Health & Safety Officer

Purpose of the Post  

The primary purpose of the post is to provide support to and manage the safe system of work on behalf of NAS Managers at an Area Operations level or other NAS function. 

The post holder will facilitate compliance with the corporate Health & Safety Statement and associated processes, policies and legislation within NAS and work with managers to ensure that health and safety protocols are in place at regional and local level.

The post holder will provide technical guidance and support to NAS Managers in relation to the development, implementation and ongoing review of the NAS Safety and Health Management System, ensuring continuous improvement based on systematic organisational learning. 

The post holder will be responsible for effective engagement with elected Health and Safety Representatives and the promotion of a culture of staff and patient safety and employee wellbeing.  

The post holder will advise and support management and duty holders in setting up, maintaining and improving systems that underpin an effective integrated health and safety governance system at NAS operational and functional level. 

The post holder will provide specialist advice, guidance and instruction regarding health and safety matters to and on behalf of the relevant Senior Manager to help ensure that the NAS meets statutory obligations and achieves high standards of health and safety. 

The post holder will be the key point of local contact for internal stakeholders such as the National Health and Safety Function (NHSF) and external stakeholders such as the State Claims Agency and the Health and Safety Authority. 

Principal Duties and Responsibilities 

Operational Management 

·        Promote a positive safety and health culture in the NAS and assist management and duty holders in securing the effective implementation of the safety and health policy. 

·        Coordinate the development of plans for areas of responsibility that contribute to achieving objectives set out in the Service Plan. 

·        Support management and duty holders in ensuring a proactive and systematic approach to managing health and safety. 

·        Issue recommendations on control measures to reduce adverse effects on the health, safety and wellbeing of staff, service users and members of the public. 

·        Assist management and duty holders in ensuring the management of health & safety in the NAS meets with the overall objectives of HSE Corporate and legislation. 

·        Provide cross cover within the health and safety function as required. 

·        Manage National Key Performance Indicators (KPIs) for example: 

-        Collect (from local responsible persons/managers/line managers at all levels), collate and report key performance indicator data through the line management structure, local health and safety committees etc.  

-        Ensure the efficient administration of Health & Safety data collection. 

-        Develop expertise in information databases. 

-        Analyse and trend internal & external data including reviews / incidents / risk / quality indicators / quality improvement action plans / national quality improvements & audits in preparation for periodic KPI and other corporate reports as applicable. 

Training 

·        Promote local awareness regarding the need for training and supports available both locally and nationally.  

·        Co-ordinate training at local level including booking training sessions and providing local assistance to responsible persons in the training booking process.  

·        Undertake a Training Needs Assessment (TNA) and provide operational assistance on the TNA process to responsible persons.  

·        Ensure training records are maintained within each local area. 

·        Deliver training programmes as required. 

·        Lead on local audit data from responsible persons and report on performance through the NAS line management structure, National Health and Safety Function as required.  

·        In relation to standards, policies, procedures and legislation: 

-        Maintain and develop competency in national standards from regulatory and legal bodies e.g. HIQA, the Mental Health Commission and the Health & Safety Authority. 

-        Provide support to the NAS line management structure in the development of operational health and safety protocols. 

Corporate Governance 

·        Support all Line Managers to understand and be clear on their responsibilities under health and safety legislation 

·        Provide guidance to all NAS managers and staff and contribute to the development of corporate policy and decision making activity. 

·        Engage with trade union representatives and elected Health and Safety Representatives on matters relating to health and safety 

·        Support management and duty holders in ensuring a proactive and systematic approach to managing health and safety. 

·        Establish and maintain local Governance procedures observing any applicable Corporate Governance arrangements, to ensure that the NAS line management structure are accurately appraised on the management of health and safety. 

·        Respond to changes in legislation and national policy in relation to health and safety and develop NAS procedures and guidelines (PPG) as appropriate to ensure compliance and implementation. 

·        Establish systems to allow for appropriate organisational responses to national recommendations from relevant regulatory bodies. 

·        Act as a liaison for NAS on local Health & Safety Matters. 

·        Work with Estates to ensure an effective and co-ordinated approach to infrastructural risk at NAS area or functional level. 

·        Observe national PPPG and take strategic direction from the National Health & Safety Function (NHSF). 

·        In consultation with the NHSF where appropriate act as lead liaison with the Health and Safety Authority (HSA) on health and safety management matters relating to NAS. 

·        In consultation with the NHSF where appropriate act as liaison with the State Claims Agency on health and safety management strategies aimed at reducing the incidence of harm and providing support to claims management structures to reduce cost to the HSE. 

·        Act as liaison with insurers in relation to health and safety issues 

Service Development  

·        Develop, maintain and monitor implementation of a three-year health and safety management action plan. 

