JOB DESCRIPTION

POST:Business Services Officer (Safeguarding Adults MCA)

LOCATION:Agile Worker

REPORTS TO:Safeguarding Co-ordinator

ACCOUNTABLE TO:Head of Safeguarding Adults and Mental Capacity Act Manager

JOB PURPOSE
  • The role of this post is to support to both the MCA DOLS function and the Safeguarding Adults function within the team as and when required.
  • To undertake the full administration of all Deprivation of Liberty Authorisation requests (MCA DoLS) in line with set policies and procedures.
  • To co-ordinate and professionally schedule a range of meetings related to Safeguarding Adults and MCA within the strict timescales set by national legislation, on behalf of focus, independent adult social work which will involve liaison and co-ordination with a range of stakeholders both internal and external to the organisation, (e.g. Police, NELC, Health, GP’s, Legal Services, service users and/or carers, etc.). This will involve the handling of confidential and / or sensitive information on a regular basis.
  • To provide an effective, confidential administrative and secretarial support service to the Safeguarding and MCA DoLS service team.

PRINCIPAL DUTIES AND RESPONSIBILITIES

ADMINISTRATION

  • Administer all Deprivation of Liberty Authorisation requests through to the team. This involves the checking of authorisation requests, liaising with care homes and hospitals over requirements, liaising with assessors over completion of assessments in a timely and correct manner, production of a formal decision, and dissemination of appropriate information to appropriate bodies, along with the appropriate recording of authorisation requests and decisions on departmental databases and spread sheets.
  • To timetable, track and review all Deprivation of Liberty Authorisations ensuring that Part 8 Reviews are undertaken in the set timescales and adhere to set policies and procedures. This will include liaison with interested and consulted bodies around the compliance of conditions placed on authorisations.
  • To terminate Deprivation of Liberty Authorisations as and when required.
  • To support, organise and facilitate a range of MCA DoLS and Safeguarding Adults meetings, which will include long term planning and scheduling of meeting dates and attendees; resolution of any conflicting scheduling arrangements; preparation of meeting notifications and agendas; booking of venues, equipment and refreshments and production and circulation of associated documentation, along with attendance and minute-taking and production, chasing and updating of relevant action logs.
  • Provides a range of administrative and secretarial support services to the team, ensuring work is completed accurately and within set timescales. This will include being responsive to their needs and contributing to making their roles effective.
  • Prepare a wide range of documents, reports, minutes, care plans, internal forms (some of which may be of a highly confidential nature), presentation work and excel spread sheets.
  • Organise and manage the diaries for team members; arranging meetings, preparing papers and files for meetings and arranging travel / accommodation.
  • Arrange conference and training activities, including booking of venues, equipment, ordering catering, maintaining lists of attendees and preparation and distribution of relevant documentation in order to ensure the smooth running of meetings etc.
  • Maintain a system for receipt and distribution of incoming and outgoing post, (including electronic correspondence) for the team ensuring accurate audit trails are maintained. To use judgement and initiative to ensure correspondence is forwarded to the appropriate team members.
  • Provide and maintain an effective, accurate and up to date filing and record system (manual and / or electronic). Ensure files and client records are stored in and used in accordance with the focus, independent adult social work’s confidentiality policies and procedures, Data Protection and Caldicott Guidelines.
  • Adhere to the Team’s Archiving Policy and ensures records / files are easily retrievable.

COMMUNICATION

  • Provide an efficient and effective front line service for the team. Dealing with a wide range of enquiries from the public and other staff members, both face to face, over the telephone and by electronic or written communication, ensuring that all enquiries are dealt with in an efficient manner, maintaining confidentiality at all times. To be able to refer on to appropriate staff, where applicable, which may involve liaison with other departments and outside agencies, and will require effective dissemination of information.
  • Take telephone referrals for the DoLs function within the team; these can range in length of time and can have varying levels of complexities and input the referrals directly onto SystmOne.
  • To be responsible for ensuring visitors and callers to the service are directed to the appropriate areas, demonstrating tact, diplomacy and sensitivity skills to deal with individual needs; such situations may sometimes be potentially confrontational or abusive.
  • Maintain contacts at all levels through focus independent adult social work and external contacts in order to fact find or give advice/information.
  • Co-ordinate the information received into the team through the maintenance of an incoming post log to include sorting, recording and distribution to the most appropriate person within the team in order that it can be acted upon in a timely and efficient manner.
  • To communicate at all levels, both by phone, face to face and by electronic communication, using the appropriate language, tone and pitch.
  • Under direction, prepares written communications in response to other agencies enquiries and complaints, maintaining appropriate records.

PROCEDURES

  • Contributes to the implementation of new administrative procedures, developments and working methods including updating any procedures manuals and briefing members of the administrative team.
  • Be aware of all relevant policies and procedures laid down by focus, independent adult social work
  • Assist the Business Services Manager and Senior Business Services Officer to develop and maintain administrative systems and procedures, introduce new protocols as appropriate to the duties and functions of the service.

TECHNOLOGY / NEW DEVELOPMENTS

  • Uses information technology systems appropriately i.e. Microsoft Office, Excel, Outlook, SystmOne etc.
  • Uses and maintains the department’s database, updates as new information is received ensuring the information is accurately entered.
  • Responsible for keeping up to date with changes in legislation, policy, practice and corporate or Thematic guidance as it may affect or impact on the work of business support, e.g. Data Protection, Customer Service Standards, Freedom of Information etc.

TRAINING

  • Provides training and guidance to administration staff who may be required to undertake the processing of Deprivation of Liberty Authorisation requests.

