Safety Administrator @ North London NHS Foundation Trust

Job summary

An exciting opportunity has arisen to join the Estates and Facilities Directorate at North London NHS Foundation Trust as a Band 4 Safety Administrator.

The Safety Administrator will provide efficient, accurate and customer-focused administrative support across the Trust's Health and Safety, Fire Safety and Security functions. Working closely with the Associate Director of Safety and the wider Safety Department, the postholder will help coordinate the department's governance arrangements, meetings, records, reporting systems and day-to-day administrative activities.

This is a varied Trust-wide role requiring excellent organisational, communication and IT skills. The successful candidate will coordinate meetings, prepare agendas and papers, take accurate minutes, maintain action trackers and safety records, manage correspondence, and collate information for assurance reports, audits and inspections.

The postholder will act as a professional first point of contact for the Safety Department and will communicate with colleagues at all levels, as well as contractors, suppliers and external organisations. They will handle sensitive information and competing priorities, so a high level of accuracy, discretion and the ability to work independently will be essential.

The role offers an opportunity to contribute directly to the Trust's safety governance and assurance arrangements, helping the organisation demonstrate compliance.

Main duties of the job

The post holder will provide comprehensive administrative support to the Safety Department, ensuring the effective organisation and delivery of health and safety governance arrangements across the Trust. Key responsibilities include coordinating and servicing the Health and Safety Group and associated meetings; scheduling meetings; preparing agendas and papers; taking minutes and maintaining action logs

The role will support the management of the department's shared mailbox, correspondence, filing systems, and telephone enquiries, while producing and quality-checking reports, presentations, spreadsheets, and other documentation.

The post holder will collate information from incident reporting systems and departmental databases to support performance reporting and assurance processes, including administration of RIDDOR-reportable incidents and maintenance of associated records. They will assist with the preparation of evidence for internal and external audits and inspections and support the review and administration of policies, procedures, and guidance documents.

Additional responsibilities include raising purchase orders, processing invoices, maintaining training and competence records, supporting departmental communications and safety campaigns, maintaining SharePoint and intranet content, and providing diary and administrative support to the Associate Director of Safety and senior members of the team.

About us

North London NHS Foundation Trust (NLFT) is committed to improving mental health care across North London to deliver excellent services to our local people.

Our Five-Year Strategy

• We will provide consistently high-quality care closer to home.
• With our partners in North London and each borough we will ensure equity of outcome for all
• We will offer great places to work, providing staff with supportive environment to deliver outstanding care.
• We will be more effective as an organisation by pioneering research, quality improvement and technology.

Why NLFT?

• We develop and retain our staff through leadership behaviours and managers programme and many more opportunities.
• We promote flexible working and support staff with a range of health and wellbeing initiatives.
• NHS Discounts, generous annual leave and NHS pension scheme
• Excellent internal staff network

In order to meet the needs of the Trust you may be required from time to time to work at different locations to your normal place of work. This may mean that you are required to work at any location that fall under Barnet, Camden, Enfield, Haringey or Islington. The Trust reserves the right to require staff to work at such other places or locations as it considers reasonable and necessary on a temporary or permanent basis.

Job description

Job responsibilities

• Provide comprehensive administrative support to the Health & Safety, Fire Safety and Security functions.
• Coordinate departmental meetings and governance groups, including scheduling, arranging venues or Microsoft Teams links, preparing agendas and distributing papers.
• Attend meetings, produce accurate minutes and maintain action logs, ensuring actions are monitored and followed up.
• Maintain meeting schedules, forward plans, membership records, attendance registers and terms of reference.
• Support the preparation of reports, presentations, assurance papers and briefing documents for governance groups and Trust committees.
• Maintain effective electronic and paper filing systems in accordance with Trust requirements for confidentiality, retention and version control.
• Maintain records relating to policies, procedures, risk assessments, fire risk assessments, audits, inspections, contractor information and certificates.
• Ensure departmental records are accurate, up to date and readily available for audit and assurance purposes.
• Format documents using Trust templates and coordinate document consultation, review and approval processes.
• Monitor policy review dates and maintain associated records.

This is not an exhaustive list, please see the attached Job Description and Person Specification for more information on the role requirements and duties.

Person Specification

Qualifications/Registration

Essential

• Good general education, including GCSEs (or equivalent) in English and Maths

Desirable

• Business Administration NVQ Level 3/4 or equivalent
• IOSH Managing safely

Skills/ Abilities

Essential

• Strong IT skills (Outlook, Word, Excel, PowerPoint, Teams)
• Good written and verbal communication

Desirable

• Experience of using incident reporting systems (e.g. InPhase) and SharePoint

Experience and Knowledge

Essential

• Experience in an administrative role
• Experience of organising and servicing meetings, including agendas, papers, minutes and action logs

Desirable

• Awareness of health and safety, fire safety and security functions

Personal Qualities

Essential

• Professional, reliable, organised, customer-focused

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

North London NHS Foundation Trust

Address

North London Foundation Trust

St. Ann's Road,

London

N15 3TH

United Kingdom

Employer's website

https://www.northlondonmentalhealth.nhs.uk/ (Opens in a new tab)