Administrative Assistant - Safeguarding & Clinical Services
Posted 1 day 12 hours ago by NHS
Permanent
Part Time
Other
Somerset, Yeovil, United Kingdom, BA201
Job Description
Administrative Assistant - Safeguarding & Clinical Services We are looking for an organised and proactive Administrative Support Officer to support the Health Navigator within the Multi-Agency Child Protection Team (MACPT).
You will act as a key contact for primary care, supporting safeguarding processes by coordinating communication, advising on GP attendance at strategy meetings, and ensuring domestic abuse notifications are shared appropriately with practices.
You will also provide part-time administrative support to the Head of Clinical Programmes and Services, assisting with project coordination, meetings, and documentation across a range of clinical initiatives.
Key responsibilities
Support the administration and coordination of clinical development work across GPSU on behalf of the Head of Clinical Programmes and Services
Maintain and update information associated with those programmes and services
Coordinate meetings, including scheduling, preparing agendas, managing invitation lists, and distributing relevant documentation.
Attend meetings to take notes and maintain clear and accurate action logs, ensuring actions are tracked and followed up
Support the monitoring and maintenance of action logs, ensuring timely updates and accountability.
Assist in reviewing and managing the pipeline of work from internal and external stakeholders, gathering and organising information as required.
Liaise with GP practices and stakeholders to obtain updates, clarify requirements, and support effective communication across programmes.
Ensure documentation is maintained in line with organisational standards, supporting transparency and auditability of clinical services activity.
Provide general administrative support to the Head of Clinical Programmes and Services, contributing to the effective delivery of services and continuous improvement initiatives.
Build effective working relationships with the MACPT health navigator, GP practices, PODs, and wider safeguarding partners to support coordinated multi agency responses.
Facilitate clear, timely, and professional communication between primary care and external agencies involved in MACPT processes.
Work collaboratively with colleagues across primary care to ensure consistent, accurate, and high quality information is shared for strategy discussions.
Contribute to a supportive team environment, offering assistance, sharing information, and promoting a positive and solution focused approach.
Engage constructively with partners when handling domestic abuse notifications, ensuring information is disseminated appropriately and sensitively.
Participate in team meetings, reflective discussions, and learning activities to strengthen joint working and continuous improvement.
Maintain strong professional relationships built on trust, respect, and a shared commitment to safeguarding and high quality patient care.
Seek guidance and escalates concerns appropriately to senior colleagues or safeguarding leads to ensure safe and effective decision making.
Leadership/Management
Use initiative to make informed judgements within the scope of the role, escalating concerns appropriately to senior colleagues or safeguarding leads within Somerset ICB safeguarding team.
Take ownership of workload planning, ensuring tasks are prioritised effectively and completed to a high standard within required timeframes.
Contribute to a culture of continuous improvement by identifying issues, suggesting solutions, and supporting the development of more efficient processes.
Model professional behaviours, including reliability, confidentiality, and a calm, measured approach when handling sensitive or distressing information.
Support colleagues by sharing knowledge, offering guidance on processes, and contributing positively to team learning and development.
Maintain accurate and well organised records, demonstrating accountability and adherence to organisational policies and safeguarding standards.
Represent primary care professionally in communications with partner agencies, demonstrating confidence, clarity, and sound judgement.
Person Specification Qualifications
You will act as a key contact for primary care, supporting safeguarding processes by coordinating communication, advising on GP attendance at strategy meetings, and ensuring domestic abuse notifications are shared appropriately with practices.
You will also provide part-time administrative support to the Head of Clinical Programmes and Services, assisting with project coordination, meetings, and documentation across a range of clinical initiatives.
Key responsibilities
- Act as a main contact for MACPT Health Navigator
- Liaise with POD services where needed
- Process and share domestic abuse notifications securely
- Support clinical project coordination and meetings
- Maintain accurate records and manage sensitive information
- Has strong admin and organisational skills
- Can manage competing priorities and work independently
- Communicates well with a range of stakeholders
- Has excellent attention to detail
- Can handle confidential and sensitive information
- Is adaptable, proactive, and works well under pressure
- Act as the primary contact for the MACPT Health Navigator, supporting effective communication across primary care and partner organisations
- Support safeguarding processes, including screening GP attendance at strategy meetings and coordinating multi-agency input (including POD services)
- Receive, process, and securely disseminate domestic abuse notifications to GP practices
- Provide administrative support to clinical programmes, including project coordination, meeting management, and maintaining documentation
- Ensure accurate record-keeping, audit trails, and compliance with safeguarding and organisational standards
- Build and maintain effective working relationships with GP practices, MACPT members, and wider stakeholders
- Manage workload independently, prioritising tasks and meeting deadlines in a fast paced environment
- Handle sensitive and confidential information professionally, with empathy and discretion
- Contribute to team working, continuous improvement, and service development initiatives
- Use initiative and sound judgement, escalating concerns appropriately to senior colleagues
Support the administration and coordination of clinical development work across GPSU on behalf of the Head of Clinical Programmes and Services
Maintain and update information associated with those programmes and services
Coordinate meetings, including scheduling, preparing agendas, managing invitation lists, and distributing relevant documentation.
