20919 - H&S Business Administrator Specialist 4

This is a Health ,Safety and Fire role at HMP Wormwood Scrubs. Health,Safety and Fire knowledge/qualifications desirable, but not essential [training will be provided]

Overview of the job

This is a specialist administrative job in an establishment

Summary

The job holder will provide administrative support to the Health and Safety and Fire Manager, maintaining administration systems effectively and efficiently within specified timescales for the establishment.

This is a non-operational job with no line management responsibilities.

Responsibilities, Activities and Duties

The job holder will be required to carry out the following responsibilities, activities and duties:

Monitor and co-ordinate paperwork / update systems for the following:

• Accidents and near miss incidents, ensuring correct reporting procedures are followed
• Rolling programme for Active Safety Monitoring o Health and Safety action plans/progress reports from individual area senior/ responsible managers, ensuring that any concerns regarding delays or noncompliance are reported promptly to the Health and Safety Advisor
• Health and Safety training
• Specific site surveys and related documentation o Immunisation o Relevant policy documents, ensuring copies are available for staff Delivers in-house training in Health and Safety procedures which will include both induction training for new starters and some specific on-going training such as toolbox training (e.g. DSE, moving and handling)
• Immunisation
• Relevant policy documents, ensuring copies are available for staff
• Delivers in-house training in Health and Safety procedures which will include both induction training for new starters and some specific on-going training such as toolbox training (e.g. DSE, moving and handling)
• Undertakes workplace/workstation assessments and manual handling assessments when requested

Where there is no dedicated litigation administration resource, provide administrative support to the Litigation Lead:

• Work closely with the Litigation Lead, ensuring all paperwork is prepared for consideration and action  
• Update, monitor and maintain all open claim files and advise manager of further advice/information requests from the Treasury Solicitors (TSOLs)
• Research and collate information required to defend/support litigation claims
• Manage all data/information in a confidential manner ensuring the correct protective marking is used
• Provide administrative support for conference call/video conferencing facilities with external agencies
• Assess claims and make recommendations with regard to evidence collected, business risk, cost and expected outcomes
• Provide advice on policy changes following analysis of litigation case outcomes and Judicial Reviews
• Prepare detailed responses or reports to requests from 3rd parties, including legal organisations, Headquarters and the Litigation Lead where required

Undertake other administrative tasks including:

• Organise, produce and maintain accurate records for the area of work x Act as contact point for all communications to the Team, prioritise and distribute to the appropriate person or relevant department in the establishment
• Complete monitoring returns for the area of work x Input requisitions on the finance database for purchases in the area of work 
• Co-ordinate any awareness sessions for the area of work
• Prepare paperwork for checking by their manager, conducting initial checks as required
• Correspond with relevant stakeholders and agencies to ensure that they are aware of information and that it is adequately shared
• Maintain and check establishment databases, manual filing systems and logs of information with responses within timescales, producing reports as required
• Collate information on relevant Service Delivery Indicators (SDI's)
  
• Arrange any meetings including the preparation of paperwork, minutes and action points    

The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. The Job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary. Significant adjustments may require re-examination under the Job Evaluation scheme and shall be discussed in the first instance with the Job Holder

Competencies

All of the competencies in the National Offender Management Services (NOMS) Competency Quality Framework are relevant to this group profile. For the purpose of selection the following competencies will be measured:

2. Changing and Improving

3. Making Effective Decisions

4. Leading and Communicating

5. Collaborating and Partnering

8. Delivering Value for Money

9. Managing a Quality Service

Essential Skills/ Qualifications/Accreditation/ Registration

• National Examination Board in Occupational Safety and Health (NEBOSH) General Certificate
• Job holders must complete specific training in their administrative specialism once they take up post

Hours of Work and Allowances

37 hour working week

Closing Date: 28th september 2018 at 23.55 hours

If you require any assistance please call 0845 241 5358 (Monday to Friday 8am - 6pm) or e mail Moj-recruitment-vetting-enquiries@sscl.gse.gov.uk. Please quote the job reference.