Dbs Administrator - London, United Kingdom - The Diocese of Westminster

The Diocese of Westminster

Verified Company

London, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

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DBS Administrator_
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Safeguarding Department_
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Vaughan House, 46 Francis Street, London, SW1P 1QN_
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Permanent_
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35 hours per week_
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£25,000 per annum_

Job Purpose:

Principal duties and responsibilities:

Support of Safeguarding Team

1. To perform clerical duties to support the Team

Mailing and filing correspondence
Sort, stamp and distribute incoming mail
Take phone calls

2. To support meetings and events

Arrange inperson and virtual meetings and book rooms where necessary
Support with planning and logistics for meetings, workshops and training courses
Accurate note and minute taking as required

3. To ensure records and files are up-to-date

Update office Safeguarding records
Enter data accurately onto spreadsheets and online databases
Keep spreadsheets uptodate where assigned
Photocopy and scan documents for filing
File documents electronically and physically
To prepare and support migration of case file records

4. To ensure office supplies are available

Keep office supply inventory in order
Maintain stock of office supplies and notify Team Admin/Office Manager when stocks are running low

5. To communicate effectively with a wide range of stakeholders (internal/external)

Work closely with the team
Answer phone calls and deal with enquires related to the role as appropriate
Maintain good interactions with parish safeguarding representatives

6. To ensure all administrative tasks are completed to support the Team and staff

To contribute to the smooth running of the Safeguarding Office and respond to requests by wider team members
Perform additional duties as required and assigned by the Line Manager

Support of DBS Administration

8. To ensure details with regard to DBS are accurately and appropriately recorded and filed in accordance with the DBS Code of Practice

To enter disclosure details in the national database
To ensure all databases/files are kept up to date
To input and update the computer databases and spreadsheets
To scan and file all diocesan paperwork onto the scanning database and ready for dispatch
To hold and store all confidential information securely and in accordance with GDPR and data handling procedures
To destroy confidential paperwork as advised and within the specified timeframes

9. Quality Assurance

To support the DBS Team with preparations for monthly reports from the computer database to parishes and organisations
To support the DBS Team with their monthly audit on the progress of DBS matters and support the production of the monthly data report from the database for discussion with the Senior DBS Administrator/Safeguarding Coordinator
To support with the production of an Annual Report for the Trustees Safeguarding Committee

10. Other responsibilities

Following training the post holder will also:

Provide support to Parish Safeguarding Representatives with regard to DBS
Provide support to the wider Safeguarding Team
Any other duties at the request of the Office Manager or Safeguarding Coordinator
Contribute to deliver the Safeguarding Team training sessions and any other events, as required

Our Diocesan Values
Catholic social teaching covers all spheres of life, whether economic, political, personal or spiritual. At the heart of Catholic social teaching are the four ethical values of love, truth, justice, and freedom.

As the administrative support function of the diocese, here to serve our parishes, agencies and schools, it would be out of step if we did not hold similar values.

We believe that for us to succeed we aspire to be person-centered and place human dignity at our centre.

We strive to take a holistic approach to the development of our people so that we may better serve the functions of our church.

Our core values are
Competence, Reliability, Honesty, Perseverance and Love.

Competence
We strive to achieve total competence in all that we do.

As an employer and as the administrative support function to our parishes, agencies and schools, we are committed to developing and maintaining our knowledge, our skills and our expertise at the highest level required to benefit those we serve.

Reliability

Because our parishes, agencies and schools rely on us to support them in the work that they do, we aspire to deliver excellent service with consistency.

We can be depended upon to deliver on commitments and promises and make the lives of those we support more rewarding.

Honesty
We will act with integrity and truth, and be straightforward in our dealings with others at all times. We will challenge when appropriate, and act with fairness and transparency at all times. If we make an error, we will own that mistake and can be trusted to make it right. We will be authentic in our passion for the support we provide to our