JOB DESCRIPTION
REPORTS TO: Head of Quality, Safety, Health and Environment (QSHE)
RESPONSIBLE FOR: Direct line management responsibility for a minimum of 6 staff and overall leadership responsibility for a large, diverse and geographically dispersed team of approximately 15-20 professional, technical and administrative staff carrying out work across a range of major functions within the various service areas across the Education Authority (EA) and schools.
Responsibility for:
* All corporate Health, Safety and Emergency Planning matters across the EA to minimise and reduce the risk of injury and harm to employees, our children and young people, contractors and the public; and
* Providing strategic leadership for all aspects of Emergency Planning including Integrated Emergency Management, Emergency Planning, Resilience and Business Continuity Planningacross all areas of the EA including in excess of 1,000 Schools to ensure that the EA can effectively plan for, respond to and recover from any internal or other emergency.
JOB PURPOSE
The overall purpose of the role is to strategically lead, manage and develop the Health, Safety and Emergency Planning service. As a key member of Facilities Management (FM) Division and QSHE Team, the post-holder is accountable for ensuring that service delivery is focused on fostering and driving continuous improvement in Health, Safety and Emergency Planning. The post-holder will provide leadership of transformational change and will implement new structures, strategy, policy, procedures and processes for the services provided by Health, Safety and Emergency Planning and will also strategically manage the EA’s statutory requirements with regard to Emergency Planning.
The post-holder will work with EA colleagues, Schools, External Stakeholders, Department of Education (DE), the Health and Safety Executive (HSENI), Trade Unions, Multi-Agency Emergency Planning Groups (EPGs) and Industry Experts to ensure that current and emerging priorities are embedded in the programme of work to be delivered by the service to continually improve Health, Safety and Emergency Planning for EA stakeholders, staff and its children and young people. The post-holder will establish ownership and accountability for the challenges the service faces and work to improve Health, Safety and Emergency Planning performance in order to deliver safe essential services in support of the statutory responsibilities of EA. The post-holder will advise and support the Head of QSHE in the development of the strategic direction for this service and will work closely with other Managers, Heads of Service and the Corporate Leadership Team (CLT) within the EA to ensure that the Health, Safety and Emergency Planning priorities are clearly identified and communicated in line with service requirements.
The post-holder will be expected to provide strong leadership and direction to ensure the significant ongoing change and harmonisation process to create a fit for purpose Health, Safety and Emergency Planning function is successfully implemented. In acting as an integral member of the QSHE Team, the post-holder is required to fully contribute to all Health, Safety and Emergency Planning issues related to the corporate plan, operational business plan, service development proposals, savings proposals and risk register to ensure that the Directorate operational plans support the overall strategic direction of the Authority and the achievement of its objectives in line with its vision, mission and values.
As part of the ongoing transformation of the EA, in partnership with DE, it is recognised that QSHE and the services which it provides will play a key role in driving this transformation both within the FM Division, across the O&E Directorate and the wider EA. Ongoing Service reviews will need to be undertaken in specific areas to develop a fit for purpose service that fully meets the requirements of its internal and external stakeholders.
The post-holder w ill be the most senior specialist officer responsible for leading on all corporate Health, Safety and Emergency Planning matters and will thereby contribute to the achievement of the EA’s overall corporate objectives. The post-holder will be responsible for providing advice, support and guidance to the EA Board, its Committees and other relevant organisation’s as appropriate.
MAIN DUTIES AND RESPONSIBILITIES
Leadership Responsibilities:
The post-holder has the following leadership responsibilities for this portfolio of services:
Setting Vision and Strategy
* Actively contribute to the strategic management of the Division, attending Directorate, Corporate, Committee and Board meetings as required by the Head of Service.
* In partnership with the Head of QSHE and other members of the Division’s Senior Team, establish, maintain and communicate a clear and compelling strategic direction for the Service.
* Contribute to the development of a strategic plan for the Division and lead on the development of the Service-specific strategic plan.