GENERAL

  • Promotes and maintains best practice in health, safety and security, maintaining and developing the environment to improve these issues. Must work in a way that minimises risk to health, safety and security and identifies risks.
  • To be responsible for their own personal development as per local policy.

FREEDOM TO ACT

  • Work is managed rather than supervised, results and outcomes are assessed at agreed intervals.

NB: This job description gives only the principal duties and responsibilities of the post and, therefore, the post holder will be required to undertake various other duties which are implicit in the principal duties. Focus have the right to modify the Job Description (in accordance with the grade of the post) and modifications will be by mutual consent wherever possible.

PERSONAL RESPONSIBILITIES

As well as the departmental rules and procedures, which you are required to observe and follow, focus has developed a number of general policies and procedures that apply to your employment.

Whilst focus recognises specific responsibilities fall upon management, it is also the duty of all employees to accept personal responsibility for the practical application of these policies, procedures and standards. You should familiarise yourself with these, and ensure that you understand and adhere to them.

Particular attention is drawn to:-

Health and Safety

Under the Health & Safety at Work Act 1974 it is the responsibility of individual employees at every level to take care of their own health and safety at work and that of others who may be affected by their acts at work. This includes co-operating with management in complying with health and safety obligations, particularly by reporting promptly any defects, risks or potential hazards.

Fire Procedure

The post holder must adhere to focus’ Fire Policy, including training attendance.

Equal Opportunities

focus has policies covering Equal Opportunities and Harassment. The aim is to ensure that no colleagues, potential employees, patients/clients are harassed, or receive less favourable treatment on the grounds of disability, age, sex, sexual orientation, marital status, race, colour, religion or ethnic/national origin.

Security and Confidentiality

The post holder must adhere to a range of policies, procedures and legislations relevant to security and confidentiality, these include:

  • Data Protection Act 1998
  • Copyright, Designs and Patents Act 1988
  • Access to Health Records Act 1990
  • Computer Misuse Act 1990
  • BS7799 (Information Governance)
  • Caldicott
  • Document and Records Management
  • Mental Health Act

Additionally, all staff are required to attend an annual briefing on Information Governance and Security.

You are required to keep all client information confidential unless disclosure is expressly authorised by your employer. Misuse of or a failure to properly safeguard confidential data will be regarded as a disciplinary offence.

This job description reflects the current main organisational priorities for the post. In the context of rapid change taking place within Social care, these priorities will develop and change in consultation with the postholder in line with service business needs and priorities.

Specific objectives for the postholder will be regularly agreed and reviewed as part of an individual performance process.

Focus independent adult social work C.I.C., Registered number 8604885, A company limited by guarantee, registered in England and Wales

Registered office: Heritage House, Fishermans Wharf, Grimsby, DN31 1SY1

PERSON SPECIFICATION

POST: / Business Services Officer (Safeguarding Adults and MCA)
ESSENTIAL CRITERIA / DESIRABLE CRITERIA / HOW TESTED
EDUCATION/ QUALIFICATIONS /
  • OCR / RSA III Typing or Word Processing or equivalent or ability to demonstrate an equivalent competency
  • Evidence of a sound education background including Maths / English to GCSE standard or equivalent
/ Certificates
Application Form
Interview Test
EXPERIENCE /
  • Previous experience of working within an administration environment
  • Experience of communicating with a range of different people on a wide range of issues
  • Experience, and understanding of the confines, of working within a confidential environment
  • Experience of, and ability to use, Microsoft Office packages
/
  • Previous experience of taking accurate minutes in complex and/or highly confidential meetings
/ Application Form
Certificates
Interview
Test
References
SKILLS/ABILITIES /
  • Ability to take accurate and well-presented minutes of meetings
  • Ability to stay focussed during lengthy and/or complex meetings when taking minutes and, due to the number of meetings the postholder will attend, ability to transcribe and type up minutes quickly and accurately.
  • Ability to handle distressing / traumatic information and know when to seek support
  • Ability to use own initiative and apply independent judgement during the organisation of and attendance at Safeguarding meetings.
  • Ability to demonstrate tact, diplomacy and sensitivity when dealing with highly confidential and personally sensitive information
  • Effective communication skills and ability to communicate with a range of people including clients, staff, managers and external agencies
  • Excellent, high level secretarial skills
  • Able to work to deadlines and cope calmly in pressurised situations
  • Able to take a proactive approach to delivery of first class services to internal and external clients.
  • Effective IT skills and the ability to produce a variety of well presented and accurate documents using Microsoft Word, Powerpoint & Excel.
/ Application Form
Interview

Test

References
KNOWLEDGE/ UNDERSTANDING /
  • Has an understanding of and respect for confidentiality in relation to all aspects of work
  • Has an understanding and knowledge of administrative processes, systems and procedures.
  • Has knowledge and understanding of the implications within the Data Protection Act and Access to Health Records Act or the ability to accurately research and obtain a high level of understanding in this area.
/

Application Form

Interview
Working Arrangements & Personal Availability /
  • Must be able to meet the physical and travel/mobility requirements of the post (with or without reasonable adjustments)
  • Must have a flexible approach to duties and working relationships.
  • Must be flexible with regard to location and working hours dependent on needs of the service.
  • Must be willing to undertake specific training which is essential to the post and take responsibility for keeping oneself up to date with legislation changes which impact on the role
  • Able to respond positive and work effectively within an ‘agile’ environment.
/ Interview
Health and Safety /
  • Must have a basic knowledge and understanding of Health and Safety issues and constraints
/
  • Ability to understand the impact of Health and Safety in relation to working within a Social Care environment
/ Application Form
Interview