Safeguarding & Security Assistant

This post can be based at Leamington Spa or Rugby, but you must be able to get to all sites.

PROTECTION OF CHILDREN AND YOUNG PERSONS (THE CHILDREN’S ACT 1989)

Any offers of appointment will be subject to a Disclosure and Barring Service (DBS) check (formerly CRB), a certificate of good conduct if applicable, plus receipt of satisfactory references, Occupational Health clearance, an understanding of safeguarding and qualifications verification. An Enhanced DBS check is required for this position as you will be working within 'Regulated Activity' within a specific place (i.e. the College).

This role is classed as working within Regulated Activity. It is an offence to apply for this role if you are barred from engaging in regulated activity relevant to children. By applying for this position, you agree to an Enhanced DBS check in line with DBS regulations.

https://blob.wcg.ac.uk/pdf/child-protection-procedure-a5e67894d353c2adb6ac53c08ce6e758.pdf

JOB PURPOSE

The Administrator will provide comprehensive, highly confidential, and proactive administrative support to the Director of Safeguarding & Security and the wider DSL team.

This role serves as the central administrative hub for the department, ensuring smooth daily operations, effective communication, and the secure handling of sensitive data. The successful candidate will navigate a fast-paced environment, balancing administrative assistance with broader team coordination and project support.

This role reports into the Director of Safeguarding & Security.

KEY RESPONSIBILITIES

1. Safeguarding Team Administration

● Team Coordination: Act as the primary administrative point of contact for the wider DSL team, facilitating cross-departmental communication and organising team meetings, training sessions, and workshops. Support the DSLs with monitoring of high risk students, including reporting on attendance and follow up to external and internal meetings.

● Safeguarding Administration: Monitor and update safeguarding systems (e.g., MyConcern /CPOMS ) as required, and follow up on outstanding actions. Ensuring confidentiality and compliance with GDPR and Safeguarding Legislation at all times

● Inbox Monitoring: Manage the central Safeguarding inbox, ensuring queries, incident reports, or external agency requests are logged and escalated to the appropriate person(s) promptly.

2. Safeguarding & Security Operations

● Confidential Data Management: Maintain highly sensitive safeguarding logs, incident reports, and security records in strict compliance with data protection regulations (e.g., GDPR) and internal confidentiality protocols.

● Compliance Support: Managing the safeguarding file transfers of new WCG students to ensure appropriate risk assessments and confidential handovers take place early in the academic year and then maintain accurate registers / files of high risk students.

● Security Support: Supporting the implementation of security protocols and the development of procedures and policies linked to this.

● Onboarding & Offboarding: Support the induction process for all new staff members, arranging MyConcern/CPOMs access, and raising awareness of both the Safeguarding and Security team.

OFFERS OF WORK

For the successful candidate a conditional offer of work will be made. Our offer of work will be conditional upon a number of mandatory pre-employment checks, to include but not limited to: DBS, Barred List check, right to work check, internet search, TRA check (academic posts).

Essential Attainments:

● Ability to demonstrate good literacy and numeracy skills.

● Ability to work as a team to ensure information sharing so that students are supported and safeguarding duties are upheld, and confidentiality maintained.

● Excellent IT skills and working knowledge of emails, the internet and Microsoft Office products

● Excellent administration and organisational skills with the ability to prioritise workload and work to deadlines

● Excellent communication skills, using a range of platforms - emails, Google Meet, phone and in person.

● Familiarity with safeguarding guidance and legislations, and data protection regulations (e.g., GDPR) and records management best practices.

● Experience of working within a safeguarding environment or an environment such as HR, Legal, medical or education.