Safeguarding Lead Administrator

Hampshire and Isle of Wight ICB; Eastleigh; On-site; GBP 26,000 - 34,000; Full time

Job summary

Hampshire and Isle of Wight ICB is seeking a highly organised Senior Administrator to join the Safeguarding Team and support safeguarding services across children, adults and looked after children. The role focuses on complex administrative tasks, confidential records and collaborative work with NHS partners and local authorities.

You will be responsible for diary management, meeting coordination, data reporting and governance documentation, while handling sensitive information with discretion

Qualifications

• Vocational Level 3 or equivalent in Business administration/management; plus knowledge of safeguarding procedures.
• GCSE/O level grade C in English and Maths or equivalent.
• ECDL or equivalent IT literacy.
• Experience providing high level business support in a busy environment, including agendas and minute taking.
• Experience in the NHS or public sector is desirable.
• Experience managing/admin teams and coordinating workloads.

Responsibilities

• Act as the first point of contact for safeguarding enquiries, handling sensitive communications with stakeholders.
• Manage complex diaries, arrange meetings and coordinate the safeguarding team’s workplans.
• Prepare agendas, ensure accurate minutes and action notes, maintain governance records.
• Maintain databases and information systems, ensuring secure data handling.
• Support data reporting, audits and quality assurance activities for safeguarding.
• Provide administrative support for safeguarding reviews and multi-agency processes.
• Build relationships with NHS providers, local authorities and partner agencies to enable collaboration.
• Handle confidential information with discretion and professionalism.
• Support recruitment, induction and safeguarding training activities.
• Contribute to service improvement and development of administrative processes.

Skills

Organisation

Communication

Discretion

Diary management

Data entry

Education

Business admin Level 3

GCSE English & Maths

ECDL

Tools

Microsoft Office

Database management

Records management

Job description

Are you an organised, proactive and compassionate administrator looking for a role where your work can make a real difference to the lives of children, young people and adults across Hampshire and the Isle of Wight?
We are seeking a highly motivated Senior Administrator to join our Safeguarding Team and play a vital role in supporting the delivery of complex and important safeguarding services. This role is at the heart of a busy, multi-agency environment, providing specialist administrative and business support to safeguarding professionals working across children, adults and children looked after.

This is an exciting opportunity for someone who thrives in a fast-paced environment, enjoys building positive relationships and can confidently manage sensitive information with professionalism and discretion. In return, you will join a supportive and highly skilled team committed to protecting vulnerable people and improving outcomes across our communities. Your contribution will be valued, and you will have opportunities to develop your knowledge, skills and experience within a specialist safeguarding setting.

If you are an experienced administrator with excellent organisational skills, keen attention to detail and a passion for supporting high-quality safeguarding, we would love to hear from you.

Main duties of the job

As the first point of contact for many safeguarding enquiries, you will work with a wide range of partners including NHS organisations, local authorities, police, education providers and voluntary sector colleagues. You will coordinate meetings and events, manage complex diaries, support safeguarding reviews and audits, maintain confidential records and databases, and help ensure that critical safeguarding activity is delivered efficiently, effectively and in line with legal requirements.

As a Senior Administrator within the Safeguarding Team, you will provide comprehensive administrative support to ensure the effective delivery of safeguarding services across Hampshire and the Isle of Wight. Working closely with safeguarding professionals and partner agencies, you will coordinate meetings and events, manage complex diaries, maintain confidential records and databases, support data reporting and audits, and act as a key point of contact for safeguarding enquiries. This varied role requires excellent organisational skills, attention to detail and the ability to handle sensitive information professionally while supporting work that helps protect children, young people and adults at risk.

Working for our organisation

Our Safeguarding Team is passionate about making a difference and protecting some of the most vulnerable people across Hampshire and the Isle of Wight. We are a supportive, collaborative and highly professional team that works closely with NHS organisations, local authorities, police, education and other partner agencies to improve outcomes for children, young people and adults at risk.

We value compassion, integrity, inclusion and teamwork. Every member of the team plays an important role, and we foster a culture where colleagues are respected, supported and encouraged to develop. The work can be fast-paced and varied, often involving sensitive and complex issues, but it is also rewarding and meaningful.

If you enjoy working in a role where no two days are the same, take pride in delivering high-quality support, and want to be part of a team committed to safeguarding and improving lives, this could be the opportunity for you.

Detailed job description and main responsibilities

Key responsibilities include:

Acting as the first point of contact for safeguarding enquiries, responding sensitively and appropriately to complex and often challenging communications from a wide range of stakeholders.

Managing complex diaries, arranging meetings, conferences and events, and coordinating the workplans and activities of the safeguarding team.

Preparing agendas, ensuring accurate minutes and action notes, and maintaining records to support effective governance and decision-making.

