Job overview
The Safeguarding Children Administrative Support role provides essential administrative and secretarial assistance to the safeguarding team, ensuring the smooth operation of safeguarding processes and compliance with statutory requirements. The post-holder will manage day-to-day administration, including patient data collection, record management, audio typing, report preparation, and stationery ordering, while maintaining confidentiality and information governance standards.
Key responsibilities include servicing safeguarding meetings by preparing agendas, taking and typing minutes, and coordinating logistics, as well as providing direct administrative support to the Named Nurse for Safeguarding and the safeguarding liaison nurses. The role also involves developing forms and documentation, supporting the design of training materials, and assisting in quality improvement initiatives. The post-holder is expected to work independently, use initiative, and maintain high standards of accuracy and professionalism at all times.
This position does not involve line management or direct patient care but plays a critical role in supporting frontline staff to deliver safe and effective safeguarding services. The role requires participation in mandatory training, professional development, and the Trust’s appraisal process to ensure continuous improvement and personal growth.
Main duties of the job
The post-holder will manage all aspects of administrative communication, including electronic, paper, and telephone correspondence, ensuring compliance with information governance and redirecting queries appropriately. They will provide comprehensive secretarial and administrative support including collection and maintenance of patient data, filing, audio typing, report preparation, and ordering of stationery. The role includes servicing safeguarding meetings by preparing agendas, taking and typing minutes, coordinating logistics such as room bookings and refreshments, and distributing documentation.
The post-holder will support the Named Nurse for Safeguarding and children’s safeguarding liaison nurses by managing calendars, drafting letters, formatting reports, and assisting with training materials. They will develop and maintain service forms and documentation, ensure safe practice in handling sensitive information, and contribute to team meetings to plan and review work objectives. The role may also involve participating in quality improvement initiatives, project work, internal job rotation, and providing flexible support during team absences, in line with the needs of the service.
The post-holder is expected to work independently, take initiative, and maintain confidentiality and security of client information at all times, while upholding the Trust’s mission and values and contributing to continuous service improvement and patient-centered care.
Working for our organisation
At UHSussex, diversity is our strength, and we want you to feel included to help us always deliver Excellent Care Everywhere, as shown in our Outstanding for Caring CQC rating. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of staff networks to help break down barriers, and can offer a buddy to help new members settle in. We’re proud to be a Disability Confident Employer (Level 3) and a Veteran Aware Trust.
Candidate Pack
Detailed job description and main responsibilities
Please note: This role does not meet the minimum criteria for visa sponsorship under the current UK immigration rules, which set specific salary and skill thresholds. As such, we are unable to provide sponsorship for this post. Applicants will therefore need to already have the right to work in the UK to be considered. We include this information at the outset to provide clarity and avoid unnecessary inconvenience for applicants.
Overview
The Safeguarding Children Administrative Support role is a key position within the University Hospitals Sussex safeguarding team, providing dedicated administrative and secretarial support to ensure the smooth running of child safeguarding processes. This role is critical in maintaining statutory compliance, accurate record-keeping, effective communication, and operational efficiency. The post-holder supports the Named Nurse for Safeguarding, children’s safeguarding liaison nurses, and the wider safeguarding team, enabling frontline staff to focus on direct safeguarding and clinical duties. The post-holder must work with professionalism, confidentiality, and attention to detail, delivering high-quality administrative support in a busy and sensitive environment.
Purpose of the Role
The primary purpose of the Safeguarding Children Administrative Support role is to ensure the effective administration of all safeguarding activities, enabling timely and accurate processing of safeguarding information and referrals. The post-holder manages communication, coordinates meetings, produces and maintains safeguarding documentation, and supports training and quality improvement initiatives. By undertaking these responsibilities, the post-holder plays a vital role in safeguarding children and vulnerable adults, ensuring that statutory deadlines are met, and that high standards of record-keeping, compliance, and information governance are maintained. This position is essential to reduce risk for frontline staff, enhance operational efficiency, and maintain continuity of service.
Key Responsibilities and Duties
Communication
The post-holder manages all forms of communication, including electronic, paper, and telephone correspondence, ensuring compliance with information governance and confidentiality requirements. They respond to queries, forward relevant information to appropriate team members, and act as the first point of contact for administrative matters. Effective communication is crucial in supporting the safeguarding team and ensuring accurate information flow between staff, other departments, and external agencies.
Service Delivery and Administration
The post-holder provides comprehensive secretarial and administrative support to the safeguarding team. This includes collecting and maintaining patient data, filing, photocopying, audio typing letters, and preparing reports. They are responsible for managing day-to-day administrative processes, ensuring that correct procedures are followed and monitored for compliance. This includes the design and maintenance of forms and other service documentation, supporting workflow efficiency and ensuring accurate records.
