Department: Safety, Health & Environment (SHE)
Reports To: Manager – Safety, Health, and Environment
Directly Responsible For: No direct reports
Hours: 37 per week
Overall team / department purpose
- The Safety, Health & Environment (SHE) function is responsible for ensuring compliance with, and the most effective implementation of, all policies in relation to health and safety and environmental matters across our business.
- This includes developing a culture of health and safety across our business through collaborative working and driving continuous improvement as a learning organisation and monitoring and improving our business’s SHE provisions.
Key role priorities
The role is responsible for the overall administrative functions of the SHE Team with a means to support the effective, efficient, and comprehensive delivery of our health, safety and environmental strategic plan and objectives.
Key working relationships
The role involves supporting various stakeholders across Livv in the creation and maintenance of an effective safety culture.
Main duties & responsibilities
- Provide administrative support to the SHE team’s activities, including: the management and preparation of documents and reports for meetings and presentations.
- Assist in the administration of the SHE Safety Groups and Forums including: coordinating meeting dates and invites, preparing meeting agendas, collating reports, minute taking and maintaining action logs.
- First point of contact for telephone and e-mail queries from all stakeholders, signposting queries to the appropriate members of the team and otherwise responding to others as appropriate.
- Scheduling of meetings and the audit & inspection programme.
- Administer audit documentation and any actions or outcomes following completion of SHE audits/inspections, generating reports as required.
- Monitor and manage the SHE Team Inbox.
- Administration of Livv’s accident, incident and near miss reporting software including:
- Act as a system administrator for Pentana.
- On an ongoing basis, preparation of timely and accurate incident/accident data reporting.
- Ensure that relevant information is collated from reported accidents, incident and near miss reporting accidents, and uploaded accordingly within Pentana.
- Responsible for ensuring the SHE Intranet is kept up to date with our Health and Safety management system information and documentation.
- Undertake purchasing financial duties as required, for example, but not limited to, processing invoices, requisitioning equipment, and tracking costs.
- Assist in the administration of the Corporate Health and Safety Induction.
- Administrating the DSE procedure, liaising with SHE business Partners / Advisor and colleagues to ensure it is implemented effectively.
- Responsible for the administration of the Health and Safety risk assessment register, liaising with the SHE Team when risk assessments are up for renewal.
- Ensures SHE records/files are maintained according to Livv’s Records Management requirements for security and records retention.
- Build relationships with key stakeholders across our business, promoting the development of a positive culture and best practice.
- Participate in the development of further safety, health and environment knowledge and skills to assist the SHE team within the field.
- Complete any other tasks commensurate with the level and nature of the post as delegated by the role’s line manager.
Key measures of success
- All accidents, incidents and near misses are recorded on the reporting system within 1 working day of receiving reports.
- Outstanding accident investigations are escalated/chased within the agreed timeframe of notification of incident.
- Outstanding SHE team audit actions are escalated/chased within 1 working day of expiry.
- Produce Minutes of meetings within 48 hours.
- Regular and accurate reporting of SHE Performance to SHE Manager, broader Directorate and Group colleagues.
- Any SHE non-compliance reports escalated in a timely and appropriate manner.
- All agreed key performance indicators and other targets set are achieved or exceeded.
Livving our values
Livv’s a place with opportunities to grow. We believe in empowering you to make a positive impact in your own unique way. Our values embody what matters to us and show what it means to be Livv, together:
Making a difference daily
We invest in our people, our customers and in the creation of a fairer society.
Positively open
We’re open to feedback at all times, as we strive to deliver a first-class customer experience.
Forging the right way
We’re creating an inspiring road which others will want to follow.
Together as one
Our teams work on another level of cohesiveness to enable us to deliver better outcomes.
Each one of us‿
- listens to our customers and makes their needs a priority
- is committed to equality, diversity, and inclusivity
- takes a flexible approach and works where we’re needed
- follows health and safety guidelines to keep ourselves, colleagues, and customers safe
- helps reduce risks by proactively communicating any potential issues to our line managers
- protects sensitive information by safeguarding customer, colleague, and third-party data
- is guided by our policies, procedures, and social aims
- is dedicated to continual learning and taking ownership of our personal and professional development.
Person Specification
E - Essential criteria / D - Desirable criteria
Education & Qualifications
NVQ Level 2 in Administration and / or relevant office administration experience (E)
GCSE Grade 4-9 (or equivalent) including & English(E)
A working knowledge of safety, health, and environmental requirements (D)
IOSH Managing Safely or equivalent e.g., SMSTS or willingness to work towards (D)
Experience
Understanding of and ability to demonstrate experience interacting with multiple departments and stakeholders (E)
Demonstrate a customer focused and responsive approach that improves Service delivery (E)
Relevant experience, preferably within a housing or construction background (D)
Skills, knowledge & ability
Competent in a range of computer skills, including MS Office Excel, Word PowerPoint (E)
Ability to organise and prioritise own work to deadlines (E).
Good communication (written and verbal) and interpersonal skills to effectively communicate with a range of audiences who may be familiar or unfamiliar with the subject matter. Including, ensuring that any reports, presentations, and discussions are accurate and clear to the audience (E).
Ability to develop effective working relationships with colleagues and other stakeholders (E)
Ability to interpret and analyse detailed information (E)
Personal characteristics
Adaptability in working in a fast-paced environment (E)
Ability to work calmly and effectively under pressure and to tight deadlines (E)
Friendly and approachable (E)
Drive and enthusiasm to find solutions (E**)**
Other
A flexible approach to hours worked (E)
Able to travel independently to other locations (E)
Required to respond to emergency helpline (in business hours only) (E)
Give Get Go
As part of our commitment to the Give Get Go Programme, we will ensure that applicants who meet all essential criteria, as defined in the person specification, will be guaranteed the opportunity to demonstrate their abilities at interview. Individual’s names will be confirmed with the Give Get Go Programme.
Should you wish your application to be considered under this scheme, please contact us confirming this, along with your full name and the role you have applied for when you submit your application. Please ensure that you do this before the closing date for the vacancy.
Equality and Inclusion
Please visit here to read more about Livv inclusive and our approach to equality and inclusion.
Disability Confident
The Equality Act protects disabled people from discrimination, and we welcome applications from disabled people. The Equality Act defines a disabled person as someone who has a physical or mental impairment which has a substantial and adverse long-term effect, usually at least 12 months, on their ability to carry out day to day activities.
We will try to provide access, equipment, or other practical support to ensure that disabled applicants are not disadvantaged by their disabilities.
Data Protection
We fully recognise your rights under current Data Protection Laws and are committed to protecting the privacy and security of your personal information. We collect and process personal data relating to applicants to manage the recruitment process effectively, including for statistical purposes.
For full details please see our Job Applicant Privacy Policy
If you require any additional support when completing your application, please contact us