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

£23,501- £30,096
12 Months
London, North West, South East
London , Manchester
Band 4
Full Time
Security, Health & Safety

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.


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.


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.

The position is a Divisional role, working as a Business Partner to the NPS, but is an HMPPS HQ role - not an NPS role.

The SEE & London vacancies salary if based in the Mitre House London address will be on the London salary, out with London will be the national salary payband.

Working Arrangements & Further Information

Some of MoJ’s, including HMPPS, terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on 'modernised' terms in their current post or onto 'unmodernised' MoJ terms if they are on 'unmodernised' terms at their current post. Details will be available if an offer is made.

Standard working hours for this post are 37 hours per week excluding breaks which are unpaid.

If you are a current NPS employee, this vacancy may be available on a Loan basis for up to 2 years. Applications are invited from suitable qualified staff.

The Loan/Secondment is subject to the approval of the selected candidate's Business Unit, which should be obtained before confirmation of appointment.


Annual Leave

-The holiday year runs from 1 March. If you work a non standard work pattern your leave entitlement may be expressed in either hours or days as appropriate. Leave entitlement is calculated on a pro-rata basis and you will be advised of your actual entitlement on appointment. If you were appointed internally and your leave was previously calculated in days, this will continue to be the case.

Bank, Public and Privilege Holidays

-You are entitled to 9 days (66 hours 36 minutes) in recognition of bank, public and privilege holidays. These hours are added to your annual leave allowance. There is a requirement to work some public and bank holidays subject to your shift pattern and the operational needs of the establishment


-The Civil Service offers a choice of two pension schemes, giving you the flexibility to choose the pension that suits you best.

Work Life Balance

-HM Prison & Probation Service (HMPPS) is keen to encourage alternative working arrangements. Work life balance provides greater opportunities for staff to work more flexibly wherever managers and establishments can accommodate requests to do so. HMPPS offers flexible working subject to completion of a satisfactory probationary period and NVQ

Season Ticket Advance

-After two months’ service, you’ll be eligible to apply for a season ticket advance to purchase a quarterly or longer-period season ticket for travel between home and your place of work

Childcare Vouchers

-HMPPS offers a childcare vouchers scheme. The scheme enables staff to take part of their salary in the form of Childcare Vouchers. This is known as a Salary Sacrifice. The vouchers can then be used to help meet the costs of any form of registered or approved childcare for children aged 0-16. The vouchers are exempt from tax and National Insurance contributions


-HMPPS is committed to staff development and offers a range of training and development opportunities, including areas such as Equality and Diversity, Dealing with Challenging Behaviour, Suicide Prevention and Anti Bullying Programmes

-There are opportunities to access promotion programmes and HMPPS provide a variety of training appropriate to individual posts

-All staff receive security and diversity training and an individual induction programme into their new roles


-All candidates are subject to security and identity checks prior to taking up post

-All external candidates are subject to 6 months probation. Internal candidates are subject to probation if they have not already served a probationary period within HMPPS

-All staff are required to declare whether they are a member of a group or organisation which HMPPS considers to be racist



Working for the Civil Service

The Civil Service Code sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles.

The Civil Service embraces diversity and promotes equality of opportunity.

There is a guaranteed interview scheme (GIS) for candidates with disabilities who meet the minimum selection criteria.

Expected 26/03/2019

28/02/2019, 23:55 hours.

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.

Candidate Information

You may be required to provide statements describing your skills and experience relevant to each of the selection criteria. We recommend that you structure any examples as Situation, Task, Action and Result. For more information about the recruitment process and answers to general queries, please click the below link which will direct you to our Candidate Information Page.

Link: https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJ

In the event of a large number of applications, we reserve the right to undertake the following processes:

  • An automated online test where a benchmark must be passed to progress;
  • A sift on the lead selection criteria. If this happens, the lead criteria will be the first one listed in the advert.

During the selection process, you may be asked to undertake an additional assessment (such as written test). If this is applicable you will be notified of this when you are invited to interview.

if you feel that your application has not been treated in line with the Civil Service Recruitment Principles, please contact SSCL (Moj-recruitment-vetting-enquiries@sscl.gse.gov.uk) in the first instance
Changing and Improving
Making Effective Decisions
Leading and Communicating
Collaborating and Partnering
Delivering Value for Money
Managing a Quality Service

This Vacancy is closed to applications.