Business Administration Specialist Health Safety

at  HM Prison Probation Service

JOB SUMMARY

Please refer to Job Description

JOB DESCRIPTION

Information about the Team – Regional role as part of wider HMPPS Health Safety and Fire Team within the Strategic Support Administration and Assurance Directorate. Vacancy based at HMP Cardiff as part of a team of two advisors, who are line managed by a senior advisor.
HMP Swansea base with occasional, ad hoc, travel to other Welsh Sites

SUMMARY

The job holder will undertake the role, having access to all work areas, plant and equipment. The post holder will report to the Functional Lead: Health Safety and Fire HSF in the HMPPS Wales HSF Team.
The post is the liaison and co-ordination point for health, safety and fire management in establishments/probation delivery units, providing first line advice, information, administration, training and support to the SMT, managers, staff, prisoners, contractors and visitors.
The job holder will co-ordinate HSF management systems within identified establishment(s)/probation delivery unit(s) in line with national policy, arrangements and standards. Support for other establishments/probation delivery units in HMPPS Wales may be required on an ad hoc basis as required by the Functional Lead: HS&F and/or Regional Services Lead: Estates.

PERSON SPECIFICATION

Please refer to Job Description

NATIONALITY REQUIREMENTS

This job is broadly open to the following groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window)

RESPONSIBILITIES, ACTIVITIES AND 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.
• The maintenance and distribution of national and local health and safety risk assessments.
• Assist the Functional Lead, Health Safety and Fire in production of monthly, quarterly and annual reports to the HS&F Sponsor, SMT, Health and Safety Committee, H&S representatives and HMPPS Wales HSF Team on the HSF performance of the establishment/probation delivery unit(s) with reference to individual 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 Rivo, NORCET, Cardinus, HMPPS Performance Hub.
• Regular liaison with the Functional Lead - Health, Safety and Fire on progress and issues within establishments/probation delivery units.
• 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.
• Referral of non-local issues arising from the review to HMPPS Wales HSF team.
• Administration and co-ordination of the Establishments/probation delivery units Health and Safety Committee including action progress-chasing and exception reporting to the Chair (HS&F Sponsor) and HMPPS Wales HSF team.
• Monitoring and reporting on progress of establishment/probation delivery unit HSF and other relevant action plans.
• Regular informal contact with establishment/probation delivery units Health, Safety and Fire (HS&F) Sponsor on all relevant matters.
• Frequent liaison with Establishment(s) Heads of Function (including Security and Safer Custody) to ensure there are no conflicts of interests developing on matters relating to HSF risk.
• 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.
• Frequent liaison with their local emergency services including the Fire and Rescue Service (FRS) to facilitate the implementation of the local establishment/probation delivery unit fire/emergency contingency plans in association with the FRS operational firefighting procedures.
• The organisation and delivery (where required) of the appropriate fire safety instruction and training for every person in the workplace to ensure that at all times each person is familiar with the fire precautions to be observed in the workplace, which includes:
• The means of escape in case of fire
• The action to be taken in case of fire
• The location and method of operating firefighting equipment (if required)
• The location and use of the means to give warning in case of fire
• Ensure the organisation and delivery of training and instruction to all establishment operational personnel in the correct use of Respiratory Protective Equipment (RPE); the Safe Systems of Work for Cell Fires (SSOW), and to ensure that all equipment is replaced, maintained, tested and recorded as required.
• Working with the Functional Lead - Health, Safety and Fire, the provision of regular and prompt Core Basic HSF Induction training 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 at first line level such as stress awareness, manual handling technique, principles of risk assessment, accident reporting, slips trips etc.
• Regular liaison with those responsible for the planning and resourcing of training to track progress with delivery of HSF training against the people plan. Assist with the identification of training needs and reporting identified needs via functional managers and HMPPS Wales HSF team.
• The organisation of fire evacuation drills and liaison with the local Fire and Rescue Service on operational procedures, familiarisation visits, water supplies, and access for fire service vehicles.
• Contribute to/ensure regular inspections of all areas of establishments/ probation delivery units to eradicate potential health, safety and fire risks; identify, report and action any dangerous conditions occurring. Such inspections to be recorded via Rivo and action recommendations placed against relevant Functional Heads via Rivo.
• The notification to the Governing Governor/Probation Senior Manager of any dangerous conditions requiring immediate action.
• Liaise with the business/people hubs/HS&F Sponsors to ensure the keeping of accurate records and plans relating to:
• Evacuation drills
• Staff training in respect of RPE, SSOW and all other fire training
• Fire events – including false alarms
• Workplace inspections, audits etc.
• Location of firefighting equipment and their test requirements
• Location of fire detection equipment and their test requirements
• Monitor via the business and people hubs the planning and co-ordination of immunisation clinics in liaison with the contracted Occupational Health Advisor (OHA) and business or people hub, as determined by your establishment/probation delivery unit.
• Regular liaison with HSF Sponsor, Heads of Function to ensure that plans for changes of use, occupation, layout or construction can be properly considered for HSF purposes.
• Regular liaison with the HMPPS Wales HSF team, to ensure that national priorities and actions for HSF are fed into relevant establishments/ probation delivery units management forums and processes and to highlight progress and concerns re: establishment(s) fire safety.
• Recording of HSF related incidents on the Rivo system and subsequent gathering of information, statements and records relating to these incidents using Rivo.
• Management and quality checking of Rivo 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 to the HSF Committee.
• Personal DSE assessment as required in more complex cases and liaise/refer to OHA as appropriate.
• Timely and thorough completion of the fire component of the quarterly NORCET HSF risk management tool reports. Ongoing liaison with facilities management and contract works supervisors and managers including day- to-day oversight of the HSF issues arising from such work. Close liaison with HMPPS Wales HSF team on related issues.
• Act as the establishment/probation delivery unit point of contact for internal auditors. Refer all contacts with auditors to HMPPS Wales HSF team.
• Ensure completion and submission of WAG/CPIG fire information reports for all qualifying fire events using the nationally approved reporting method.
• Refer potential RIDDOR incidents to the relevant functional manager and to the HMPPS Wales HSF Team.
• Act as the establishment/probation delivery unit’s point of contact for enforcement bodies, liaising in all cases with the Functional Lead - HSF. Assist and support the planning, co-ordination of scheduled visits from enforcement bodies e.g. WAG/CPIG/HSE/LA and EA audits in liaison with the Functional Lead – HSF and HMPPS Wales HSF team.
• Work with the Functional 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 SMT and HS Committee via HMPPS Wales HSF Team.
• Provide support and advice after fire incidents and co-ordinate and/or participate in the investigation of all fire incidents in order to reduce the number of incidents occurring, and to make appropriate recommendations and/or contribute to final reports thereof.
• Draft and seek approval of an annual programme of workplace inspections by functional managers for each physical area of the establishment and co- ordinate the inspection programme via Rivo including the management of remedial action via the Rivo action notification system.
• Record and co-ordinate the recording of accident, fire, assault data via Rivo, undertaking regular first line quality control of incoming data.
• Provide support and direction to the relevant support hub in the collation and co-ordination of litigation casework.
• Liaise regularly with the HMPPS Wales HSF team on litigation casework progress.
• Liaise regularly with the relevant support hub on matters of HSF performance such as accident, fire and assault reports.
• Liaise at least weekly with the relevant support hub re the causes of sickness absence cases to ensure that statutory reports can be made for work-related injury/ill-health absence over the 7 day threshold.
• Provide support to Senior Managers and Functional Lead – HSF in the planning and follow-up of senior management safety tours.

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.
An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh.