Overview of the job
This is a non-operational specialist role based within establishments and line managed via the Senior Health Safety and Fire Advisor within the PSP (North/South/LT&HS) HSF&L Team.
The role supports national plans and systems for the effective management of HSF risk through the provision of first line monitoring and support for establishment(s) and by the co-ordination and operation of relevant establishment(s) administration and management systems.
There are no line management responsibilities.
Summary
The job holder will co-ordinate HSF management systems within identified establishment(s) in line with national policy, arrangements and standards.
The post is the liaison and co-ordination point for health, safety and fire management in establishment(s), providing first line advice, information, administration, training and support to the SMT, managers, staff, prisoners, contractors and visitors. The job holder will undertake the role, having access to all work areas, plant and equipment within the establishment.
The post holder will report to the Senior HS&F Advisor in the regional HSF Team. Support for other establishments in the region may be required on an ad hoc basis as required by the Senior HS&F Advisor, Principle HSF&L Advisor and/or the Head of Health, Safety, Fire and Litigation (North/South/LT&HS).
Responsibilities, Activities and Duties
The job holder will be required to carry out the following responsibilities, activities and duties:
Health, Safety & Fire
1. The administration and management of accident, assault, near miss and fire incidents on the Sphera system.
2. Responsible for the ongoing quality assurance of information, statements and records relating to these incidents that are uploaded to Sphera, including an annual validation programme agreed by the Principle HSF&L Advisor, Head of HSF&L and national policy section(s).
3. To advise and support Managers in the completion of Sphera accident/near miss Investigations and daily occupiers fire safety checks for all buildings within establishments.
4. The administration and management of the DSE training and assessment software system; undertaking individual DSE assessments for acute cases and advising Managers when ergonomic assessments are necessary in complex cases.
5. The administration and management of alternative footwear queries following the national hierarchy.
6. The management, monitoring and review of the establishment HS&F Continuous Action Plan.
7. To provide initial support and guidance to Managers and Staff on all HS&F matters.
8. To notify the Governing Governor of any dangerous conditions requiring immediate action.
9. To complete and record a monthly compliance check for all RPE sets held within the establishment.
10. Responsible for the production, review and monitoring of Building Fire Risk Assessments (BFRAs) within the relevant establishments.
11. To complete the RSET/ASET and Pre Release Movement Times (PRMT) for all Residential Buildings within the establishment.
12. To complete the PHASE Checklists or equivalent reports in draft for the Senior HS&F Advisor to supplement and validate in accordance with the national reporting timetable.
13. To undertake Fire Incident Investigations, record findings on Sphera and provide recommendations to the Responsible Person.
14. To conduct frequent and regular safety tours of the establishment as part of a quality assurance process.
15. To complete an establishment Monthly Assurance Report for the Senior HS&F Advisor.
16. To routinely conduct quality assurance inspections of all TFM related HS&F matters i.e. Asbestos; Legionella and Fire Safety.
17. To advise and support Managers in the completion of Safety Tours, Sphera, DSE Training, Daily Occupiers Fire Checks, Hot and Cold debriefs for HS&F Incidents, Establishment HS&F documentation and information, and Compliance with HS&F policy and procedures.
18. To submit Planet FMs or New Work Requests and EIPs for all unsafe conditions identified through the completion of BFRAs.
19. To routinely monitor via the People Hub the establishment sickness and attendance absence cases for RIDDOR and days lost due to accidents.
20. To routinely monitor via the People Hub the establishment compliance with the First Aid assessment of need.
21. To routinely monitor the adequacy of HS&F Contingency Planning.
22. To advise and support Managers in the completion and maintenance of national and local risk assessments.
23. To support the Senior HS&F Advisor who will interpret and present enforcement reports to SMT, HSF&L Committee and draft and seek approval for suitable action plans.
24. To provide support to the Governor and Senior HS&F Advisor in the planning and follow-up of senior management safety tours.
25. To assist with the identification of training needs and reporting identified needs via functional managers and PSP (North/South/LT&HS) HS&F team.
26. With the Senior HS&F Advisor act as the establishment point of contact for internal auditors and enforcement bodies.
27. To assist and support the planning and co-ordination of scheduled visits from enforcement bodies.
28. The organisation of familiarisation visits with the local Fire and Rescue Service to monitor operational procedures.
29. To monitor progress of the CPFIG Action Plan highlighting significant concerns to the establishment HS&F Sponsor.
30. The preparation and management of HS&F promotional campaigns and newsletters.
31. To have regular liaison with the Senior HS&F Advisor on progress and issues within establishment.
32. To have frequent liaison with the Fire and Rescue Service (FRS) to facilitate the implementation of the local establishment fire contingency plans.
Behaviours
1. Changing and Improving
2. Making Effective Decisions
3. Communicating and Influencing
4. Working Together
5. Managing a Quality Service
Technical Requirements
1. The post holder is required to hold or complete within 2 years of appointment:
• a minimum of NEBOSH General Certificate or equivalent;
• and the HMPPS Fire Risk Assessment qualification.
2. It is expected that post-holders will achieve Associate membership of IOSH within 2 years of appointment.
3. Will be expected to be formally trained in Sphera Administrator Use and Cardinus Administrator Use immediately on appointment.
Ability
1. Able to deal effectively and assertively with staff at all levels.
2. Able to work to tight deadlines and prioritise workload in line with demand.
Working Arrangements & Further Information
The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and/or from home. Some roles will not be suitable for Hybrid Working.
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.
Benefits
* Annual Leave : The holiday year runs from 1 March.
* Pension : The Civil Service offers a choice of two pension schemes.
* Work Life Balance : HMPPS is keen to encourage alternative working arrangements.
Eligibility
All candidates are subject to security and identity checks prior to taking up post.
This job is broadly open to the following groups:
* 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)
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