Safeguarding Meetings and Coordination
The role involves servicing safeguarding meetings by preparing agendas, coordinating logistics such as room bookings and refreshments, taking minutes, typing and distributing minutes, and tracking follow-up actions. The post-holder ensures that meetings are well-organized, and that all documentation is prepared and distributed in a timely manner. This includes supporting multi-agency meetings and ensuring that all safeguarding actions are accurately recorded and tracked.
Support to Named Nurse and Liaison Nurses
The post-holder provides direct administrative and secretarial support to the Named Nurse for Safeguarding and children’s safeguarding liaison nurses. Duties include managing calendars, scheduling appointments, preparing letters, formatting reports, and supporting the development of training materials. The post-holder ensures that all administrative functions are delivered efficiently, allowing clinical staff to focus on direct safeguarding work.
Training and Quality Improvement
The post-holder assists in the design and preparation of training materials and resources to support safeguarding education and development. They contribute to quality improvement initiatives by ensuring accurate documentation, supporting audit requirements, and assisting in service redesign projects. Participation in team meetings to review and plan work objectives is expected, along with input into workflow improvement and service delivery processes.
Independence and Initiative
The post-holder is expected to work independently, demonstrating initiative and accountability in the absence of direct supervision. They manage their workload effectively, ensuring that all tasks are completed to high standards and within deadlines. They are responsible for maintaining safe practice regarding patient information and ensuring compliance with confidentiality and information governance policies.
Stationery and Supplies
The role involves maintaining stationery stocks and ordering supplies through the Trust ordering system, in line with organisational procedures. The post-holder ensures that all office resources are available to support the team and that supply levels are monitored and managed efficiently.
Team Participation and Development
The post-holder attends regular team meetings, contributing to planning, reviewing work objectives, and supporting team development. While the role does not have line management responsibilities, the post-holder is expected to contribute positively to the team environment and provide informal guidance to colleagues where appropriate.
Learning and Development
The post-holder participates in mandatory training updates, identifies personal learning needs, and undertakes development opportunities as agreed with their line manager. They actively engage in the Trust’s appraisal process and professional development framework, ensuring continuous improvement of personal skills and contribution to the safeguarding service.
Person specification
Application form and interview
Essential criteria
1. NVQ level 2 in Business & Admin or equivalent
2. Able to communicate by written or verbal means clearly and effectively. Able to develop and maintain a supportive relationship within the team. Able to analyse basic spreadsheets and forms for relevant information Demonstrable and Proven IT skills in all Microsoft Office software. Ability to demonstrate attention to detail. Ability to demonstrate a positive attitude to change
3. Ability to work independently, flexibly and perform effectively under pressure
4. Willingness to undertake continuous learning and development
5. Ability to work independently when required Understands limitation of own practice
Equality, Diversity, and Inclusion
Essential criteria
6. Evidence of having undertaken own development to improve understanding of equalities issues
7. Evidence of having championed diversity in previous roles (as appropriate to role).
Important information for applicants:
A Note on AI Use in Applications
We value the individuality and authenticity that each candidate brings to the application process. While AI tools are increasingly accessible, we strongly discourage their use in completing your application. Your responses should reflect your own voice, experiences, and motivations—elements that are essential to a fair and accurate evaluation.
Applications that rely heavily on AI-generated content may misrepresent your abilities and could result in your application being rejected. We encourage you to take the time to present your genuine self, as this helps us better understand your potential and ensures a transparent selection process.
Closing Adverts Early: In the event of exceptional interest, we may close adverts earlier than specified.
Some of our adverts are capped for a limited number of applications; therefore, the advert will close once the cap has been reached. We therefore encourage you to submit your application as soon as possible if you are interested in the position to prevent you from missing out on applying for the opportunity.
Flexible Working: If you would like to explore potential options regarding flexible working please speak with the appropriate recruiting/line manager.
DBS Checks: As part of our commitment to a safe working environment, we undertake a Disclosure and Barring Service check on all new employees where the role is eligible for a criminal record check. We make offers in line with the Rehabilitation of Offenders Act 1975.
Skilled Worker Visa: Applications for Skilled Worker sponsorship are welcome for the roles that meet the Visa and Immigrations eligibility criteria. For further information please visit the gov.uk website searching for Skilled Worker. It is your responsibility as the applicant to ensure that you meet this criteria.
UHSussex reserves the right to close the role early if we receive a high volume of applications