Safeguarding Team Administrator

Position Overview

The Safeguarding Team Administrator plays a crucial role in providing comprehensive administrative support to the Safeguarding Team. This position requires exceptional attention to detail to ensure the accuracy and completeness of information within the Volunteer Screening Database (VSD) while maintaining data integrity and confidentiality. This role includes tracking membership expirations, creating and maintaining files, updating databases, and performing related actions to safeguard the database’s integrity. The successful candidate will be responsible for managing the daily Confidential Match report and addressing the administrative needs of the MS Team. We are looking for a proactive and organized committed individual to join our team. This position is required to be on-site. This role reports to the Manager of the Safeguarding Team.

Responsibilities

• Creates, maintains, and digitizes VSD files.
• Oversees and monitors team attendance.
• Responds to inquiries from other departments.
• Reviews the daily Confidential Match report by retrieving files, assessing match details, and notifying councils as necessary.
• Manages physical file organization (e.g., drawer labels, alphabetization).
• Handles departmental mail processing.
• Retrieves and verifies membership information.
• Conducts research on historical materials.
• Communicates with councils regarding membership details (e.g., old troop rosters).
• Notifies team members and/or councils about information received (e.g., by mail).
• Answers calls and emails related to MS and VSD matters, resolving or escalating as appropriate.
• Participates in special projects and assignments as required.
• Performs other related duties as assigned.

Competencies

• Knowledge of: Document management best practices and procedures; data security and confidentiality regulations; Salesforce, Adobe, Microsoft Office Suite and other relevant software.
• Skill in: Writing and documentation; troubleshooting and resolving technical problems, interpersonal communication; attention to detail and accuracy; organization and time management.
• Ability to: Maintain data integrity and confidentiality; personally process potentially disturbing material including information regarding abuse; navigate various information sources to conduct research; learn new technologies and processes quickly, adapt to changing priorities and deadlines; work independently and as part of a team.

Preferred: Associate’s or Bachelor’s Degree in Business Administration or a related field from an accredited college or university.

Qualifications

• Minimum of three (3) years of experience in ­­­­­records management or a related field.
• Must pass a criminal history background check.