* Lead the ongoing transformation of structures, strategy, policy, procedures and processes relating to the Service.
* Challenge conventional approaches, harness new approaches and technology and drive out inefficiencies to further improve the effectiveness and efficiency of the Service.
Managing the Organisation to Deliver
* Hold accountability for ensuring that the Service achieves the highest possible standards of performance whilst focusing on meeting the needs of children and young people.
* Agree performance targets with the Head of QSHE and provide regular progress reports.
* Develop and implement a robust annual operational plan for the Service.
* Regularly monitor, evaluate and review plans and adjust as required.
* Manage and continuously improve services to ensure achievement of Corporate and Service performance targets in line with best value for money.
* Ensure that the Head of QSHE receives high quality, timely advice and support.
* Apply resources effectively to maximise the delivery of front-line services.
* Contribute to the successful achievement of the savings delivery plan.
* Manage the budget in accordance with financial policy and procedures.
* Be accountable for the financial position of the Service and for delivering all budget lines within target, by taking immediate corrective action as required.
* Ensure compliance with legal, regulatory and statutory performance requirements.
* Contribute effectively to the development and implementation of governance, quality and performance management systems and ensure that the Service is being managed as per the requirements of these systems.
* Develop performance management templates in partnership with the Corporate Services Team and ensure that these are maintained and fit for purpose.
* Ensure that Service teams have clear structure, roles and responsibilities and work in an integrated way.
* Focus on addressing key workforce issues including staff locations, reporting lines, recruitment and selection, employee engagement, retention and training and development.
* Investigate all complaints and adverse incidents where outcomes are below expected standards.
Leadership
* Provide the Service with leadership and direction ensuring that Corporate, Directorate, Divisional and Service performance standards are achieved.
* Promote the vision, mission and values of the EA and ensure that the Service is focused on meeting the needs of children and young people.
* Build a culture that supports achievement of the EA’s strategic plan by role modelling core values and leadership behaviours to staff in the Service and across the Division.
* Lead and communicate change and improvement initiatives within the Service.
* Lead, manage and develop staff within the Service.
* Encourage staff involvement and engagement in the strategic development and operational delivery of the Service.
* Create a climate which encourages teamwork, self-development and maximises individuals’ potential; stimulates innovation; and connects at all levels with front line services.
* Promote a culture of performance management within the Service through individual and team accountability, commitment to regular and effective appraisals and fostering a culture of constructive feedback and learning.
Building Relationships and Working with Others
* Build and maintain effective, professional and respectful stakeholder relationships.
* Ensure efficient and effective internal communication with staff in the Service.
* Work closely with partner organisations, the Head of QSHE, FM Senior Management Team and colleagues to benchmark services and lead and monitor change.
* Develop and maintain clear lines of communication with Service user groups and relevant external stakeholders, including trade unions.
* Lead on engagement with staff, School Leaders, Trade Unions and the public on major changes which may affect them, in particular those delivered through transformation plans or involving potentially contentious changes.
* Work with EA colleagues, Schools, DE, the Health and Safety Executive (HSENI), Trade Unions, Industry Experts, External Stakeholders for example education sector partner organisations, Health Trusts, Councils, Multi-Agency bodies with responsibility for Emergency Planning and others to plan, develop and provide joint services to maximise service effectiveness and efficiency.
Service-Specific Responsibilities
* Contribute fully to ensure the achievement of Service, Divisional, Directorate and Corporate objectives.
* Develop and maintain effective working relationships with Heads of Service from all Directorates to ensure the achievement of the EA’s corporate objectives.
* Work with Heads of Service in the strategic planning, management and delivery of the EA’s corporate Health, Safety and Emergency Planning priorities.
* Report to the Heads of Service, Assistant Director, Corporate Leadership Team, DE and other Departmental bodies as required on all issues related to Health, Safety and Emergency Planning and Business Continuity.
* Provide clear, strategic leadership to staff to ensure the Service has a highly skilled, flexible and motivated workforce.
