Health, Safety and Wellbeing Assistant

Description

Primary purpose of role

• The post holder will work as part of a team performing a range of Health, Safety and Wellbeing activities and as well as assisting with managing Health, Safety and Wellbeing projects that will support the delivery of the Health, Safety and Wellbeing Strategy and the Health, Safety and Wellbeing Policy, legislation, processes and procedures.
• The post holder will provide Health, Safety and Wellbeing technical and coordination support services to the Health, Safety and Wellbeing service and assist with the management and provision of clear, consistent and quality Health, Safety and Wellbeing advice and guidance to customers, including  council employees and external agencies.
• The post holder work plan will be supervised directly by the Head of Health, Safety and Wellbeing but will manage their own priorities.

 

Key accountabilities and key measures

Role outcomes

The post holder will:

• Have good understanding of a range of office and digital processes or other service routines, Health, Safety and Wellbeing procedures, policies and processes.
• Deliver Health, Safety and Wellbeing projects to agreed timescales and maintain the staffroom.
• Deal with Health, Safety and Wellbeing casework, mostly straightforward within established routines, with some variances as required.
• Analyse, and theme Health, Safety and Wellbeing data, capture notes and actions of meetings, undertake research and other reports.
• Work closely with Head of Health, Safety and Wellbeing and the Health, Safety and Wellbeing Advisors to enable them to deliver services across the organisation.
• Ensure the Incident Reporting System is monitored on a daily basis to ensure RIDDOR
• Regulations are being adhered and incidents afforded a proportionate level of investigation.
• Oversee the SHE Assure system, being the first point of contact for all users.
• Be responsible for ensuring all day-to-day Health, Safety and Wellbeing functions are planned, coordinated and communicated to support the team’s various activities (in particular the HSW audit programme).
• Be able to demonstrate awareness of the importance of customer care and providing high quality services to a range of internal and external customers.
• Will manage the generic mailbox and triage and prioritise emails, forwarding them to the most appropriate team member

  

Role measures

• Customer satisfaction.
• KPI achieved in timely way.
• Timely and accurate responses.
• Health, Safety and Wellbeing system (SHE Assure) maintained effectively to ensure the timely recording, monitoring and reporting of incident, risk and other management information.
• Information on the staffroom is up to date and accurate.
• Correspondence is dealt with in a timely way.

  

Key activities

• Handle and process computerised data and information with care, accuracy, confidentiality and security. Understanding of Health, Safety and Wellbeing processes and procedures and activities.
• Maintain Health, Safety and Wellbeing records, documents and data in accordance with standard service procedures and be able to retrieve these in the required format for customer use.
• Gather data, draft standard reports and present findings as appropriate for review and approval by other Health, Safety and Wellbeing Service members.
• Assist the team to drive improvements to the Health, Safety and Wellbeing culture across the organisation by supporting them to implement, monitor, review and audit Health, Safety and Wellbeing management standards.
• To uphold and role model the Values and behaviours of Plymouth City Council and ensure all activities are consistent with organisational and public service values. Challenge any inappropriate behaviour as necessary.
• Promote a positive working environment and culture.
• Understand fairness and dignity and equality of opportunity at work and in service delivery.
• Seeks to achieve excellent customer service to internal and external customers, in line with our Customer Commitments.
• As required, represent the organisation at external meetings, forums etc. e.g. South West Councils Safety Panels.
• Acting as first point of contact for all staff on Health, Safety and Wellbeing matters.
• Prepare and amend where necessary Health, Safety and Wellbeing related documents and guidelines.

  

Essential qualifications/ knowledge

• 2 GCSEs grade 9-4 (A*-C) in English and Maths or equivalent.
• Level 3 IOSH Managing Safely or NEBOSH National General Certificate or working towards.
• Understanding of Health, Safety and Wellbeing legislation.
• Working knowledge of Health, Safety and Wellbeing practices, processes and procedures.
• Working knowledge of Health, Safety and Wellbeing electronic management systems.
• Excellent IT literacy (including Microsoft 365 Apps and SharePoint).
• Knowledge of Excel and data reporting / manipulation processes.

  

 

Desirable qualifications/ knowledge

• Affiliate or Technical membership of IOSH.

  

Essential experience

• Experience of communicating verbally and writing to a wide audience.
• Experience of reporting on Health, Safety and Wellbeing Metrics.
• Experience of organising and promoting Health, Safety and Wellbeing projects.
• Experience of working in a team and providing support to other Health, Safety and Wellbeing Practitioners.
• Experience of assisting in processing Health, Safety and Wellbeing policies procedures and guidance.
• Good understanding and experience of Health, Safety and Wellbeing management systems, processes and plans.
• Experience of developing and maintaining partnership working relationships

  

Desirable experience

• Experience of triaging and prioritising Health, Safety and Wellbeing incidents and case work.
• Knowledge and experience of working in a large, complex public sector organisation.
•  Experience of delivering training in a blended environment.

 

 

Essential skills

• Excellent customer service and communication skills.
• Exceptional organisational skills and ability to prioritise Health, Safety and Wellbeing workloads and meet deadlines.
• Ability to analyse situations, diagnose problems, identify the key issues, establish and evaluate alternative courses of action and produce a logical, practical and acceptable solution.
• Ability to deal with high demands and daily requirements for decisionmaking in relation to Health, Safety and Wellbeing and understand when and how to escalate as appropriate.
• Able to provide advice and direction regarding the council’s Health, Safety and Wellbeing Management System.
• Planning, co-ordination and organisational skills to manage competing priorities and work pressures within own workload to meet deadlines and agreed outcomes e.g. to ensure the delivery of Health, Safety and Wellbeing corporate objectives and legal compliance.
• Skills to co-develop and deliver basic aspects of the Health, Safety and Wellbeing Training Programme (related to SHE Assure).
• Ability to take notes and prepare paper and electronic bundles for Health, Safety and Wellbeing activities.
• Excellent interpersonal and customer facing skills.