Attend meetings to take notes and maintain clear and accurate action logs, ensuring actions are tracked and followed up
Support the monitoring and maintenance of action logs, ensuring timely updates and accountability.
Assist in reviewing and managing the pipeline of work from internal and external stakeholders, gathering and organising information as required.
Liaise with GP practices and stakeholders to obtain updates, clarify requirements, and support effective communication across programmes.
Ensure documentation is maintained in line with organisational standards, supporting transparency and auditability of clinical services activity.
Provide general administrative support to the Head of Clinical Programmes and Services, contributing to the effective delivery of services and continuous improvement initiatives.
Build effective working relationships with the MACPT health navigator, GP practices, PODs, and wider safeguarding partners to support coordinated multi agency responses.
Facilitate clear, timely, and professional communication between primary care and external agencies involved in MACPT processes.
Work collaboratively with colleagues across primary care to ensure consistent, accurate, and high quality information is shared for strategy discussions.
Contribute to a supportive team environment, offering assistance, sharing information, and promoting a positive and solution focused approach.
Engage constructively with partners when handling domestic abuse notifications, ensuring information is disseminated appropriately and sensitively.
Participate in team meetings, reflective discussions, and learning activities to strengthen joint working and continuous improvement.
Maintain strong professional relationships built on trust, respect, and a shared commitment to safeguarding and high quality patient care.
Seek guidance and escalates concerns appropriately to senior colleagues or safeguarding leads to ensure safe and effective decision making.
Leadership/Management
Use initiative to make informed judgements within the scope of the role, escalating concerns appropriately to senior colleagues or safeguarding leads within Somerset ICB safeguarding team.
Take ownership of workload planning, ensuring tasks are prioritised effectively and completed to a high standard within required timeframes.
Contribute to a culture of continuous improvement by identifying issues, suggesting solutions, and supporting the development of more efficient processes.
Model professional behaviours, including reliability, confidentiality, and a calm, measured approach when handling sensitive or distressing information.
Support colleagues by sharing knowledge, offering guidance on processes, and contributing positively to team learning and development.
Maintain accurate and well organised records, demonstrating accountability and adherence to organisational policies and safeguarding standards.
Represent primary care professionally in communications with partner agencies, demonstrating confidence, clarity, and sound judgement.
Person Specification Qualifications
- GCSE Maths and English grade A C or equivalent.
- Educated to a minimum of NVQ level 3 in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
- Safeguarding training (level 2 or above) or willingness to undertake.
- Training in information governance and confidentiality or willingness to complete.
- Understanding of safeguarding principles and the role of primary care within multi agency processes.
- Experience prioritising and managing a varied workload under pressure.
- Clear, confident, and professional communication skills, both written and verbal.
- Ability to liaise effectively with GP practices, MACPT representatives, PODs, and wider safeguarding partners.
- Ability to communicate sensitively and appropriately when dealing with distressing or challenging information.
- Ability to build positive working relationships and contribute to effective teamwork.
- Ability to maintain confidentiality and professional boundaries at all times.
- Ability to interpret and summarise information accurately.
- Strong organisational skills with the ability to prioritise competing demands.
- Ability to work independently, managing workload effectively to meet deadlines.
- High level of accuracy and attention to detail.
- Ability to coordinate information flow between multiple agencies and stakeholders.
- Experience working in primary care, health, or multi agency safeguarding environment.
- Awareness of domestic abuse, its impact, and the importance of timely information sharing.
- Experience handling sensitive, confidential, and often distressing information.
- Knowledge of data protection, confidentiality, and information governance requirements.
- Experience maintaining accurate records and data quality standards.
- Experience of supporting projects, programmes, or service improvement initiatives (e.g. maintaining trackers, coordinating meetings, or supporting governance processes).
- Ability to assess and screen information to support decisions on GP attendance at strategy meetings.
- Ability to use initiative and make sound judgements within the scope of the role.
- Ability to identify when issues need to be escalated to senior colleagues or safeguarding leads.
- Ability to support coordination of multiple projects and maintain structured tracking systems e.g. project trackers, action logs, and pipelines of work.
- Computer literate with excellent working knowledge of Microsoft Word, Excel and PowerPoint.
- Ability to use clinical systems, Microsoft Office and secure information sharing platforms.
- Responsibility for Policy and /or Service Development (e.g. undertakes surveys / research / audits).
- Provide feedback on systems and workflows to support continuous improvement.
- Contribute to the development and improvement of administrative processes.
- Responsibility for Finance / Physical Resources (e.g. Budget holder / responsible for a delegated budget to purchase supplies for team / events).
- The postholder will be provided with equipment (such as a laptop). It is the postholder's responsibility to maintain this and report any issues in a timely way.
- Responsibility for Information Resources / Data (e.g . click apply for full job details