Safeguarding Coordinator Administrative Support

The Methodist Church in Britain; Birmingham; On-site; GBP 18,000 - 24,000; Full time

Job summary

Maple View Medical Practice is seeking an administrative safeguarding support role in a 12-month fixed-term post. The role involves maintaining safeguarding registers, updating patient records, and preparing information for safeguarding meetings.

The successful candidate will have GCSEs including English and Maths, an administration or business support qualification, and experience handling confidential information.

Qualifications

• GCSEs or equivalent, including English and Maths.
• Administration or relevant business support qualification.
• Experience handling confidential and sensitive information.

Responsibilities

• Maintain and update safeguarding registers for children and adults at risk or requiring support.
• Record safeguarding alerts, codes and information accurately in patient records.
• Process incoming safeguarding documentation promptly and add patients to registers where appropriate.
• Prepare cases and information for internal safeguarding meetings and case reviews.
• Provide administrative support to the Safeguarding Lead and Safeguarding Coordinator, prioritising urgent tasks.
• Respond to safeguarding correspondence and emails in the Safeguarding Coordinator's absence or as directed.
• Redact confidential information before documents are stored in patient records.
• Coordinate meetings and communications with health visitors, social workers and other safeguarding partners.
• Organise meetings, prepare agendas, distribute documents, and take minutes and record actions when requested.
• Update patient records after safeguarding meetings to document actions and outcomes.
• Provide regular updates and reports to the ICB Safeguarding Team and notify it promptly of any change to the practice's Safeguarding Lead GP(s).
• Ensure all safeguarding administration follows practice policies, confidentiality requirements and data protection legislation.

Skills

Confidentiality & data protection

Organisational skills

IT skills

Time management

Communication skills

Education

GCSEs incl. English & Maths

Administration or business support qualification

Tools

MS Office

Electronic record systems

Job description

This 12-month fixed-term post supports the Safeguarding Coordinator and Lead at Maple View Medical Practice, which sits within Kingfisher PCN. The work centres on keeping safeguarding registers and patient records accurate, preparing cases for meetings and handling related correspondence. Hours are 22.5 a week, and the role involves regular contact with health visitors, social workers and the ICB safeguarding team. Applicants need an administration or business support qualification and experience handling sensitive information.

What the job involves

• Maintain and update safeguarding registers for children and adults at risk or requiring support
• Record safeguarding alerts, codes and information accurately in patient records
• Process incoming safeguarding documentation promptly and add patients to registers where appropriate
• Prepare cases and information for internal safeguarding meetings and case reviews
• Provide administrative support to the Safeguarding Lead and Safeguarding Coordinator, prioritising urgent tasks
• Respond to safeguarding correspondence and emails in the Safeguarding Coordinator's absence or as directed
• Redact confidential information before documents are stored in patient records
• Coordinate meetings and communications with health visitors, social workers and other safeguarding partners
• Organise meetings, prepare agendas, distribute documents, and take minutes and record actions when requested
• Update patient records after safeguarding meetings to document actions and outcomes
• Provide regular updates and reports to the ICB Safeguarding Team and notify it promptly of any change to the practice's Safeguarding Lead GP(s)
• Ensure all safeguarding administration follows practice policies, confidentiality requirements and data protection legislation

What’s required

Qualifications

• GCSEs or equivalent, including English and Maths
• Administration or relevant business support qualification

Experience

• Experience working in an administrative role
• Experience maintaining accurate records and databasesExperience handling confidential and sensitive information
• Experience supporting safeguarding processes

Skills & knowledge

• Understanding of confidentiality, data protection and information governance requirements
• Knowledge of office administration procedures
• Excellent organisational and time-management skills
• Ability to prioritise workload and meet deadlines
• Strong attention to detail and high level of accuracy
• Competent IT skills, including Microsoft Office and electronic record systems

Other

• Good verbal and written communication skills
• Ability to work collaboratively in a multi-disciplinary team and independently
• Professional, trustworthy and discreet, reliable, flexible and calm under pressure
• Commitment to safeguarding and promoting the welfare of children and vulnerable adults

Nice to have

• Experience using EMIS Web or similar patient record systems
• Knowledge of safeguarding legislation, procedures and guidance for children and vulnerable adults
• Understanding of NHS systems and procedures
• Experience within primary care, general practice, NHS or social care
• Experience of minute taking and action tracking
• Ability to support the multi-disciplinary team and facilitate change
• Self-awareness of strengths, weaknesses and the impact of behaviour on others

What’s offered

• Induction and mentorship approach for new PCN staff