Maintaining and developing databases, records and information systems, ensuring data is managed securely and in accordance with information governance requirements.

Supporting the collection, analysis and reporting of safeguarding data, performance information, audits and quality assurance activities.

Providing administrative support to safeguarding reviews, serious case reviews, domestic homicide reviews, audits and wider improvement programmes.

Building effective relationships with partner organisations including NHS providers, local authorities, police, safeguarding partnerships and other agencies to support collaborative working across the system.

Handling highly sensitive and confidential information with discretion, professionalism and empathy, often relating to vulnerable children, young people and adults.

Supporting recruitment, induction and training activities, as well as organising safeguarding learning events and multi-agency conferences.

Contributing to service improvement, transformation initiatives and the ongoing development of safeguarding administrative processes.

This is a varied and rewarding role that requires excellent organisational skills, attention to detail, sound judgement and the ability to work independently within a fast-paced environment while supporting services that help protect some of the most vulnerable people in our communities.

Qualifications and experience

• Vocational Level 3 or equivalent in Business administration/management; plus knowledge of specialist functional requirements of safeguarding and possess knowledge and experience to deal with non-routine issues such as problem solving and responding to complex safeguarding issues and procedures.
• Educated to GCSE/O level grade C in English and Maths or equivalent.
• ECDL
• Experience of providing high level business support in a busy environment. Including preparing agendas and taking detailed and complex minutes.
• Experience in the NHS.
• Experience of working in a constantly changing environment.
• Experience in managing / supervising an administrative team, including allocation of workload.
• Experience of invoice processing, working with financial systems or equivalent and developing administrative systems to meet needs.

Skills and abilities

• Ability to work without supervision, organisation and prioritising own and others workload to changing and often tight deadlines.
• Ability to work as part of a team.
• Being flexible and adaptable at work in order to meet competing priorities in an unpredictable environment.
• Excellent telephone and interpersonal skills.
• Able to communicate clearly and concisely with health professionals, social services, members of the public and private providers, being able to articulate in a calm manner.
• Able to deal with distressed members of the public and professionals, overcoming language difficulties and communication problems.
• Experience in detailed minute taking.
• Able to work on own initiative, organising and prioritising own workload to set deadlines.
• Proven ability to prioritise.
• Ability to work under pressure in a busy working environment to changing deadlines.

Knowledge

• Understanding of risk management.
• Understanding of personal health and safety responsibilities.
• Understanding of confidentiality and Data protection Act.
• Knowledge of business/administrative terminology, procedures and processes.
• An understanding of equality within the workforce and how it can impact on this post.
• Knowledge of safeguarding administrative procedures and systems, the majority of which are non-routine, acquired through training and experience.

Communication and interpersonal skills

• Communicates complex, sensitive, contentious information with a range of stakeholders, where persuasion or negotiation is required, and communicate complex, distressing and sensitive condition related information concerning the assessment, treatment and risk factors in relation to a range of safeguarding concerns.
• Excellent persuasive, motivational and negotiating skills.
• Clear communicator with excellent writing and data entry skills, capable of delivering clear information/instructions.

Analytical and problem-solving skills

• Excellent analytical and problem solving skills.

IT and digital literacy

• Experience of setting up and working with databases.
• Experience and knowledge of data entry, text processing and storage of data.
• Good working knowledge of Microsoft Office package

Please note the following before applying:
1. We reserve the right to amend the closing date based on the volume of applications received. Vacancies attracting a high volume of applications may therefore close earlier than advertised.
2. In compliance with Part 7 of the Immigration Act 2016, all applicants must be able to communicate fluently in English to an appropriate standard which will be assessed as part of the selection process.
3. As a Disability Confident Employer we are working to create a workplace that enables all staff to reach their full potential. As an ICB, we value diversity and are committed to the recruitment and retention of underrepresented minority groups. We welcome applications from black, Asian and minority ethnic candidates, LGBTQ+ candidates and candidates with disabilities.
4. If you are successful and are joining from a non-NHS background, there will be an expectation that you will be engaged from the bottom of the pay band. If you would like to review the Agenda for Change pay scales in more detail and to view other benefits of working in the NHS, please visit the Agenda for Change website for further details.
5. New employees to the ICB will be subject to a probationary period of six months (some exemptions apply, please refer to the ICBs policy for full details).

We encourage and support our staff to be fully vaccinated against Covid-19 as this remains the best way to protect ourselves, our families, our colleagues, and patients from the virus.

We recognise that some candidates for accessibility reasons may use software to support their application. At our Organisation, our selection process ensures we recruit candidates with the right skills and values. We monitor applications and remain alert to misuse that misrepresents abilities including the inappropriate use of AI.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Name Vicki Laverick Job title Deputy Designated Nurse Safeguarding Adults Email address [emailprotected] Telephone number 07789271955