Safeguarding Team Administrator Job Neath Wales UK,Administrative/Clerical

Overview

This is an exciting opportunity to join the corporate safeguarding team for a 12 month secondment. This will involve working within a busy team, providing administrative support for a wide range of tasks, including diary management, minute taking, maintaining datasets, preparing reports by obtaining data and charts from systems such as Datix, Spike or Paris, supporting the training programme as well as other day to day activities.

Key Responsibilities

Responsibility for ensuring all correspondence is accurately and appropriately presented
Maintain/manage diaries
Email management
To be highly skilled and experienced in the full range of secretarial work practices and software programmes
To use touch typing, audio and shorthand skills as necessary in daily work
To use appropriate software and equipment on a daily basis to create a variety of documents to meet the diverse needs of the manager and team
Advanced keyboard skills to be used to provide accurate and timely reports (touch typing at fast speed)
To transcribe formal minutes of meetings and distribute and store/file as necessary
To support the manager in the interview process, dealing with associated paperwork
To be responsible for the accurate storage, retrieval and archiving of information according to the Data Protection Act 2018 and the Freedom of Information Act 2000
To be responsible for a number of databases and filing systems
To use knowledge, and experience to meet the needs of the service by completing tasks on a daily basis
To use systems such as Paris, Spike, Excel, Word, Datix and MS Forms to retrieve data, create charts and develop reports
To update skills as necessary and attend mandatory training
To order non‑stock requisitions, researching equipment/products if necessary
To regularly monitor stationary levels, ordering as appropriate
To maintain and be responsible for maintaining equipment and reporting faults

Analytical and Judgemental Skills

To manage and organise own time and work efficiently and adhere to deadlines to enable the smooth running of the department
To manage deadlines with unpredictable work patterns
To concentrate on completing tasks during periods of frequent interruption from staff and switching attention
To report and ensure equipment and environment faults are dealt with by relevant persons
To arrange/set up meetings, send out meeting invitations, book rooms, compile agendas and take formal minutes, as required
Ensuring all messages are relayed as quickly as possible
Manage and maintain diaries and emails for colleagues as requested

Planning and Organisational Skills

To manage and organise own time and work efficiently and adhere to deadlines to enable the smooth running of the department
To manage deadlines with unpredictable work patterns
To concentrate on completing tasks during periods of frequent interruption from staff and switching attention
To report and ensure equipment and environment faults are dealt with by relevant persons
To create, maintain and update online filing systems
To arrange/set up meetings, send out meeting invitations, book rooms, compile agendas and take formal minutes as required
Ensuring all messages are relayed as quickly as possible to managers and their teams

Physical Working Conditions and Environment

Regular and continuous use of VDU equipment. The post holder will need to spend long periods of time within an office environment, sitting in a restricted position at VDU and keyboard computer. The post holder will have the opportunity to work from home, as agreed with their manager.

Information Resources

To assist the managers in research and development activities such as audit. To undertake surveys/audits of own work area as necessary. Using trust business intelligence systems to produce reports. Producing spreadsheets and graphs using excel. To use MS Teams to book meetings & maintain the Safeguarding Team's Channel.

Qualifications

The post holder will have experience working in previous administrative roles, ideally within a healthcare setting and will be confident to work independently, with an ability to communicate, prioritise, adapt and respond to their workload effectively. The post…


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