Safeguarding Information Assistant

East Midlands Ambulance Service NHS Trust; Bulwell; On-site; GBP 21,000 - 32,000; Full time

Benefits offered by this job

NHS Pension Scheme

Flexible working options

Job summary

East Midlands Ambulance Service NHS Trust is seeking a Safeguarding Information Assistant to support the safeguarding team with referrals, records and information governance. You will work across safeguarding pathways to ensure accurate recording and timely escalation.

You will upload referrals to patient records, share with external agencies, and maintain robust documentation while upholding confidentiality and professionalism in all interactions.

Qualifications

• Level 3 safeguarding trained or equivalent experience.
• Evidence of a Personal Development Plan (PDP).
• Good command of written and verbal English.
• Understanding of safeguarding governance, confidentiality and information sharing.
• Experience in healthcare administration or safeguarding support.

Responsibilities

• Manage safeguarding referrals; ensure timely processing and escalation as needed.
• Upload referrals to patient records and share with external agencies per policy.
• Maintain accurate, contemporaneous records and respond to inquiries.
• Support safeguarding process improvements and attend meetings.

Skills

Attention to detail

Communication skills

Confidentiality

Teamwork

Education

Level 3 safeguarding trained or equivalent experience

Personal Development Plan (PDP)

Healthcare administration experience

Tools

SystmOne

Microsoft Office

Job description

We are East Midlands Ambulance Service (EMAS), an organisation focused on delivering a high standard of emergency and urgent care to our patients across the region.

The East Midlands Ambulance Service NHS Trust (EMAS) provides Emergency, Urgent and Non‑Emergency pre‑hospital care and transport across six counties (Derbyshire, Nottinghamshire, Lincolnshire, Leicestershire & Rutland and Northamptonshire).

Job overview

This role supports the Safeguarding Team by managing, recording, and coordinating all incoming safeguarding referrals to ensure timely, accurate, and compliant information sharing. You act as a key point of contact for internal staff and external agencies, handling sensitive and complex safeguarding concerns with professionalism, confidentiality, and sound judgement. The position involves monitoring referral inboxes, escalating risks promptly, maintaining high‑quality documentation, and ensuring all processes follow EMAS policies, safeguarding procedures, and information governance standards. You contribute to improving systems, support senior safeguarding staff with reviews and delegated tasks, and help maintain effective communication across the organisation. The role requires resilience, attention to detail, the ability to prioritise workload, and a commitment to continuous professional development. You are expected to uphold EMAS values, model appropriate behaviours, and ensure safeguarding referrals receive timely attention to protect children, adults at risk, and vulnerable individuals.

Main duties of the job

The role centres on managing safeguarding referrals, ensuring they are accurately recorded, prioritised, and shared with the correct external agencies within required timeframes. You elevate risks, concerns, and urgent issues to senior safeguarding staff, maintaining strict confidentiality, information governance, and high‑quality documentation. You manage safeguarding inboxes, handle complex and sensitive information, and use sound judgement when responding to internal and external enquiries. The job involves supporting the Safeguarding Team with administrative tasks, contributing to process improvements, attending meetings, and upholding EMAS policies, values, and safeguarding standards. You must identify patterns of risk, ensure FGM and other high‑risk cases are escalated, maintain professional development, follow health and safety procedures, and act as a positive role model when dealing with distressing safeguarding situations.

Working for our organisation

Working for us not only provides job satisfaction of knowing that what you do makes a real difference to our patients, but we offer a range of other great benefits too:

• Flexible approach to working patterns, we understand the importance of a work life balance and have a wide selection of rotas for part‑time and full‑time staff
• Holiday entitlement of 27 days rising to 29 days after 5 years and 33 days after 10 years, plus public bank holiday entitlement (pro rata for part time).
• Pay enhancements for out of hours, shift and overtime working, career and salary progression and annual personal development review.
• Uniform will be provided where this is a requirement of the role
• Expert training and support from our dedicated in‑house education team.
• Membership of the NHS Pension Scheme.
• Occupational Health support along with an Employee Assistance Programme
• NHS Discounts in over 200+ stores including Holidays, Days out, Car insurance, Restaurants and Clothing.
• Salary Sacrifice Schemes and cycle to work.
• An exceptional place to work to provide with high‑quality emergency care to save lives and make a difference to people
• A first‑class employer, promoting equality, diversity and inclusion of our employees. We are a Rainbow Accredited organisation, and a Veteran Aware and Disability Confident employer.

Detailed job description and main responsibilities

The Safeguarding Information Assistant will provide a comprehensive, accurate and responsive administrative support function within the East Midlands Ambulance Service NHS Trust Safeguarding Team. The post holder will be responsible for supporting the safe, timely and effective management of safeguarding referrals received from frontline operational staff, support staff and other internal sources.