* Promote and develop a strong and consistent Health, Safety and Emergency Planning culture throughout the organisation.
* Be responsible for co-ordinating and delivering on all aspects of EA Health, Safety and Emergency Planning Forums, Oversight and Governance Committees e.g. JNC Health and Safety Committee, as and when required.
* Lead and deliver on all aspects of facilitating the recurring JNC Health and Safety Committee to include the:
* Scheduling of JNC Health and Safety Committee and any associated internal pre-meetings;
* Collation and issue of Agenda’s and supporting papers to all members;
* Recording of Minutes/Summary of Actions, ensuring their accuracy, distribution and follow-up in a timely manner.
* Develop the EA’s Health and Safety Strategy, supporting policies and the implementation of safety processes, procedures, risk assessments and method statements to minimise and reduce the risk of injury and harm to employees, our children and young people, contractors and the public.
* Lead, develop and implement ‘behavioural safety and emergency planning’ cultural change programmes ensuring they are communicated clearly and consistently across all EA services and schools to raise awareness of Health, Safety and Emergency Planning requirements.
* Design, implement and periodically evaluate and review lines of reporting for staff within the Service to ensure that management structures and practices support a culture of effective team working, continuous improvement and innovation.
* Define EA’s requirements in accordance with Health, Safety and Emergency Planning legislation and current ISO accreditation standards, to ensure policies and procedure are compliant with the standard and support a ‘best in class’ Health, Safety and Emergency Planning service.
* Be responsible for providing a quality assurance and audit facility for the EA in relation to all aspects of Health, Safety and Emergency Planning.
* Ensure that corporate Health, Safety and Emergency Planning priorities are delivered to a high quality, provide value for money, support the delivery of Departmental policy and are consistent and integrated in approach across all areas of the EA.
* Provide professional advice to EA Corporate Leadership Team, Assistant Directors, Service Managers and Schools, where required, on all aspects of Integrated Emergency Management, Emergency Planning, Resilience and Business Continuity Planning.
* Be strategically responsible for leading the development and implementation of approved Emergency and Business Continuity Plans across all EA Services to fulfil the EA’s statutory requirements in relation to emergency planning.
* Contribute to Multi-Agency planning as and when required.
* Ensure the EA remain in a prepared state to deal with emergency situations that are Internal to EA, Community wide or National and have supporting Business Continuity Plans designed and robustly tested to enable critical services to continue at times of disruption or emergency.
* Constantly scan the horizon for new developments relating to Emergency and Resilience Planning to ensure EA is better placed to prepare, respond and recover from any emergency and to identify emerging threats to the delivery of services to assist in planning and preparing for a suitable response.
* Provide expertise and independence in the conduct of EA investigations as directed by the Head of QSHE.
* Have strategic responsibility for the design and delivery of all Health, Safety and Emergency Planning audit and advisory programmes.
* Work collaboratively with Finance officers in both EA and DE in the development and monitoring of financial plans and budgets for Health, Safety and Emergency Planning programmes to ensure that all financial targets are met, including any savings proposals.
* Develop robust, high standards of governance including the assessment and management of risk and compliance both internally and externally with relevant statutory standards.
* Design, write and deliver Health, Safety and Emergency Planning and Business Continuity messages across multi-media channels to maximise their reach and impact.
* Represent EA on behalf of the Head of QSHE, liaising with e.g. Trade Unions, Health, Safety and Emergency Planning Committees, Steering Groups, Task and Finish Groups and provide relevant advice.
* Advise Senior Management with regard to their safety obligations and develop supporting training and awareness raising programmes to promote the Health, Safety and Emergency Planning message across EA Services and Schools.
* Establish accountability processes and robust management information systems that ensures effective tracking and reporting of all Health, Safety and Emergency Planning audit and advisory activity across the education sector including the provision of management information in the form of reports, dashboards, KPIs and other methods of portraying information on the current status of the service. This will include appropriate use of benchmarks and indicators to drive continual improvement, demonstrate the achievement of value for money and the delivery of ‘best in class’ services.
