we are Team CTM; a workforce dedicated to offering excellent patient care and support to the 450,000 people across our three regions, Bridgend, Merthyr Tydfil, and Rhondda Cynon Taf. We operate three District General hospitals, several community hospitals, primary and community care facilities.
CTM's location offers the best of South Wales, just 20 minutes from Cardiff's vibrant city life, the natural beauty of the Brecon Beacons, and the serene coastline at Ogmore. Whether you enjoy lively urban amenities, peaceful countryside, or seaside escapes, our location makes an ideal setting for both work and personal life.
Our CTM 2030 Strategy--Our Health, Our Future--focuses on uniting our region around shared health and wellbeing goals. Our values guide us daily:
o We listen, learn, and improve
o We treat everyone with respect
o We work together as one team
CTM employees enjoy benefits including; a leading pension, generous leave, flexible work, career growth, and access to ongoing learning and development.
At CTM, you'll find a welcoming, team-oriented workplace that values diversity and compassion, where you can take pride in your work and the difference it makes.
Job description
Job responsibilities
You will be able to find a full Job description and Person Specification attached within the supporting documents or please click Apply now to view in Trac
Maintain and manage electronic diaries and commitments for the Head of Safeguarding including arranging and changing appointments, prioritising these as appropriate. Prioritise workload and resolve conflicting diary requirements.
To co-ordinate training sessions/book rooms and venues and set up equipment as requested by the Head of Safeguarding and the wider safeguarding team.
Establishing and working with teams to implement new systems and processes of work to improve efficiency and effectiveness.
To maintain information and logs where none exist and to support the existing health board systems.
To assist in organising and coordinating safeguarding supervision and training programmes and monitoring safeguarding training compliance and evaluation.
To research health information as requested for multi-agency meetings/reviews e.g. MARAC, Child / Adult Strategy Meetings by interrogating Health Board systems.
To assist with the production of high quality, professional documents, leaflets and booklets which are used for the general public, colleagues in the Health Board and in other agencies. This includes the safeguarding newsletter and bulletins.
To be responsible for the efficient ordering and recording of stock, stationery and equipment via Oracle.
Proofread internal and external correspondence/documents to ensure accuracy before submission.
Liaise and work alongside office colleagues and provide administrative support as and when required.
To follow and adhere to departmental and CTMUHB policies and procedures.
Manage and prioritise enquiries effectively using initiative and judgement daily liaising with internal staff, management and members public to resolve or redirect appropriately.
Receiving and managing complex telephone calls.
Acting as point of contact for teams, dealing and responding effectively with complex queries from internal and external stakeholders and passing on relevant information to appropriate team members sensitively and autonomously.
In a timely manner recognise confidential nature of some of the items received, open, disseminate and prioritise incoming/outgoing mail.
To use existing databases and adapt and develop new databases that will support the Corporate Safeguarding Team.
To maintain and monitor a single point of access Duty Desk or MASH inbox.
To monitor on behalf of the Head of Safeguarding email correspondence and to respond where necessary.
To welcome visitors on behalf of the wider Safeguarding Team.
May demonstrate own duties to new starters.
To meet with new starters to complete relevant paperwork and provide a local induction.
To use ESR to record sickness/annual leave/ training compliance for the safeguarding team.
To maintain up-to-date record of staff sickness for teams to ensure appropriate paperwork is completed and notified to Payroll using the electronic First Point of Contact system.
To inform the Deputy Head of Safeguarding if any staff that hit the sickness prompt points via the sickness tool.
Responsibility for accurate recording and maintenance of staff records within the department, including annual leave, sickness and updating personal files.
To use Microsoft products to develop and maintain staff related information and logs where none exist and to support the existing health board systems.
Using the electronic staff record (ESR) system act with administrator self-service rights to amend/change staff details such as annual leave, change of hours and staff terminations, as delegated responsibility from the Assistance Director Organisational Learning and Senior Concerns Manager.
Support the Head and Deputy Head of Safeguarding in relation to the recruitment process via Trac system ensuring vacancy approval is undertaken in a timely manner and coordinating diaries to accommodate shortlisting and interviewing schedule and that post interview procedure is followed.
To ensure all staff information is entered in a timely and systematic manner to facilitate the production of up-to-date and accurate reports.
To take and transcribe formal minutes of meetings.
To obtain quotes for equipment via the CTMUHB on-line IT system and place orders on Oracle as approved by the Head of Safeguarding.
To complete organisational staff audits as required.
To work independently using own initiative, prioritising and adjusting own workload as necessary.
Advanced keyboard skills.
Person Specification
Knowledge
- Knowledge of a range of administrative procedures and systems, the majority of which are non-routine, acquired through training and experience to Vocational Level 3 or equivalent; PLUS knowledge of specialist functional terms, organisational policies and procedures and knowledge and experience to deal with non-routine issues such as problem solving, developing alternative/additional procedures equivalent to Diploma level knowledge and experience.
Skills
- Excellent IT skills including advanced word processing/typing/keyboard skills
- Excellent interpersonal and communication skills
- Excellent organisational skills with the ability to prioritise, plan workload effectively and identify urgent actions
Experience
- Experience of working in an office environment
- Experience of preparation of agendas, collation of reports and minute taking
- Liaising/communicating with all levels of stakeholders
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website.
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants.
Employer details
Employer name
Cwm Taf Morgannwg University Health Board
Address
Ynysmeurig House
Abercynon
Mountain Ash
CF45 4SN
United Kingdom
Employer's website
https://joinctm.wales/