The role is central to ensuring that safeguarding concerns relating to children, young people, adults at risk and other vulnerable individuals are recorded, processed, shared and escalated appropriately. The post holder will ensure that referrals are uploaded to the relevant patient record, including SystmOne where applicable, and shared with the correct external agencies in line with agreed safeguarding pathways, Trust policy, information‑sharing agreements and relevant legislation.

The post holder will work closely with the Senior Safeguarding Team, Head of Safeguarding, Named Professionals, Safeguarding Specialist Practitioners, Safeguarding Coordinator and other members of the safeguarding function. They will also communicate with external partner agencies including Adult Social Care, Children’s Social Care, local authorities, general practitioners, domestic abuse services, Child Health services, drug and alcohol services, and other relevant statutory and voluntary sector organisations.

The post holder will be expected to manage sensitive, confidential and potentially distressing information on a daily basis, including safeguarding concerns relating to abuse, neglect, domestic abuse, child protection, adults at risk, Female Genital Mutilation, child deaths and other complex safeguarding matters. They must demonstrate professionalism, discretion, resilience and sound judgement when handling information and when deciding whether matters require escalation to senior safeguarding colleagues.

The role requires excellent attention to detail, strong organisational skills, the ability to prioritise competing demands and the ability to work accurately under pressure. The post holder will be expected to support the safeguarding referral and feedback process by ensuring documentation is completed to a high standard, records are maintained contemporaneously, and urgent or high‑risk concerns are escalated promptly.

The Safeguarding Information Assistant will contribute to the continuous improvement of safeguarding administrative processes, support compliance with agreed standards, and help maintain an effective, safe and responsive safeguarding service across the Trust.

Person specification

Qualifications & Professional Development

• Displays evidence of motivation towards continual professional development.
• Good command of written and verbal English language.
• Commitment to maintaining up‑to‑date safeguarding knowledge, information governance, and confidentiality standards.
• Level 3 safeguarding trained or equivalent experience.
• Evidence of a Personal Development Plan (PDP).
• Additional training in domestic abuse, Prevent, mental health.

Experience

• Minimum of 2 years’ experience working in a safeguarding administration, safeguarding support, healthcare administration, social care administration, or equivalent role involving safeguarding processes.
• Providing accurate recordings/accounts of complex information.Experience of working with highly sensitive and confidential information, including safeguarding concerns relating to children and adults at risk.
• Working to tight deadlines in a fast‑paced environment with competing priorities.
• Ability to work accurately and at pace whilst maintaining significant attention to detail.
• Experience of maintaining accurate, contemporaneous records with excellent attention to detail.
• Experience of managing shared inboxes and responding appropriately to urgent or escalated concerns.
• Experience of communicating professionally with internal and external partner agencies.
• Experience working within standard operating procedures, policies, and information governance requirements.
• Experience working effectively both independently and as part of a wider team.
• Previous experience of handling sensitive and complex information.
• NHS experience. Experience within safeguarding teams, local authority, social care, or emergency service environments.
• Previous experience of working in an ambulance service safeguarding team
• Experience of supporting referral pathways for domestic abuse, child protection, adult safeguarding, or Prevent concerns.
• Experience working within a team of administrators to deliver a function.Experience mentoring or supporting new staff members.

Knowledge & Skills

• Proficient user of SystmOne with the ability to accurately upload, review, update, and maintain patient safeguarding records.
• Demonstrable experience using SystmOne in a healthcare or safeguarding setting.
• Knowledge of Microsoft Office and web‑based programmes.
• Proficient in using Microsoft Office products, emails, and electronic systems. Competent user of Word, Excel, Outlook, Teams, and PowerPoint.
• Evidence of understanding and adhering to policies and procedures.
• Evidence of contemporaneous documentation and good record keeping ability.
• Excellent organisational and time management skills with the ability to prioritise workload effectively.
• Keyboard and administrative skills.
• Ability to work as part of a team and on own initiative.
• Demonstrates attention to detail and ability to make clear, accurate, and appropriate records.
• Ability to solve problems and use initiative appropriately.
• Ability to plan own workload. Ability to identify risk, patterns of concern, and appropriately escalated safeguarding issues. Good communication skills and ability to respond quickly, accurately, and comprehensively to emails and phone calls.
• Ability to work inter‑professionally and across professional and organisational boundaries dealing with sensitive and confidential information.
• Ability to collect data/information from internal sources.
• Self‑motivated and ability to motivate others.
• Well‑developed interpersonal skills.
• Ability to work under pressure and meet deadlines.
• High level of integrity and professionalism.
• Positive attitude and commitment.
• An interest in the work of the organisation and an ability to use this information to inform the day‑to‑day work of the team and enhance the service provided by the Quality Directorate.
• An ability to build effective working relationships with staff from across the Trust.
• Understanding of safeguarding principles, confidentiality, GDPR/Data Protection legislation, Caldicott principles, and information sharing protocols.
• Ability to maintain accurate electronic records and audit trails.
• Understanding of equality, diversity, and inclusion principles.
• Geographical knowledge of EMAS area, including its boundaries.
• Knowledge of EMAS safeguarding procedures and referral pathways.
• Knowledge of local authority safeguarding referral processes.
• Understanding of the Ambulance Service or pre‑hospital urgent care environment.
• Awareness of current safeguarding legislation and national guidance.

