Job overview

An opportunity has arisen for an enthusiastic person to join our safeguarding service as Business Support Manager (Safeguarding). This is an new post.

We are seeking an experienced and confident administration manager with highly effective organizational and business support experience to work within a busy safeguarding team at Walsall Healthcare NHS Trust.

The overall purpose of the role is to provide efficient and effective assistance to the Safeguarding Senior Management and Administration Team with overall responsibility for managing and maintaining effective administration systems to enable the efficient running of the safeguarding team processes.

Management and co-ordination of specific administrative systems.

Line manage administrative staff and provide business and administrative support to the wider safeguarding team.

To role model compassionate and inclusive leadership in order to shape the creation of a collective leadership culture within the team. This means demonstrating a consistent leadership style which engages, enables and empowers others, uses coaching to promote ownership of learning and quality improvement and facilitates team working and collaboration across teams / departments and across organisational and external boundaries’

The ideal candidate needs to be flexible and open to change, as this role will develop as the processes and expectations evolve.

Main duties of the job

The Business Support Manager (Safeguarding) role involves developing and supporting existing systems and processes, and also using high level skills to develop and create new administrative systems and processes within an evolving complex safeguarding agenda. This includes significant administration support in creating and monitoring any new safeguarding processes.

This role requires effective internal and external stakeholder liaison, building and maintaining relationships through excellent communication.

Proven ability to convey complex information in a format that is easily understood by people at different levels of understanding and knowledge about the topic.

Working for our organisation

Walsall Healthcare NHS Trust is an integrated Trust and the only provider of NHS acute care in Walsall, serving a population of 286,700, providing inpatient and outpatient services at the Manor Hospital as well as a wide range of services in the community. Walsall Manor Hospital houses the full range of district general hospital services under one roof. The £170 million development of our Pleck Road site was completed in 2010 and the continued upgrading of existing areas ensures the Trust now has a state-of-the-art Critical Care Unit, Neonatal Unit, Obstetric Theatre, and Integrated Assessment Unit facilities. Work is also well underway on its multi-million pound new Urgent and Emergency Care Centre which will house a new Emergency Department (including Children’s Emergency Department), co-located Paediatric Assessment Unit, Acute Medical Unit and Urgent Care Centre. This is scheduled for completion this year.

We provide high quality, friendly and effective community health services from some 60 sites including Health Centres and GP surgeries. Covering Walsall and beyond, our multidisciplinary services include rapid response in the community and home-based care, so that those with long-term conditions and the frail and elderly, can remain in their own homes to be cared for wherever appropriate.

Detailed job description and main responsibilities

Provide full business support to the service and line manage the safeguarding admin team.

  • To compile safeguarding performance reports and dashboards for the team and ensure they accurately populated in advance of required meetings and/or performance reviews
  • To produce documents, reports, and letters to a high standard.
  • To ensure that the Safeguarding Service Leads are fully prepared for meetings with supporting paperwork and information.
  • To organise, take comprehensive minutes and administer meetings, ensuring timely dispatch of papers, and follow up of actions of performance meetings
  • Prepare and produce spreadsheets, presentations and other documents as requested using the format required by the Trust.
  • As requested, drafting documents for approval, from information requested and received, leading to production of accurately typed reports, letters, and other correspondence.
  • Receive highly confidential, complex, and sensitive information on a regular basis, observing confidentiality and the use of highly effective interpersonal and communication skills to handle potentially difficult or upsetting situations with stakeholders internal and external to the Trust.
  • Undertake small projects as appropriate as requested by line manager.
  • Being able to work independently on all aspects of role, recognising when it is appropriate to seek advice or assistance from a senior member of staff.

    • Business Support

  • To support the safeguarding service by inputting and extracting data from a number of sources in the development of dashboards, reports and updates relating to data quality, performance and activity.
  • To support the team with undertaking audits on a regular basis within areas of responsibility.
  • Prepare and set agendas from previous minutes, collate, and chase documents, and distribute papers for deadlines for senior meetings. Book venues, and organise complex meetings both on and off-site as required.
  • To identify areas for improvement and staff development, and development of action plans to continually improve service to patients and agreed performance indicators.
  • To provide administrative business support for the team governance meeting.
  • Ensure robust escalation processes are in place to assist with the delivery/sustainability of performance targets/standards within areas of responsibility and ensure that teams are aware of their responsibilities in relation to adhering to such processes.
  • Keep abreast of developments in the Trust IT database systems; ensuring learning is shared throughout the team.
  • Monitor budgets for areas of own responsibility, ensuring organisation financial procedures are adhered to
  • Identifying efficiency improvements within the Team and where necessary lead change programmes.
  • Ensure that organisation service standards are adhered to within the Team.
  • Be flexible to the needs of the service to ensure smooth running of the department.
  • Develop partnerships with internal and external stakeholders to ensure safeguarding agenda is optimised.

    • Person specification

    Qualifications

    Essential criteria

  • degree course in relate subject

    • Desirable criteria

  • Relevant IT package, ECDL or equivalent

    • Experience

    Essential criteria

  • Multi disciplinary working experience
  • knowledge of health care systems

    • Desirable criteria

  • Awareness of leglislation regarding safeguarding/data protection

    • Knowledge

    Essential criteria

  • Experience of using microsoft office
  • experience of complex decision making

    • Desirable criteria

  • experience of multi-tasking

    • Skills

    Essential criteria

  • Evidence of producing data set or written reports