Health and Safety Service Support Officer

Education Authority; Armagh; On-site; GBP 25,000 - 35,000; Full time

Job summary

A Public Service Organization in Northern Ireland is seeking a Health and Safety Service Support Officer. This role involves providing high-quality administrative support to ensure the effective delivery of health and safety objectives. The ideal candidate will have at least NVQ Level 3 qualifications, experience in administrative support, and proficiency in Microsoft Office applications. This position offers the opportunity to work in a dynamic environment while ensuring compliance with health and safety standards.

Benefits

Equal Opportunities Employer

Training and Development Opportunities

Qualifications

• Minimum of one year experience in an administrative role providing service coordination.
• Experience in supporting the delivery of training courses.
• Experience in analysis of complex data.

Responsibilities

• Assist in tracking and reporting of Health and Safety issues.
• Manage correspondence and record keeping for the service.
• Prepare requisitions and contact suppliers as necessary.

Skills

Organisational skills

Ability to solve problems

Customer focused approach

Education

NVQ Level 3 or equivalent

Tools

Microsoft Office

Purchasing Ordering System

Job description

JOB DESCRIPTION

JOB TITLE: Health and Safety Service Support Officer

REPORTS TO: Health and Safety Service Co-ordinator

RESPONSIBLE FOR: The post-holder will ensure effective operational support to the Health and Safety Service Co-ordinator and the Senior Health, Safety and Emergency Planning Manager in all duties associated with the post.

JOB PURPOSE:
The post-holder will provide a high-quality, efficient administrative support to the Health and Safety Service, ensuring the smooth operation of service functions and contributing to the effective delivery of health and safety objectives.

MAIN DUTIES AND RESPONSIBILITIES

• Assist the Health and Safety Service Co-ordinator in the effective tracking and reporting of all issues relating to Health and Safety, including correspondence, AQs, FOIs and the like arising from enquires and complaints from parents, school principals, Board members, MLAs, MPs and other Public Representatives.
• Assist the Health and Safety Service Co-orindator on all correspondence management systems including file sharing systems, record keeping, data management, GDPR and other data management related activities within the Health and Safety Service.
• Assist the Health and Safety Service Co-ordinator in the preparation of requisitions required by the Health and Safety Service in line with EA financial procedures using the EA Purchasing Ordering System.
• Contact Accounts, Procurement and suppliers regarding queries concerning deliveries and invoicing of goods and services as required.
• Ensure that the appropriate checks are undertaken for the receipting, coding and payment of all invoices received within the Health and Safety Service.
• Contribute to the organising of training courses, booking venues and preparation of materials for courses.
• Maintain an up to date database of staff who have received training e.g. First Aid training, using Microsoft Office applications and other software packages.
• Continuously monitor and analyse the financial and other performance information in relation to all Health and Safety training.
• Assist the Healty and Safety Service Co-ordinator in the circulation of certificates to staff who have attended courses e.g. First Aid Training.
• Ensure all documentation relating to Health and Safety is issued to schools within a set timeframe and recorded appropriately in accordance with legislative requirements.
• Carry out analysis of data from various sources. Create and manage accurate and current databases, spreadsheets and other documents as a result of gathering and/or interpreting information from internal and external sources.
• Liaise and co-operate with other EA services to provide accurate information to schools, officers and other agencies.
• Maintain effective recording and filing systems within the service as directed by the Health and Safety Service Co-ordinator. Assist the Health and Safety Service Co-ordinator in the servicing of meetings e.g. Team Meetings, Committee meetings, including JNC and Working Group meetings as required by the Senior Health, Safety and Emergency Planning Manager to include the preparation for, attendance at and actions arising from meetings.
• Liaise with internal and external stakeholders on behalf of the Health and Safety Service Co-orindator as required.
• Deputise in the absence of the Health and Safety Service Co-ordinator.

Other Responsibilities

• Comply with the Authority’s Equal Opportunities Policy, relevant Codes of Employment and Practice and other relevant legislation. In accordance with relevant equality legislation and EA policies on diversity in the workplace the post-holder is expected to promote good relations and pay due regard to equality of opportunity in carrying out their duties. The post holder must also carry out any other duties associated with Health, Safety and Emergency Planning Service as requested by the Health and Safety Co-ordinator.
• The post holder may also be required to work outside normal office hours on occasions.

This job description will be subject to review in light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the individual works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time.

