Job responsibilities
Duties and Responsibilities
Key results from the job holder
Administer the risk register module via Datix Risk Management System, supporting the Head of Risk and Divisions to report, review and action risks within the risk register module for escalation at Divisional and Trust wide meetings.
Support the Head of Risk to produce the Board Assurance Framework report for Board, Sub-Committee and Locality meetings and keep up to date records via Datix Risk Management System.
Administer, review, and follow-up on all non-clinical, staff and organisational incidents and investigations, via Datix Web Risk Management System, with the daily review and quality check of incidents.
Perform preliminary investigations in response to non-clinical incidents, including co-ordinating and supporting the Trusts RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations) Investigation process.
Provide administrative support to the Health and Safety Team during serious incident investigations as required.
Assist the Head of Risk to ensure all external reporting is carried out in a timely manner to the Health and Safety Executive under RIDDOR (Reporting of Injuries Diseases and Dangerous Occurrences Regulations) to ensure the Trust is compliant with the Regulations.
Contribute to report production by keeping accurate records, collating and quality checking data, and undertaking initial statistical analysis so that themes and trends can be identified, and action taken to address.
Administrate risk, health and safety software systems and support the ongoing maintenance.
Facilitate meetings as requested including preparing agenda papers, sourcing agenda items where necessary, taking minutes of meetings and distribute as required, including those of the Risk Management Group and Occupational Health and Safety Group, and following up meeting actions and recording their status.
Administrate the software systems the Trust uses to support various safety management systems.
Planning and Organisational Duties
Arrange meetings as required, including the booking of rooms etc., so that meetings are well administered.
Undertake general administrative duties, which include for example:
o Collecting, opening, and sorting incoming mail
o Copy typing of letters, reports and presentations using the full range of Microsoft Office programs, producing work of a high standard and to tight deadlines.
o Maintain accurate filing systems, both paper and electronic
Provide adequate office cover to maintain a presence in the office during core hours to be able to deliver a professional and responsive service.
Plan and manage a range of duties as well as prioritising and organising own workload within set timescales for efficient and effective working.
Use own initiative and be able to work without direct supervision.
Respond professionally to enquiries both internal and external to the organisation.
Assist in the ongoing collection of data for internal and external accreditations and inspections so that the Trust is always prepared.
Construct, manage and manipulate databases, e.g. Excel, in an accurate and timely fashion e.g. maintaining the First Aider Register.
Provide administrative support with the drafting of policies, procedures, training materials, handouts and the compilation of reports.
Performing other general administrative and support tasks as directed to support the operation of the H&S Department.
Communications and Key Working Relationships
Maintain high customer service standards that show a professional attitude when interacting with staff at all levels within the organisation.
Assist the Head of Risk with dissemination of all relevant new legislation, guidance and supporting documentation regarding health and safety so that staff are up to date.
To operate risk and health and safety specific outlook e-mail accounts to facilitate the timely exchange of information e.g. Risk Management, RIDDOR, DSE
Maintain confidentiality
Responsibility for Finance
The post holder will have no budgetary responsibilities, however, will:
Raise orders and manage the Procurement process, via Oracle, as requested by and on behalf of the Head of Risk.
Maintain stock control e.g. stationery and other supplies/orders, including the ordering of this stock via Oracle.
Coordinate the Trusts Eye and Eyesight Test Reimbursement Process on behalf of the Health and Safety Team, liaising with the Finance Division as necessary.
Responsibility for Human Resources
This post has no responsibility for human resources.
Responsibility for Health & Safety
Contribute to consultation processes linked to policy, standard operating procedure, and risk assessment development.
Assist with accident investigation, including responding to Legal Services requests for information regarding Employer and Public Liability Claims.
Assisting with display screen equipment (DSE) workstation assessments.
Be an engaged team player with a proactive, positive attitude towards improving health and safety standards and contributing to a positive health and safety culture.
The postholder is required to:
follow Trust policies, procedures, and risk assessments to keep themselves and others safe at work.
help keep a healthy, safe, and secure workplace for everyone.
work in a way that reduces risks to health, safety, and security.
know what to do in an emergency at work, know how to get help and act immediately to get help.
report any issues at work that may put themselves or others at risk.
Compliance with the Health & Safety at Work Act 1974 the post holder is required to fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.
Responsibility for Teaching
Prepare PowerPoint presentations and other required training / educational materials.
Assisting the Head of Risk with Risk Register workshops.
Ensure that all training data is recorded in the correct manner.
Provide and maintain an electronic training database system including co-ordinating training specific to Risk Management, First Aid and Emergency First Aid at Work etc.
Ensure training files are up to date and adjust as necessary.
Occasionally provide training in activities or workplace routines to new or less experienced employees in own specific areas of work.
Work Circumstances & on-call
Use of computer and telephone will largely be continuous therefore good keyboard skills are required.
The postholder will have the ability to pay attention to detail when there are frequent predictable and unpredictable interruptions to the work pattern. Adapt, be flexible and responsive at short notice and can work under pressure.
A combination of sitting, standing, and walking with little requirement for physical effort, however, some manual handling of files, stationery and supplies to be expected.
Work will be predominantly office based although travel to other Trust locations may be required.
The post does not have responsibility for on-call duties.
