Job Description (JD)
Band 4
Directorate: HR
Job Description - BAS: Health, Safety and Fire
Document Ref.
OR-JES-HQ-0660_ BAS: Health, Safety and Fire_v5.0
Document Type
Management
Version
5.0
Classification
Unclassified
Date of Issue
Status
Baselined
Produced by
Head of Group
Authorised by
Reward Team
JD Evidence
OR-JES-HQ-0660_ BAS: Health, Safety and Fire_v5.0
HQ Job Description
Job Title
BAS : Health, Safety and Fire
Directorate/Group
HR/ Business Administrator Specialist
Band
4
Overview of the job
This is a non-operational specialist role based within establishments but line managed
via the Cluster Lead, Health Safety and Fire within the regional HSF&L Team. The role
supports national plans and systems for the effective management of HSF risk through
the provision of 1st 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 jobholder will undertake the role, having access to all work areas, plant and
equipment. The post holder will report to the Cluster Lead, Health Safety and Fire in
the regional HSF Team. The post is the liaison and co-ordination point for health,
safety and fire management in establishment(s), providing 1st line advice,
information, administration, training and support to the SMT, managers, staff,
prisoners, contractors and visitors.
The job holder will co-ordinate HSF management systems within identified
establishment(s) in line with national policy, arrangements and standards. Support for
other establishments in the region may be required on an ad hoc basis as required by
the Cluster Lead:HS&F and/or Regional Services Lead: HSF&L.
Responsibilities,
The job holder will be required to carry out the following responsibilities, activities
Activities and Duties
and duties:
The maintenance of a Fire Risk Assessment as required by the Regulatory Reform (Fire
Safety) Order 2005.
The maintenance and distribution of national and local health and safety risk
assessments.
Assist the Cluster Lead, Health Safety and Fire in production of monthly, quarterly and
annual reports to the HS&F Sponsor, SMT, Health and Safety Committee, H+S
representatives, Regional HSF Team and Governor(s) on the HSF performance of the
establishment(s) with reference to individual incidents, trends and patterns in
incidents, the efficacy of controls including training and progress on plans re fire
safety. Sources for such reports to include Rivo, NORCET, Cardinus, NOMS
Performance Hub.
Regular liaison with the Cluster Lead - Health, Safety and Fire on progress and issues
within establishment(s).
The review of the relevant local HSF risk assessment(s) after any incident or change in
circumstances and the revision, if necessary, of local variations.
Referral of non-local issues arising from the review to regional HSF&L team.
.
Monitoring and reporting on progress of establishment(s) HSF&L and other relevant
action plans.
Regular informal contact with establishment(s) Health, Safety and Fire (HS&F) Sponsor
OR-JES-HQ-0660_ BAS: Health, Safety and Fire_v5.0
on all relevant matters. At least monthly briefing with establishment(s) HS&F Sponsor.
Frequent liaison with Establishment(S) Heads of Function (including Security and Safer
Custody) to ensure there are no conflicts of interests developing on matters relating
to HSF risk.
Regular liaison with the manager(s) responsible for HSF-related contingency planning
to ensure all aspects of such contingency planning are suitable, sufficient and current.
To assist those responsible with the development and testing of HSF contingency
plans.
Frequent liaison with their local emergency services including the Fire and Rescue
Service (FRS) to facilitate the implementation of the local establishment(s)
fire/emergency contingency plans in association with the FRS operational fire fighting
procedures.
The organisation and delivery (where required) of the appropriate fire safety
instruction and training for every person in the workplace to ensure that at all times
each person is familiar with the fire precautions to be observed in the workplace,
which includes:
•
The means of escape in case of fire;
•
The action to be taken in case of fire;
•
The location and method of operating fire fighting equipment (if required);
•
The location and use of the means to give warning in case of fire;
Ensure the organisation and delivery of training and instruction to all operational
personnel in the correct use of Respiratory Protective Equipment (RPE); the Safe
Systems of Work for Cell Fires (SSOW), and to ensure that all equipment is replaced,
maintained, tested and recorded as required.
Working with the Cluster Lead - Health, Safety and Fire, the provision of regular and
prompt Core Basic HSF Induction training to new or transferring staff, on-site
contractor staff and sub-contractors and other third parties as appropriate in line with
national Health and Safety Arrangements for the provision of training.
Ensure the provision of other relevant training at 1st line level such as stress
awareness, manual handling technique, principles of risk assessment, accident
reporting, slips trips etc.
Regular liaison with those responsible for the planning and resourcing of training to
track progress with delivery of HSF training against the people plan. Assist with the
identification of training needs and reporting identified needs via functional managers
and regional HSF&L team.
The organisation of fire evacuation drills and liaison with the local Fire and Rescue
Service on operational procedures, familiarisation visits, water supplies, and access
for fire service vehicles.
Contribute to/ensure regular inspections of all areas of establishment(s) to eradicate
potential health, safety and fire risks; identify, report and action any dangerous
conditions occurring. Such inspections to be recorded via Rivo and action
recommendations placed against relevant Functional Heads via Rivo.
The notification to the Governing Governor of any dangerous conditions requiring
immediate action.
Liaise with the business / people hubs to ensure the keeping of accurate records and
OR-JES-HQ-0660_ BAS: Health, Safety and Fire_v5.0
plans relating to:
•
Evacuation drills
•
Staff training in respect of RPE, SSOW and all other fire training
•
Fire events - including false alarms
•
Workplace inspections, audits etc.