·        Develop fit for purpose NAS safety and health procedures and guidelines as appropriate for existing NAS activities and also with respect to new activities or processes where identified or requested by service areas. 

·        In developing such PPGs ensure that these align with HSE corporate Health and Safety Policies and the Corporate Safety Statement.  

·        Notify the NHSF of any areas of OSH where a policy may be required.  

·        Advise the NAS line management structure on planning for safety and health, including the setting of realistic short and long term objectives, priorities and establishing adequate systems and performance standards. 

·        Ensure that systems are in place to evaluate and review performance against agreed targets and performance indicators. Provide such information to the NHSF where required. 

·        Develop and maintain effective systems for learning and improvement with regard to health and safety within NAS. 

·        Ensure effective processes for document management. 

·        Adequately identify, assess, manage and monitor risks within their area of responsibility. 

·        Liaise with key internal stakeholders to identify strategies and prioritise actions for managing risk. 

·        Support and assist direct line managers within NAS responsible for motivation and management of teams in health and safety matters. 

·        Support and assist individuals with key responsibility for health and safety within NAS. 

·        Contribute to service planning and the estimates process and support the implementation of service plan objectives.  This will include liaising with the National Health and Safety Function on current and future Health and Safety priorities/requirements.  

·        Liaise with internal stakeholders such as the National Health and Safety Function (NHSF) and Corporate Committees such as the Health & Safety Management Advisory Committee (HSMAC) and the Risk Committee and external stakeholders such as the State Claims Agency and the Health and Safety Authority. 

·        Ensure that national policy issued by the Workplace Health and Wellbeing Unit is implemented locally.  This will include statutory and regulatory requirements of the Workplace Health and Wellbeing Unit for the Health and Safety of healthcare workers.  

·        Support the relevant Manager in all communication processes and the collation, analysis and distribution (as applicable) of all policies.

·        Produce regular reports to the following identifying areas for improvement: 

-        NAS line management structures 

-        National Health & Safety Function 

-        Workplace Health and Wellbeing Unit 

Communication and Engagement 

·        Ensure that managers are informed of changes to legislation and actions required to ensure compliance. 

·        Promote NAS and HSE health and safety education programmes and work with key stakeholders to develop safe working conditions within NAS. 

·        Foster a positive and supportive environment where staff learn from incidents and are willing to report adverse events. 

·        Work in partnership with the NHSF and other internal work groups/ colleagues, leading and directing areas of work as appropriate. 

·        Promote the National Health and Safety policies, documentation, KPI, webpages and promotional campaigns, etc., to all staff and key stakeholders (e.g. European Week for Safety and Health) 

·        Attend the NHSF Health and Safety Forum 

Other 

·        Have a working Knowledge of the Health Information and Quality Authority (HIQA) Standards as they apply to the role for example, Standards for Healthcare, National Standards for the Prevention and Control of Healthcare Associated Infections, Hygiene Standards etc. and comply with associated HSE protocols for implementing and maintaining these standards as appropriate to the role. 

·        To support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service. 

The above Job Specification is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to them from time to time and to contribute to the development of the post while in office.   

Eligibility Criteria 

Qualifications and/ or experience 

Candidates must have at the latest date of application:  

·                  Hold a Quality and Qualifications Ireland (QQI) Level 8 (or higher) major academic award (e.g. Honours Degree or Higher Diploma) in Health and Safety, or other relevant area (that is, a qualification or cognate degree accredited by Institute of Occupational Safety and Health (IOSH) for membership at Graduate or higher level). http://www.iosh.co.uk/Membership/About-membership/Qualifications.aspx 

AND 

Have:

·        A minimum of 3 years’ experience in an Occupational Health and Safety Officer / Advisor role

OR

·        A minimum of 1.5 no. years’ experience in an Occupational Health and Safety Advisor/Officer (or equivalent) or Assistant role, And

·        Minimum of 1.5 no. years’ experience in healthcare in a clinical or support services role (i.e. a combined total of 3 no. years’ experience)

AND 

·                 Candidates must possess the requisite knowledge and ability, including a high standard of suitability and management ability, for the proper discharge of the office. 

Health 

A candidate for and any person holding the office must be fully competent and capable of undertaking the duties attached to the office and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service. 

Character 

Each candidate for and any person holding the office must be of good character. 

Post Specific Requirements

Candidates must:

1.      Demonstrate depth and breadth of experience as relevant to this role, in an Occupational Health and Safety Officer/Advisor role

OR

2.      Demonstrate depth and breadth of experience as relevant to this role, in the following:

(a)    in an Occupational Health and Safety Advisor/Officer (or equivalent) or Assistant role,

And

b) in healthcare in a clinical or support services role

Other requirements specific to the post 

·        A flexible approach to working hours is required in order to ensure deadlines are met.  

