24128 - Business Administrator Specialist - Health, Safety and Fire (NPS)

The sucessful candidate does not require to be based within the Divisional Hub but must be prepared to travel regularly to the hub, and other premises within the Divisional area.

Overview of the job

This is a non-operational specialist role within a National Probation Service (NPS) Division. The post holder will be line managed by the Divisional Lead, Health Safety and Fire who reports into the Deputy Director’s office. The role supports national plans and systems for the effective management of HSF risk through the provision of monitoring and support for the Division and by the co-ordination and operation of relevant administration and management information systems.

There are no line management responsibilities.

Summary

The job holder will undertake the role, having access to all work areas, management information, plant and equipment, as required. The post holder will report to the Divisional Lead, Health Safety and Fire. The post is the liaison and co-ordination point for health, safety and fire management in the Division providing advice, information, administration, training and support to the SMT, managers, staff, contractors and visitors.

The job holder will co-ordinate HSF management systems within the Division in line with national policy arrangements and standards. The job holder, whilst not expected to be based permanently in the Divisional office, will be expected to travel regularly to the Divisional office and other offices in the Division.

Responsibilities, Activities & Duties

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

• The maintenance of a Fire Risk Assessment as required by the Regulatory Reform (Fire Safety) Order 2005 for each building in the Division.
• The maintenance and distribution of national and local health and safety risk assessments.
• The review of the relevant local HSF risk assessment(s) after any incident or change in circumstances and the revision, if necessary, of local variations.
• The organisation and delivery (where required) of the appropriate fire safety instruction and training,
• Assist the Divisional Lead, Health Safety and Fire in production of regular reports to the Deputy Director/Deputy Director’s office.
• Provide management information to relevant HSF Sponsors, SMTs, Health and Safety Committees, H&S representatives, on the HSF performance of the local delivery unit/Division with reference to incidents, trends and patterns in incidents, the efficacy of controls including training and progress on plans re fire safety. Sources for such reports to include Sphera, NORCET, Cardinus, HMPPS Performance Hub.
• Regular liaison with the Divisional Lead - Health, Safety and Fire on progress and issues within local delivery units.
• Refer issues to the Divisional HS&F Lead that may have a national impact that arises as a result of an accident/incident in the Division.
• Administration and co-ordination of relevant Health and Safety Committee including action progress-chasing and exception reporting to the Chair.
• Monitoring and reporting on progress of Divisional HSF and other relevant action plans.
• Regular informal contact with local delivery units Health, Safety and Fire (HS&F) Sponsors on relevant matters.  
• Regular liaison with the manager(s) responsible for HSF-related contingency planning to ensure all aspects of such contingency planning are suitable, sufficient and current. To assist those responsible with the development and testing of HSF contingency plans.
• Working with the Divisional Lead - Health, Safety and Fire, the provision of an appropriate HSF Induction training course to be delivered by managers to new or transferring staff, on-site contractor staff and sub-contractors and other third parties as appropriate in line with national Health and Safety Arrangements for the provision of training.  
• Ensure the provision of other relevant training such as stress awareness, manual handling technique, principles of risk assessment, accident reporting, slips, trips etc. in line with national policy.
• Regular liaison with those responsible for the planning and resourcing of training to track progress with delivery of HSF training in the Division. Assist with the identification of training needs and reporting identified needs via functional managers and HMPPS regional HSF team.
• The notification to Senior Management of any dangerous conditions requiring immediate action.
• Liaise with the relevant HS&F Sponsors to ensure the keeping of accurate records and plans relating to:

1. Evacuation drills
2. Staff training in respect of fire training
3. Fire events – including false alarms, Workplace inspections, audits etc.

• Regular liaison with HSF Sponsor, and local management to ensure that plans for changes of use, occupation, layout or construction can be properly considered for HSF purposes.
• Management and quality checking of Sphera data.
• Administration and management of the Cardinus online DSE training and assessment software in such a way as to ensure that DSE users are adequately trained and assessments are completed. The production of quarterly reports from Cardinus.
• Ensure personal DSE assessment is conducted as required in more complex cases and liaise/refer to OHA as appropriate.  
• Act as the Divisional liaison point for internal auditors. Refer all contacts with auditors to Divisional Lead: HS&F.
• Assist and support the planning, co-ordination of scheduled visits from enforcement bodies e.g. CPFIG/HSE/LA and EA audits in liaison with the Divisional Lead – HSF.
• Work with the Divisional Lead - Health, Safety and Fire who will interpret and present enforcement reports to SMT, Health and Safety Committee and draft and seek approval for suitable action plans. Report on progress against these plans to Divisional Lead: HS&F, relevant SMTs and HS Committees.
• In liaison with the Divisional Lead HS&F draft and seek approval of an annual programme of workplace inspections by HS&F sponsors and co-ordinate the inspection programme via Sphera including the management of remedial action via the Sphera action notification system.
• Report on accidents, fires, assaults etc. via Sphera, undertaking regular quality control of incoming data.
• Provide support to local senior management and Divisional Lead – HSF in the planning and follow-up of senior management safety tours.
• Liaise with the HMPPS Regional Services Leads: HS&F, Cluster Leads: HS&F, National Fire Team and National H&S Team.

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  

For the purpose of selection the following competencies will be measured:

• Changing and Improving
• Making Effective Decisions
• Leading and Communicating
• Collaborating and Partnering
• Delivering Value for Money

Essential Skills Qualifications, Accreditation & Registration

Essential Qualifications:

• The post holder is required to hold a minimum of NEBOSH General Certificate or equivalent.
• In cases where existing staff do not hold the NGC, it is expected that they will be working towards or be prepared to work towards the qualification within two years of taking up post.
• It is expected that post holders will achieve Associate membership of IOSH within 2 years of appointment via successful completion of the NEBOSH Certificate or equivalent and subsequently achieve Technical membership within 2 to 5 years subject to F/T status.
• Post holder will be expected to be formally trained in Sphera Administrator Use, Cardinus Administrator Use and the HMPPS Fire Advisor on appointment.

Essential Skills:

• Able to deal effectively and assertively with staff at all levels.
• Able user of MS Word and MS Excel.
• Basic training and presentation skills.
• Information collation and analysis.

Closing Date: 28th February 2019 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.