To view the summary of terms and conditions for this post, click here

PERSON SPECIFICATION

NOTES TO JOB APPLICANTS

1. You must clearly demonstrate on your application form under each question, how, and to what extent you meet the required criteria as failure to do so may result in you not being shortlisted. You should clearly demonstrate this for both the essential and desirable criteria, where relevant.

2. You must demonstrate how you meet the criteria by the closing date for applications, unless the criteria state otherwise.

3. The stage in the process when the criteria will be measured is outlined in the table below.

4. Shortlisting will be carried out on the basis of the essential criteria set out in Section 1 below, using the information provided by you on your application form.

5. Please note that the Selection Panel reserves the right to shortlist only those applicants that it believes most strongly meet the criteria for the role.

6. In the event of an excessive number of applications, the Selection Panel also reserves the right to apply any desirable criteria as outlined in Section 3 at shortlisting, in which case these will be applied in the order listed. It is important therefore that you also clearly demonstrate on your application form on how you meet any desirable criteria.

Section 1 - Essential Criteria

The following are essential criteria which will initially be measured at the shortlisting stage and which may also be further explored during the interview/selection stage. You should therefore make it clear on your application form how, and to what extent you meet these criteria. Failure to do so may result in you not being shortlisted.

Factor Essential Criteria Method of Assessment Qualifications/ Experience

Hold a minimum of NVQ Level 3, BTEC National or two ‘A’ levels or equivalent or higher examination qualifications and have a minimum of one years’ experience in an administrative role in an office environment providing comprehensive service co-ordination and support directly to senior-level officers;

OR

Have a minimum of three years’ experience in an administrative role in an office environment providing comprehensive service co-ordination and support directly to senior-level officers.

Shortlisting by Application Form

Experience

Demonstrable experience in supporting the delivery of training courses, including venue arrangements, preparation of training materials and maintaining accurate training records and attendance databases using Microsoft Office applications.

Demonstrable experience in the collation and analysis of complex data from various sources to inform the development of briefings and papers e.g. briefings for Project Boards, Senior level officers, Committees, Project Plans and Business Cases

Shortlisting by Application Form

Skills / Abilities Ability to service meetings to include the preparation for, attendance at, recording of minutes and actions arising from meetings.

Shortlisting by Application Form

Knowledge Knowledge of the financial procedures using a Purchasing Ordering system to support the preparation of requisitions, coding of invoices and analysis of expenditure

Section 2 - Essential Criteria

The following are additional essential criteria which will be measured during the interview/selection stage in line with EA’s Game Changing People Model.

Factor Essential Criteria Method of Assessment Skills/ Abilities

In line with EA’s Game Changing People Model we will look for evidence of:

Good organisational skills and ability to organise a busy workload and meet stringent deadlines.

Ability to use own initiative and judgement to solve problems.

Ability to take a responsive and customer focused approach to work.

Ability to provide specialist advice and guidance when required.

Interview

Values Orientation
Evidence of how your experience and approach to work reflect EA’s ethos and values. You will find information about our Values here.

Interview

Section 3 - Desirable Criteria

Some or all of the desirable criteria may be applied by the Selection Panel in order to determine a manageable pool of candidates. Desirable criteria will be applied in the order listed. You should make it clear on your application form how, and to what extent you meet the desirable criteria, as failure to do so may result in you not being shortlisted.

Desirable Criteria

Demonstrable experience in supporting the preparation of tender/contract documentation and the supporting Business Cases to inform the effective management of contracts.

Shortlisting by Application Form

Our Values

Through the selection process we will also seek evidence that the personal values of candidates align with those of the EA. This will include evidence of commitment to equality and excellence in service delivery. These reflect our aim which is to meet the needs of all our children and young people equally, removing barriers to learning and ensuring equality of access to excellent education services so that every child can develop to his or her full potential.

DISCLOSURE OF CRIMINAL BACKGROUND

The Safeguarding Vulnerable Groups (Northern Ireland) Order 2007 defines working directly with children or young people or in specified places as ‘regulated activity’.

In the event that you are recommended for appointed to a post that involves ‘regulated activity’, the Education Authority will be required to undertake an Enhanced Disclosure of Criminal Background. Please note that you will be expected to meet the cost of an Enhanced Disclosure Certificate. Details of how to make payment will be sent to you at the pre-employment stage.

Further information can be accessed at NI Direct or the Department of Justice.

APPLICANT GUIDANCE NOTES

To view the applicant guidance notes, please click here.

To learn about the many great benefits of joining the Education Authority, click here

The Education Authority is an Equal Opportunities Employer.