Panel AdministratorNHS
Job summary
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Adoption West is a regional adoption agency and registered voluntary adoption agency that provides adoption services for Bath & North East Somerset, Bristol, Gloucestershire, North Somerset, South Gloucestershire and Wiltshire Councils. Adoption West operates out of 3 hubs across the region, with offices based in Bristol, Gloucester and Trowbridge.
You will be part of the wider Business Support Team, ensuring that all administration systems and processes are maintained and developed to meet the performance needs of the service. The role will also provide secretarial support for confidential and sensitive matters relating to various investigations, providing a fully responsive and flexible business support service within the department.
Main duties of the job
Prepare and plan agendas for statutory Adoption Panels. Co-ordinating papers to ensure members have everything required to make safe recommendations to the Agency Decision Maker in relation to adopter approvals and adoption placements
To attend and take full, formal and detailed minutes of the confidential Adoption Panels which are a statutory requirement. Minutes produced are distributed within and outside the organisation, forming part of a childs record.
To attend and take full minutes of other confidential meetings.
To initiate and maintain systems for the recording of panel items and changes to data as required.
Finding solutions to unexpected problems such as Panel quoracy, missing paperwork, unexpected gaps in agendas
To organise and book the Adoption Panels, along with co-ordinating independent and internal panel members attendance to ensure quoracy.
Responsibility for the organisation of associated activities relating to Adoption Panels such as conferences, annual events, training days, etc; undertaking all associated activities (e.g. booking of venues, refreshments etc)
assist the wider service in providing an effective and efficient administrative support function
answer routine enquiries from service users, and internal and external customers, and ensure that enquiries are responded to professionally and relayed accurately
maintaining systems / spreadsheets as appropriate to aid monitoring processes and enable the production of accurate records.
Job description
The daily working environment for all administrative staff therefore necessitates dealing with distressing and sensitive information.Under the direction of the Administration Manager manage own workload and prioritise effectively:-1.To provide a confidential, secretarial minute taking and admin support service to Adoption Wests Adoption Panels and other meetings as required. Panels are held frequently and the post holder is responsible for ensuring Agendas are efficiently arranged, quoracy is maintained and that statutory guidelines and timescales are met.2.To be part of the wider Business Support Team, ensuring that all departmental systems and processes are maintained and developed to meet the performance needs of the service;3.To provide secretarial support for all confidential and sensitive matters relating to various investigations, providing a fully responsive and flexible business support service within the department.Specific duties and responsibilities include:Minute Taking and Administering MeetingsTo service meetings, including:-Prepare and plan agendas for statutory Adoption Panels. Co-ordinating papers to ensure members have everything required to make safe recommendations to the Agency Decision Maker in relation to adoption placementsTo attend and take full, formal and detailed minutes of the confidential Adoption Panels which are a statutory requirement. Minutes produced are distributed within and outside the organization and are kept for up to 100 years, forming part of a childs record. It is vital that minutes are accurate as failure to do so could lead to an illegal and potentially dangerous placement of a childTo attend and take full minutes of other confidential meetings.To initiate and maintain systems for the recording of panel items and changes to data as required.Liaise with all attendees of meetings and act as the contact point for communications. Attendees may be internal or external to the organization. Actions to be taken will include agreeing Panel member attendance to ensure quoracy and equity of attendance across the year; management of agenda items to ensure Panels run efficiently including postponing or replacing items.Finding solutions to unexpected problems such as Panel quoracy, missing paperwork, unexpected gaps in agendasOrganisation and Co-ordination ActivitiesTo organise and book the Adoption Panels, along with co-ordinating independent and internal panel members attendance to ensure quoracy.Responsibility for the organisation of associated activities relating to Adoption Panels such as conferences, annual events, training days, etc; undertaking all associated activities (e.g. booking of venues, refreshments etc)Text ProcessingTo apply a high skill level to the production of all text processing as required by senior managers (e.g. Complex reports, tables, minutes, presentations, leaflets, brochures, statistics etc), including the drafting of routine correspondence in the absence of managers; utilising shorthand skills and copy typing as required.Customer Care -To ensure a professional response service to all callers, including:-Being the point of contact for communications, ensuring the highest level of confidentiality, tact and discretion.Providing advice and guidance on Panel processes and requirements to practitioners, managers and attendees as necessary.Records and Information Systems -To be responsible for all records and information held in relation Adoption Panels, including:-Maintaining a confidential filing system, holding sensitive records, both electronic and paper based, ensuring the security of information/data and complying with policy and procedure.To assist with the maintenance of departmental databases Charms and operate all software systems, ensuring the accurate collection and recording of data and information.To interrogate and produce reports from various systems for senior managers as required.To collate statistical and other management information as requested.General Administrative Duties -To support the Business Services Team to deliver the full range of secretarial and administrative services across the Department, including:-To provide advice/guidance to other administrative staff as necessaryTo carry out specific project work, under the direction of the managerTo undertake routine processes associated with Reviews/Conferences of Children who are In Care and subject to Child Protection ProceduresTo respond flexibly to the needs of the whole service, providing cover across teams/Offices as and when requiredAssist in the development of all systems/procedures operating with the Team/Area
About us
Adoption West:
is an organisation with a wealth of experience and has a learning culture, committed to enabling the post holder to grow and develop in their role.
provides support through supervision and training.