•
Location of fire fighting equipment and their test requirements
•
Location of fire detection equipment and their test requirements
Monitor via the business and people hubs the planning and co-ordination of
immunisation clinics in liaison with the contracted Occupational Health Advisor (OHA)
and business or people hub, as determined by your establishment.
Regular liaison with HSF Sponsor, Heads of Function to ensure that plans for changes
of use, occupation, layout or construction can be properly considered for HSF
purposes.
Regular liaison with the regional HSF&L team, to ensure that regional and national
priorities and actions for HSF&L are fed into relevant establishment(s) management
forums and processes and to highlight progress and concerns re: establishment(s) fire
safety.
Recording of HSF related incidents on the Rivo system and subsequent gathering of
information, statements and records relating to these incidents using Rivo.
Management and quality checking of Rivo data.
Administration and management of the Cardinus online DSE training and assessment
software in such a way as to ensure that DSE users are adequately trained and
assessments are completed. The production of quarterly reports from Cardinus to the
HSF Committee.
Personal DSE assessment as required in more complex cases and liaise refer to OHA
as appropriate.
Timely and thorough completion of the fire component of the quarterly NORCET HSF
risk management tool reports. Ongoing liaison with facilities management and
contract works supervisors and managers including day-to-day oversight of the HSF
issues arising from such work. Close liaison with regional HSF team on related issues.
Act as the establishment(s) point of contact for internal auditors. Refer all contacts
with auditors to regional HSF team.
Ensure completion and submission of CPIG fire information reports for all qualifying
fire events using the nationally approved reporting method.
Refer potential RIDDOR incidents to the relevant functional manager and to the
Regional HSF Team.
Act as the establishment(s) point of contact for enforcement bodies, liaising in all
cases with the Cluster Lead -HSF. Assist and support the planning, co-ordination of
scheduled visits from enforcement bodies e.g CPIG/HSE/LA and EA audits in liaison
with the Cluster Lead - HSF and regional HSF team.
Work with the Cluster Lead - Health, Safety and Fire who will interpret and present
OR-JES-HQ-0660_ BAS: Health, Safety and Fire_v5.0
enforcement reports to SMT, Health and Safety Committee and draft and seek
approval for suitable action plans. Report on progress against these plans to SMT and
HS Committee via Regional HSF Team.
Provide support and advice after fire incidents and co-ordinate and / or participate in
the investigation of all fire incidents in order to reduce the number of incidents
occurring, and to make appropriate recommendations and / or contribute to final
reports thereof.
Draft and seek approval of an annual programme of workplace inspections by
functional managers for each physical area of the establishment and co-ordinate the
inspection programme via Rivo including the management of remedial action via the
Rivo action notification system.
Record and co-ordinate the recording of accident, fire, assault data via Rivo,
undertaking regular first line quality control of incoming data.
Provide support and direction to the relevant support hub in the collation and co-
ordination of litigation casework.
Liaise regularly with the regional HSF&L team on litigation casework progress.
Liaise regularly with the relevant support hub on matters of HSF performance such as
accident, fire and assault reports.
Liaise at least weekly with the relevant support hub re the causes of sickness
absence cases to ensure that statutory reports can be made for work-related injury /
ill-health absence over the 7 day threshold.
Provide support to the governor and Cluster Lead - HSF in the planning and follow-
up of senior management safety tours.
The duties/responsibilities listed above describe the post as it is at present and is not
intended to be exhaustive. The Job holder is expected to accept reasonable alterations
and additional tasks of a similar level that may be necessary. Significant adjustments
may require re-examination under the Job Evaluation scheme and shall be discussed
in the first instance with the Job Holder
Competencies
All of the competencies in the National Offender Management Services (NOMS)
Competency Quality Framework are relevant to this group profile. For the purpose of
selection the following competencies will be measured:
? 2. Changing and Improving
? 3. Making Effective Decisions
? 4. Leading and Communicating
? 5. Collaborating and Partnering
? 8. Delivering Value for Money
? 9. Managing a Quality Service
Minimum Eligibility
? All candidates are subject to security and identity checks prior to taking up post
? All external candidates are subject to 6 months probation. Internal candidates are
subject to probation if they have not already served a probation period within
NOMS
? All staff are required to declare whether they are a member of a group or
organisation which the Prison Service considers to be racist
OR-JES-HQ-0660_ BAS: Health, Safety and Fire_v5.0
Essential Skills/
Essential Qualifications:
Qualifications/
Accreditation/
The post-holder is required to hold a minimum of NEBOSH General Certificate and the
Registration
NOMS Fire Advisor and RPE Training Qualification.
It is recognised that in the first instance existing staff are unlikely to hold both of these
qualifications. In cases where existing staff only hold one of the qualifications
identified the outstanding qualification/course must be completed within 1 year of
taking up post. Appointees without the RPE Training Qualification will be expected to
gain this qualification immediately on appointment.
It is expected that post-holders will achieve Associate membership of IOSH within 1
year of appointment via successful completion of the NEBOSH Certificate and
subsequently achieve Technical Membership within 2 to 5 years subject to F/T status.
Will be expected to be formally trained in Rivo Administrator Use and
Formally Trained in Cardinus Administrator Use
Essential Skills:
Able to deal effectively and assertively with staff at all levels
Able user of MS Word and MS Excel
Basic training and presentation skills
Information collation and analysis
Hours of Work and
Allowances
OR-JES-HQ-0660_ BAS: Health, Safety and Fire_v5.0