Health and Safety Administrator

Great Western Hospitals NHS Foundation Trust

The closing date is 29 November 2024

Job summary

This is a part time Administrator post working 15 hours per week, that supports the Health & Safety Department. The post holder will be required to work autonomously, exercising independent judgement and use of initiative, including the prioritisation of own workload whilst liaising with Health and Safety officer/Manual handling Advisor and the team.

Main duties of the job

1.To attend, as required by team manager, to take minutes at meetings, transcribe, and distribute minutes and agendas to attendees at any meetings.2. To lead on the health and safety training bookings and Administration to ensure an effective process is in place to support staff when booking onto a course.3. To provide statistics on accident and incident data throughout the Trust as required.4. To support with Admin for the corporate audit as required by team managers.5. To ensure phone calls that are received are answered in a timely manner and escalated to senior member of the team when required. Answer incoming telephone calls, take messages, and escalate to theappropriate team member where required.6. To assist in managing and distributing relevant request via the generic Ask health and Safety inbox.7. As and when required support with RIDDOR investigation administration by the Team Manager

About us

Our STAR values are at the heart of everything we do. You can expect to see them in the way we act and the way we treat each other. Our values make us who we are.Service We will put our patients first.Teamwork We will work together.Ambition We will aspire to provide the best service.Respect We will act with integrity.

Date posted

22 November 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year per annum pro rata

Contract

Permanent

Working pattern

Part-time

Reference number

249-6799038

Job locations

Commonhead Offices

Great Western Hospital

Swindon

SN3 6BB

Job description

Job responsibilities

1. Prepare Agenda for meetings; update monthly statistics, ensure power point presentations are correct when required by Team Managers.

2. Work autonomously on a continuous basis and act in an efficient manner in absence of managers and colleagues. Within agreed parameters

3. Provide information and advice about general Health & Safety matters deferring any specialist advice to appropriate H&S Team member, as necessary.

4. The provision of computer services, photocopying, scanning and filing support to the H&S Team and the accident/incident management system.

5. Maintain sickness and absence leave charts in absence of colleague.

6. The provision of computer services, photocopying and filing support to the H&S Team and the accident/incident management system.

7. To manage and plan diary appointments, including conferences and meetings, ensuring the availability of personnel and venues.

8. To compile and maintain an efficient filing system.

Job description

Job responsibilities

1. Prepare Agenda for meetings; update monthly statistics, ensure power point presentations are correct when required by Team Managers.

2. Work autonomously on a continuous basis and act in an efficient manner in absence of managers and colleagues. Within agreed parameters

3. Provide information and advice about general Health & Safety matters deferring any specialist advice to appropriate H&S Team member, as necessary.

4. The provision of computer services, photocopying, scanning and filing support to the H&S Team and the accident/incident management system.

5. Maintain sickness and absence leave charts in absence of colleague.

6. The provision of computer services, photocopying and filing support to the H&S Team and the accident/incident management system.

7. To manage and plan diary appointments, including conferences and meetings, ensuring the availability of personnel and venues.

8. To compile and maintain an efficient filing system.

Person Specification

Qualifications

Essential

Qualified to NVQ Level 2 or equivalent training and experience
Standard of general education GCSE
Recognised secretarial qualifications and IT skills

Desirable

Recognised minute taking qualification

Experience

Essential

Experience of general administration duties in a busy working environment

Desirable

Health and Safety Experience

Knowledge

Essential

Good office organisational skills including the ability to prioritise task/time.
Excellent communication/ interpersonal people skills.
Awareness of high degree of confidentiality is required. Using tact and diplomacy when dealing with all matters particularly those of a confidential and/or sensitive nature.
Advanced office organisational skills including the ability to prioritise task/time

Person Specification

Qualifications

Essential

Qualified to NVQ Level 2 or equivalent training and experience
Standard of general education GCSE
Recognised secretarial qualifications and IT skills

Desirable

Recognised minute taking qualification

Experience

Essential

Experience of general administration duties in a busy working environment

Desirable

Health and Safety Experience

Knowledge

Essential

Good office organisational skills including the ability to prioritise task/time.
Excellent communication/ interpersonal people skills.
Awareness of high degree of confidentiality is required. Using tact and diplomacy when dealing with all matters particularly those of a confidential and/or sensitive nature.
Advanced office organisational skills including the ability to prioritise task/time

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Additional information