JOB PURPOSE
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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
1. 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.
2. 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.
3. 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.
4. Contact Accounts, Procurement and suppliers regarding queries concerning deliveries and invoicing of goods and services as required.
5. Ensure that the appropriate checks are undertaken for the receipting, coding and payment of all invoices received within the Health and Safety Service.
6. Contribute to the organising of training courses, booking venues and preparation of materials for courses.
7. 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.
8. Continuously monitor and analyse the financial and other performance information in relation to all Health and Safety training.
9. Assist the Healty and Safety Service Co-ordinator in the circulation of certificates to staff who have attended courses e.g. First Aid Training.
10. Ensure all documentation relating to Health and Safety is issued to schools within a set timeframe and recorded appropriately in accordance with legislative requirements.
11. 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.
12. Liaise and co-operate with other EA services to provide accurate information to schools, officers and other agencies.
13. 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.
14. Liaise with internal and external stakeholders on behalf of the Health and Safety Service Co-orindator as required.
15. Deputise in the absence of the Health and Safety Service Co-ordinator.
Other Responsibilities
16. 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.
17. The post holder may also be required to work outside normal office hours on occasions.