* Ensure appropriately trained and skilled staff are appointed to support the delivery of EAs corporate Health, Safety and Emergency Planning priorities.
* Advise the Head of QSHE on compliance with and effectiveness of all memorandums of agreement for the provision of services to partners in education and other sectors.
* Regularly review, evaluate and change relevant EA policies, procedures and practices to ensure robust Health, Safety and Emergency Planning governance is in place and is clearly disseminated to and complied with by all relevant staff.
* Ensure sound information governance and records management practices are followed at all times.
* Meet with and respond to enquiries and complaints from parents, school leaders, Board members, MLAs, MPs and other public representatives on all issues relating to Health, Safety, Emergency Planning and Business Continuity including correspondence, AQs, FOIs and the like.
* Publicly represent and act on behalf of the EA in engagement and negotiation with school leaders, boards of governors, senior civil servants, MPs, MLAs, industry groups and leaders in private sector organisations on high-level, complex matters including those relating to policy.
* Lead on the ongoing development and implementation of new and existing Management Information Systems to support the quality of information available to the Service and its stakeholders, including the current EA Online Accident Reporting System across EA services and schools.
* Support the Head of QSHE with the Divisional responsibility for staff training and development.
* Support the Head of QSHE with the Divisional responsibility for recruiting, managing, mentoring and developing placement students, graduates and interns.
* Deputise for the Head of QSHE as required.
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.
In accordance with Section 75 of the Northern Ireland Act (1998), the post-holder is expected to promote good relations, equality of opportunity and pay due regard for equality legislation at all times.
To view the summary of terms and conditions for this post, clickhere.
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 whichmay 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 Bachelor’s Degree (UK Qualification and Credit Framework Level 6) or an equivalent or higher qualification in one of the following operational disciplines: Business, Management, Health and Safety or Emergency Planning;
and
have minimum of three years’ experience of successfully developing and implementing complex risk strategies and policy in the areas of Health and Safety or Emergency Planning within a large and multi-site organisation.
Have a minimum of three years' experience (in the last eight years) of the successful leadership and management in the areas of Health and Safety or Emergency Planning services within a large complex and multi-site organisation, with evidence of knowledge and experience of each of the following:
a. Financial Management;
b. Staff Management, including HR issues;
c. Analysis and interpretation of information to develop strategic service delivery and reporting; and
d. Governance.
Demonstrable experience of building and promoting a strong and consistent Health and Safety or Emergency Planning culture throughout a large complex and multi-site organisation.
Demonstrable experience of regularly advising and influencing Senior Management and relevant Board Committees in complex Health and Safety or Emergency Planning operational situations.
Proven track record in designing, leading, and delivering organisation-wide initiatives that have driven significant transformational change.
Shortlisting by Application Form
Skills/
Abilities
Proven ability to achieve challenging targets and objectives through the engagement of Strategic /Operational Managers and Stakeholders.
Shortlisting by Application Form
Other
The successful candidate will be required:
to have access to a suitable vehicle (appropriately maintained and insured for Education Authority business) that will enable them to carry out the mobility requirements of the post in an efficient and effective manner and thus meet this essential criterion;
OR
be able to provide sufficient information on the application form that will satisfy the employer that he/she has access to an appropriate alternative form of transport that will enable them to carry out the mobility requirements of the post in an efficient and effective manner and thus meet this essential criterion.
Shortlisting by Application Form
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:
The ability to champion strategic priorities and deliver change through a design mindset.
Skills to drive and deliver service improvement.
Strong collaborative working skills and an ability to build genuine and productive alliances.
Excellent leadership and management skills.
Interview/Presentation
Values Orientation
Evidence of how your experience and approach to work reflect EA’s ethos and values. You will find information about our Valueshere.
Interview
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 youWILLbe 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 atNI Director theDepartment 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.
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