Personal Attributes

• Professional appearance at all times.
• Professional, reliable, and punctual.
• Displays an ability to work and remain calm under pressure.
• Displays an understanding of patient confidentiality.
• Displays an interest in EMAS and the motivation to work within it.
• Ability and willingness to attend training courses as and when necessary.
• Willing to adapt to the changing needs of the service.
• Understands and can maintain patient confidentiality.
• Excellent keyboard skills, able to work at a desk for long periods.
• Willingness to be flexible with hours and duties to meet the needs of the department when required.
• Communicating orally and in writing, adapting style and message to match situations and audiences, including delivering difficult information in distressing or emotional circumstances.
• Demonstrates a passion for the delivery of safeguarding services.
• Strong sense of commitment to openness, honesty, integrity, and ability to work as part of a team and contribute to the team ethos.
• Able to remain organised, resilient, and compassionate when dealing with distressing safeguarding information.
• Positive attitude and commitment to delivering a high‑quality safeguarding service.
• Self‑motivated with the ability to work independently using initiative appropriately.
• Commitment to equality, diversity, inclusion, and maintaining patient dignity.
• Flexible approach to duties, working hours, and service requirements.
• Actively seeks to develop their own knowledge, skills, and ability. Demonstrates enthusiasm for safeguarding practice and service improvement.

Additional Recommended Requirement

• The post holder must demonstrate the ability to handle distressing and emotionally sensitive safeguarding information in a professional, compassionate, and resilient manner, ensuring all referrals are processed promptly and accurately in line with Trust policy, safeguarding legislation, and information‑sharing agreements.

The East Midlands has a lot to offer:

Making a Difference

Action Packed Roles

Support and Belonging

Accessibility

If you have any accessibility requirements at any point during the recruitment process, then please contact the recruiting manager.

If you haven’t heard back from us within eight weeks of the closing date please consider your application unsuccessful.

Due to the high volume of applications received we are unable to provide updates on the progress of applications and only successful candidates at shortlisting stage will be contacted, regrettably feedback will not be provided. If you are unsuccessful at this stage please refer back to the job description, person specification and advertised requirements for ways to improve your future applications.

Internal candidates applying for vacancies must have completed their probationary period (stated within your contract) at point of application.

East Midlands Ambulance Service NHS Trust is an equal opportunities and Disability Confident employer,committed to ensuring equality of opportunity. We actively encourage interest from across our diverse communities. Black and Minority Ethnic staff are currently under‑represented within our workforce, and we welcome applications from within these communities.

We are keen to promote a positive work‑life balance. We recognise the importance of being able to spend quality time with family and friends and to engage in your own personal interests outside of work, which alongside work helps us to lead healthy and fulfilling lives. We are committed to embedding the NHS People Promise to support colleagues to work flexibly in a way that works for our patients, for us and for you. Many of our staff already work flexibly in many different ways, including job share, part‑time or other flexible working patterns. Please talk openly to us at interview about flexible working opportunities. In addition, if a role is advertised as home based, we remain committed to supporting flexibility around workplace locations, so please talk to us about the options available to you. If it works for our service, we will do our best to make it work for you.

At EMAS we believe that our culture should be built upon our core values and that our behaviour should reflect these. Our values – respect, integrity, contribution, teamwork and compassion - underpin everything we do – how we deliver our services and how we work with each other. We believe that it’s our people who make EMAS what it is.

Our Vision -Responding to patient needs in the right way, developing our organisation to become outstanding for patients and staff, and collaborating to improve wider healthcare.

Please note we reserve the right to withdraw this vacancy if an internal member of staff on our redeployment register expresses an interest and is successful for this vacancy, or if a sufficient number of applications is received.

Please be aware if you are applying for a Frontline role, an Enhanced DBS clearance check will be required, and depending on the nature of other non‑patient facing roles this check may also be required if offered a position with EMAS (Al l spent and unspent convictions must declared).

If you are not part of the update service, you will be liable for the payment and this will be deducted from your first months’ salary. The current cost of an enhanced DBS check is £55.38.

Employer certification / accreditation badges

This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.

Name Charlotte Salt Job title Named Professional for Safeguarding Adults Email address [e-mail] Telephone number 07813003007

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