·        Access to appropriate transport to fulfil the requirements of the role as the post will involve travel to locations around the country including possible overnight stays, to deliver training and attend meetings.

·        This is a leadership role but not in the Operations Directorate and hence, this is not a uniform role in NAS 

Skills, competencies and/or knowledge 

Professional Knowledge & Experience 

·        Demonstrate expert knowledge of health and safety management systems and processes. 

·        Demonstrate knowledge and understanding of safety statements, risk assessment/risk registers/reporting, monitoring and auditing. 

·        Demonstrate expertise in preparing for internal and external standards assessments.  

·        Demonstrate understanding of the statutory requirements relating to health and safety, and demonstrate the ability to interpret the law in the context of the organisation. 

·        Demonstrate theoretical and specialist practical knowledge of relevant national policies and strategy in relation to health and safety. 

·        Demonstrate ability to translate strategic goals into operational plans. 

·        Demonstrate an understanding of healthcare standards and their application to the healthcare setting. 

·        Demonstrate excellent MS Office skills to include, Word, Excel and PowerPoint. 

·        Demonstrate knowledge and experience of using an email system effectively e.g. Outlook, Lotus Notes. 

·        Demonstrate knowledge of the health service including a good knowledge of HSE reform. 

Communications & Interpersonal Skills 

·        Demonstrate effective verbal communication skills, delivering complex information clearly, concisely and confidently to a variety of audiences. 

·        Demonstrate excellent written communication skills including strong report writing and presentation skills. 

·        Demonstrate excellent communication and interpersonal skills in order to deal effectively with a wide range of stakeholders.  

Planning & Organising and Delivery of Results  

·        Demonstrate the ability to successfully manage a range of different projects and work activities concurrently, utilising computer technology effectively and assigning work to others as appropriate to meet strict deadlines. 

·        Demonstrate the ability to proactively identify areas for improvement and to develop practical solutions for their implementation. 

·        Demonstrate the ability to embrace change and adapt local work practices accordingly by finding practical ways to make policies work, ensuring the team knows how to action changes. 

·        Demonstrate the ability to use resources effectively, challenging processes to improve efficiencies where appropriate. 

Evaluating Information, Problem Solving & Decision Making 

·        Demonstrate excellent analytical, problem solving and decision making skills 

·        The ability to quickly grasp and understand complex issues and the impact on service delivery. 

·        Demonstrate the ability to confidently explain the rationale behind decision when faced with opposition. 

·        Demonstrate the ability to make sound decisions with a well-reasoned rationale and to stand by these. 

·        Demonstrate initiative in the resolution of complex issues. 

Building and Maintaining Relationships including Teamwork & Leadership Skills 

·        Demonstrate the ability to build and maintain relationships with colleagues and other stakeholders and to achieve results through collaborative working. 

·        Demonstrate the ability to build influential relationships in order to establish credibility with internal and external stakeholders, regulatory and investigatory/auditing organisations. 

·        Demonstrate the ability to work both independently and collaboratively within a dynamic team and multi stakeholder environment. 

·        Demonstrate the ability to lead the team by example, coaching and supporting individuals as required. 

·        Demonstrate the ability to manage and motivate staff to achieve optimum performance, and address performance issues as they arise. 

·        Demonstrate the ability to present advice independently and effectively. 

·        Demonstrate flexibility, adaptability and openness to working effectively in a changing environment. 

Commitment to a Quality Service 

·        Demonstrate evidence of incorporating the needs of the service user into service delivery. 

·        Demonstrate evidence of practicing and promoting a strong focus on delivering high quality customer service for internal and external customers. 

·        Demonstrate on-going Health and Safety CPD activity. 

·        Demonstrate evidence of setting high standards of performance for self and others, ensuring accurate attention to detail and consistent adherence to procedures and current standards within area of responsibility. 

Remuneration  

The Salary scale for the post as at 01.03.2023

 €55,024 - €56,367 - €57,938 - €59,514 - €61,096 -€62,508 - €63,947 - €65,346 - €66,736 - €69,128 - €71,529 LSIs

 The salary for this role is all inclusive and no other allowances or payments are payable with the exception of payments relating to weekend or unsocial hours working as and when applicable

 New appointees to any grade start at the minimum point of the scale. Incremental credit will be applied for recognised relevant service in Ireland and abroad (Department of Health Circular 2/2011). Incremental credit is normally granted on appointment, in respect of previous experience in the Civil Service, local authorities, health service and other public service bodies and statutory agencies.