Purpose of the Job

To provide an efficient and effective administrative service to the Brighton & Hove Safegaurding Adult Board requiring the need to facilitate complex and multi-agency meetings and discussions in order to support the SAB Business Manager.  

1. Requires considerable and detailed knowledge of own team activities and how it relates within the Council and to external partners.

2. Regular exposure to sensitive information e.g. taking minutes, typing reports or helping with audits concerning adult protection and safeguarding issues.

3. Requires a degree of personal judgement, initiative and responsibility with little or no supervision

Principal Accountabilities

To provide full administrative support to the SAB Business Manager and undertake these duties in accordance with statutory and departmental requirements.

 To take accurate and timely minutes for quarterly SAB Board and SAB sub-group meetings when appropriate.

To assist in the development and co-ordination of projects and related activity including work plans and documentation for discussion/briefings.

 To undertake process incoming and outgoing mail. Undertake photocopying and fax transmissions, as requested.

 To produce business documents from provided material such as reports, policies and procedural

 To manage and maintain electronic diaries and provide telephone cover, taking messages and directing calls as necessary.

 To create and use spreadsheets to produce statistics and financial summaries as required.

 To maintain electronic filing systems, including establishment of new folders and files as necessary.  

 To organise meetings and book rooms as required.

 To arrange conferences and other training events (e.g. identify and book appropriate venues, manage registration, communicate with participants, assist with the production of materials, and provide support on the day)

To deal appropriately with all enquiries including complex or less routine/straightforward queries without reference to others and where initiative and judgment are required when deciding the appropriate course of action.

To liaise with colleagues in Health and Social Care, SAB Business Partner agencies, and others, to assist the SAB Business Manager in the effective delivery of their business and related adult’s safeguarding activity.  

 To assist with the content, design and promotion of information and publicity materials (including leaflets, articles and web based information).

To assist in the maintenance of the SAB website.

 To support the SAB Business Manager in the production of business papers and reports (including the SAB Annual Report), liaise with partners and co-ordinate information as directed.  

To undertake administrative work related to any Safeguarding Adult Reviews.

To undertake ad hoc projects in areas of general administration as required by the SAB Business Manager.

 To develop and maintain awareness of priorities, developments and current issues relevant to Health and Social Care and the Council; to work in accordance with agreed policies and procedures.  

To ensure that all required information is kept confidential, and maintain discretion on sensitive issues