Job summary
An opportunity has arose for dedicated and enthusiastic individuals to join the Corporate Health and Safety Team. The vacancies are for two posts. One for 30 hours per week and the other 22.5 hours per week.The role of the Health & Safety Administrator will be to provide administrative support to the Corporate Health & Safety Team and maintain / update databases using clear departmental protocols.This post will bediverse anddemanding but satisfying. The post holder will be expected to work alongside and in partnership with qualified safety professionalsand will be key to delivering an efficient Corporate Service.The successful candidate will be able to demonstrate excellent organisational and administrative skills with an eye for detail and accuracy.The post holderwould be welcomed as a valued member of the Department andsupported with future development.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
Main duties of the job
To communicate effectively with staff whilst dealing with queries and issues relating to all aspects of the Corporate Health & Safety Team. Maintaining good communications with other staff, managers and departments.
To carry out routine printing / photocopying duties.
To receive and initially deal with enquiries, dealing with urgent matters appropriately and ensuring that departmental procedures are followed.
To maintain an effective filing system and to file training attendance sheets in accordance with the Health Boards retention policy.
To process both incoming and outgoing mail, dealing with all correspondence in an appropriate and timely manner.
To distribute routine correspondence as required.
To provide efficient administrative support to members of the department as and when required.
To ensure the security and confidentiality of information is maintained at all times.
Display an approachable manner and good customer service skills when dealing with service users and members of the public.
To provide cover for other team members during study/annual and sickness leave, performing duties in close liaison with all colleagues.
Any other duties that may arise and are commensurate with the band.
About us
Aneurin Bevan University Health Board is a multi-award-winning NHS organisation with a passion for caring. The Health Board provides an exceptional workplace where you can feel trusted and valued. Whatever your specialty or stage in your career, we have opportunities for everyone to start, grow and build your career. The health board provides integrated acute, primary and community care serving a population of 650,000 and employing over 16,000 staff.
We offer a fantastic benefits package and extensive training and development opportunities with paid mandatory training, excellent in-house programmes, opportunities to complete recognised qualifications and professional career pathways including a range of management development programmes. We offer flexible working and promote a healthy work life balance, provide occupational health support and an ambitious plan for a Wellbeing Centre of Excellence to support you at work.
Our Clinical Futures strategy continues to enhance and promote care closer to home as well as high quality hospital care when needed. Join us on our journey to pioneer new ways of working and deliver a world-class healthcare service fit for the future.
Job description
Job responsibilities
To process CoSHH risk assessments using the appropriate database, ensuring significant changes reports are sent out to the appropriate departments, and ensuring that specified assessments are reviewed within a timely manner.
To maintain the departmental training programme, assigning appropriate trainers and ensuring that the appropriate systems are updated to acknowledge delivery / receipt of the training.
To develop, monitor and maintain departmental databases e.g. fire wardens database, training analysis database etc.
To process monthly stationary orders for the Corporate Health & Safety Team using the Health Board procurement database (Oracle).
To monitor the status of fire wardens, health & safety risk assessors and manual handling cascade trainers in all areas and promote training for areas with poor compliance.
To provide assistance on incident validation reviewing incident reports and assigning them to the appropriate personnel.
To undertake audits on department systems / databases to ensure data accuracy.
To analyse data and produce dashboards for presentation at Health & Safety and Quality & Patient Safety Forums, this will include inputting / updating information for the production of accurate statistics.
To develop and maintain the SharePoint directory used by the Corporate Health & Safety Team.
To ensure the efficient input of training information onto ESR in order to produce training reports.
To produce reports from departmental databases as and when required, including ESR and Datix.
To service and attend meetings as required preparing and circulating agendas, papers and minutes.
Job description
Job responsibilities
To process CoSHH risk assessments using the appropriate database, ensuring significant changes reports are sent out to the appropriate departments, and ensuring that specified assessments are reviewed within a timely manner.
To maintain the departmental training programme, assigning appropriate trainers and ensuring that the appropriate systems are updated to acknowledge delivery / receipt of the training.
To develop, monitor and maintain departmental databases e.g. fire wardens database, training analysis database etc.
To process monthly stationary orders for the Corporate Health & Safety Team using the Health Board procurement database (Oracle).
To monitor the status of fire wardens, health & safety risk assessors and manual handling cascade trainers in all areas and promote training for areas with poor compliance.
To provide assistance on incident validation reviewing incident reports and assigning them to the appropriate personnel.
To undertake audits on department systems / databases to ensure data accuracy.
To analyse data and produce dashboards for presentation at Health & Safety and Quality & Patient Safety Forums, this will include inputting / updating information for the production of accurate statistics.
To develop and maintain the SharePoint directory used by the Corporate Health & Safety Team.
To ensure the efficient input of training information onto ESR in order to produce training reports.
To produce reports from departmental databases as and when required, including ESR and Datix.
To service and attend meetings as required preparing and circulating agendas, papers and minutes.
Person Specification
Qualifications
Essential
- A good standard of general education
- NVQ Level 3 Administration or equivalent
Experience
Essential
- Experience of working in a busy office
- Good word-processing skills
- Experience in liaising and communicating with all levels of personnel
- Able to demonstrate good verbal and written communication skills
Desirable
- Experience of working in the NHS
Skills
Essential
- Excellent organisation skills with an ability to plan own work to meet set deadlines
- Able to work under pressure and remain calm at all times
Desirable
Knowledge
Essential
- Good keyboard skills
- Good working knowledge of Microsoft Office
Personal Attributes
Essential
- Flexible and adaptable approach to the needs of the service
- Excellent telephone manner
- Approachable, enthusiastic, reliable
- Conscientious with an ability to work with minimal supervision
- A team player/worker
- A strong communicator both orally and written
- Ability to maintain confidentiality
- Willing to develop
Physical / Mental Abilities
Essential
- Must be able to work under pressure
Person Specification
Qualifications
Essential
- A good standard of general education
- NVQ Level 3 Administration or equivalent
Experience
Essential
- Experience of working in a busy office
- Good word-processing skills
- Experience in liaising and communicating with all levels of personnel
- Able to demonstrate good verbal and written communication skills
Desirable
- Experience of working in the NHS
Skills
Essential
- Excellent organisation skills with an ability to plan own work to meet set deadlines
- Able to work under pressure and remain calm at all times
Desirable
Knowledge
Essential
- Good keyboard skills
- Good working knowledge of Microsoft Office
Personal Attributes
Essential
- Flexible and adaptable approach to the needs of the service
- Excellent telephone manner
- Approachable, enthusiastic, reliable
- Conscientious with an ability to work with minimal supervision
- A team player/worker
- A strong communicator both orally and written
- Ability to maintain confidentiality
- Willing to develop
Physical / Mental Abilities
Essential
- Must be able to work under pressure
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.
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
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.
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).
