Winchester College - Health & Safety Administrator

Hampshire
Winchester College
Part-time

Summary

Winchester College has an exciting opportunity to appoint a Health & Safety Administrator as soon as possible. This role is part-time, 22.5 hours a week (3 days).

Detail

PART I: ROLE AND RESPONSIBLITIES OF THE HEALTH & SAFETY ADMINISTRATOR

Health and Safety Administrators function at Winchester College provides support to the H&S Manager (HSM), across a broad range areas in order to enable the HSM to focus on leading H&S improvement, providing matter expert advice and ensuring we have the measures in place to reduce risk and encourage safe behaviour, in line with related legislation and good practice. We are currently reorganising our H&S management system to follow HSG 65.

Key Responsibilities

The following summary of duties is not an exhaustive list but is intended to help the successful applicant in their understanding of the breadth of responsibilities expected. These include:

Day to day enquiries – general fielding of phone calls, visits and background information to support H&S Manager. The admin element is essential to the H&S function – there are lots of day-to-day enquiries and required actions that are of a simple fix level, that someone who has a good knowledge of the campus and staffing structure can take care of, leaving the higher-level work to the HSM.

To maintain a record log of occurrences such as Accidents/Incidents/Near miss, including RIDDORs, and to produce KPIs for the same.

Training administration – this is a large and difficult part of the job. It involves agreeing dates for training (not an easy task with diaries), maintaining lists of all personnels H&S training, keeping abreast of new and leaving staff and effect of our provision, monitoring dates for re training. Organising trainers, costs and venues for same and hosting when on site. This involves,

internal online training such as Manual Handling, Fire Awareness, Working at Heights, etc.
in person training such as H&S update for existing staff, First Aid, Fire extinguisher, Mental Health First Aid, etc. etc training arrangements
Admin relating to attendance of Chartwell’s staff on first aid training courses.

Each course requires room allocation, facilities, catering, diaries, invitations and materials. On the day the room needs setting up if in person training course, liaising with the trainer (escorting), resultant certification admin and maintenance of the First Aid Training Record on Wykehampedia.

Smartlog – Maintenance and administration of the system generally. This will increase as Smartlog becomes our main tool for recording all compliance check and tests. This involves chasing compliance, dealing with quires on the system such as test allocation, type of test, background to checks, content and administration etc. Assistance with formulation of bespoke training modules

H&S inductions – basic introduction, where requested, to compliance heads, support on platforms such as Smartlog, processes, etc., to include meeting and demo of systems; arrangement of update to presentation(s) for:

Support Staff inductions and materials to tech support on the day.

Compliance platform (Smartlog) management and admin – compiling reports for HSM as required, on training and compliance checks. Maintenance of users, compliance checks, departments and training allocation for all staff, as required.

Day to day enquiries regarding Smartlog and ongoing changes and improvements – We are aiming to use Smartlog more which will increase this workload.

Ensuring documentation is in date and in line with standard templates and updating where required.

Maintenance of information locations – TEAMS, Smartlog, Works drive/H&S folder, Outlook mailbox.

Maintenance of H&S calendar.

Fire and Department Audit support – comms to all departments requesting documentation relating to audit of their areas, taking enquiries on those docs, arranging department/house audit visits as required.

Hants Fire & Rescue visits – arranging meeting with fire officers.

Arrangements for external auditors to perform department/house fire audits. Arranging visits, introduction and post visit administration of portal for FRA’s.

Providing documentation as requested to external auditors, maintaining audit action log, comms with department compliance heads on any enquiries relating to their audits.

Support with enquiries on H&S compliance checks – clarification of instructions, regularity of checks. Support during ISI inspections

Health Surveillance arrangements – comms to Head of Departments for staff they wish to be included in being tested (audio / vibration / respiratory, etc) during a visit by our HS provider, arrangements for visit, timetabling, comms to staff, catering, management of visit on the day and advice of results to participants.

Projects – e.g. update of Gerda box contents, arrangements for maintenance of defibrillators, ordering replacement parts, centralisation of supply and enquiries replating to units, maintenance, signage and Wykehampedia content.

PART II: PERSON SPECIFICATION AND KEY QUALITIES

It is essential that the successful applicant has/is:

The ability to work well as part of a team and be a good team player.
The ability to use their own initiative.
A flexible, adaptable and enthusiastic approach to work.
The ability to communicate appropriately with staff/parents/pupils/alumni/dignitaries and other visitors.
Self-motivated, trustworthy and dedicated.
Committed to promoting and embedding an inclusive culture, with equality of opportunity for all.

It is desirable that the successful applicant has: