Health and Safety Administrator Business Administration Apprentice

Summary

The Health and Safety Administrator will assist the Health and Safety Advisors in their role of establishing and maintaining a proactive and effective Health and Safety function, ensuring sound advice, legal compliance, and promoting a positive safety culture to meet Service needs.

Annual wage: £22,737 a year
Minimum wage rates (opens in new tab)
Training course: Business administrator (level 3)
Hours: Monday - Friday, working hours TBC
40 hours a week
Possible start date: Monday 7 October
Duration: 1 Year 6 Months
Positions available: 1

Work

As an apprentice, you’ll work at a company and get hands-on experience. You’ll gain new skills and work alongside experienced staff.

What you’ll do at work

Main Duties:

Undertake administration duties in line with the needs of the Health, Safety environment and organisational learning function requirements
Manage calendars to coordinate leave arrangements, meetings, appointments, and travel arrangements
Schedule, coordinate, and administer meetings, appointments, and travel arrangements
Format documentation or reports produced by the Health, Safety and Environment and Organisational Learning teams to ensure alignment with Service standards
Check the Health and Safety and Organisational Learning email inbox daily, and ensure emails are either dealt with or forwarded to the relevant party for action
Provide administrative support to colleagues when they chair or host health and safety or Organisational learning meetings (e.g. take minutes, organise invites, manage agenda items, chase completion of actions)
Provides administrative support for Health, Safety and Environment processes including, but not limited to, Pat testing, Face Fit assessments, Manual Handling assessments, Noise assessments etc.
Manage resources, eg equipment or facilities (e.g. Coordinate inspections and calibration of HSE section equipment)
Support Health and Safety Advisors and Organisational learning Watch Managers with safety and information campaigns by identifying health, safety and environment awareness days, creating campaign calendars, etc.
Provide basic advice, support and guidance to managers and staff on Health, Safety, Environmental and Organisational learning policies, referring more complex matters to Health and Safety Advisors or Organisational Watch Managers
Monitors, records, and collects qualitative and quantitative data from a range of sources to meet Health and Safety Reporting requirements
Draft responses to basic FOI requests; refer to more senior colleagues when necessary and seek approval from the Health and Safety Station Manager or Head of Function before submitting the response
Responds to queries received from employees and managers relating to matters arising linked to health and safety, the environment or Organisational learning
Monitor the health and safety management system and ensure risk assessments, investigations, audits and inspections are completed accurately and within timeframes, chasing completion when required
Review Health, Safety, Environment & Organisational Learning systems on a frequent basis to inform workstreams
Assists in the development of systems and processes to ensure compliance with legislation, Service policy and best practice
The postholder may be required to perform other duties that reasonably correspond to the general character of the post and are proportionate with its level of responsibility
The postholder is required to comply with relevant legislation, policies, and procedures of Humberside Fire Authority in the performance of his/her duties. Examples include acting in compliance with the provisions of equal opportunities, data protection and health and safety legislation, policies and procedures so far as they relate to the post and the postholder

Responsibility for Resources:

Joint responsibility with others in Health and Safety for security and use of personal files and other sensitive personal information about employees and organisational sensitive information.

Where you’ll work

Brigade Headquarters

Summergroves Way

Hull

East Riding of Yorkshire

HU4 7BB

Training

An apprenticeship includes regular training with a college or other training organisation. At least 20% of your working hours will be spent training or studying.

College or training organisation

DN COLLEGES GROUP

Your training course

Business administrator (level 3)

Equal to A level

Course contents

Skilled in the use of multiple IT packages and systems relevant to the organisation in order to: write letters or emails, create proposals, perform financial processes, record and analyse data. Examples include MS Office or equivalent packages. Able to choose the most appropriate IT solution to suit the business problem. Able to update and review databases, record information and produce data analysis where required.

Produces accurate records and documents including: emails, letters, files, payments, reports and proposals. Makes recommendations for improvements and present solutions to management. Drafts correspondence, writes reports and able to review others' work. Maintains records and files, handles confidential information in compliance with the organisation's procedures. Coaches others in the processes required to complete these tasks.

Exercises proactivity and good judgement. Makes effective decisions based on sound reasoning and is able to deal with challenges in a mature way. Seeks advice of more experienced team members when appropriate.

Builds and maintains positive relationships within their own team and across the organisation. Demonstrates ability to influence and challenge appropriately. Becomes a role model to peers and team members, developing coaching skills as they gain area knowledge.

Demonstrates good communication skills, whether face-to-face, on the telephone, in writing or on digital platforms. Uses the most appropriate channels to communicate effectively. Demonstrates agility and confidence in communications, carrying authority appropriately. Understands and applies social media solutions appropriately. Answers questions from inside and outside of the organisation, representing the organisation or department.

Completes tasks to a high standard. Demonstrates the necessary level of expertise required to complete tasks and applies themself to continuously improve their work. Is able to review processes autonomously and make suggestions for improvements. Shares administrative best-practice across the organisation e.g. coaches others to perform tasks correctly. Applies problem-solving skills to resolve challenging or complex complaints and is a key point of contact for addressing issues.

Takes responsibility for initiating and completing tasks, manages priorities and time in order to successfully meet deadlines. Positively manages the expectations of colleagues at all levels and sets a positive example for others in the workplace. Makes suggestions for improvements to working practice, showing understanding of implications beyond the immediate environment (e.g. impact on clients, suppliers, other parts of the organisation). Manages resources e.g. equipment or facilities. Organises meetings and events, takes minutes during meetings and creates action logs as appropriate. Takes responsibility for logistics e.g. travel and accommodation.

Uses relevant project management principles and tools to scope, plan, monitor and report. Plans required resources to successfully deliver projects. Undertakes and leads projects as and when required.

Your training plan

Training will be at North Lindsey College where you will access a wide range of facilities on offer.

 Day release. 

You will undertake The Level 3 Business Administration apprenticeship standard. 

https://www.instituteforapprenticeships.org/apprenticeship-standards/business-administrator-v1-0

You will undertake Functional Skills for English and/or maths if needed. 

You will undertake both on and off the job training by a team of industry-qualified professionals to give you the best skills, knowledge, and experience.

Work Demands:

Works to pre-determined deadlines for the production of reports and research information. These may be subject to change due to the complexities of projects as identified by the ‘post holder’
Work subject to the management of conflicting deadlines
Supported by Health and Safety Advisors, Health and Safety Coordinator and OL Watch Managers to re-prioritise work to meet demands

More training information

This Role will Require:

Commitment
Enthusiasm for innovation and continuous improvement
Confidence to influence and challenge appropriately
Diplomacy
Openness whilst maintaining confidentiality
Keen attention to detail and commitment to achieving high standards
Highly motivated
Resilient and tenacious
Ability and willingness to travel within the Humberside Fire & Rescue Service area
Ability and willingness to work out of hours when necessary to meet the requirements of the Service in line with the Flexible Working Policy
Creativity and Innovation
Uses IT packages and equipment to update, manipulate, extract and provide accurate information in a logical and clear format
Analyses HSE and OL data/database-related opportunities to develop and use knowledge and experience to recommend appropriate solutions
Produces data to support review and research projects
Interpretation and application of policies, procedures and conditions of service to achieve effective outcomes
Analyses OL debrief submissions to assist in producing fair and objective reports
Decision Making
Determines appropriate advice in response to queries from managers and staff using general guidelines on HSE and OL policies, procedures, conditions of service and best practice
Makes sound recommendations by objectively interpreting the validity of OL submissions
Uses discretion when referring matters to more senior HSE or OL staff
Works within generally defined guidelines but will be required to use judgment and discretion in dealing with non-routine matters for which there may not be a readily available precedent or point of reference
Check management decisions for accuracy against policy and guidance prior to submitting for processing
Works to pre-determined deadlines for the production of reports and research information. These may be subject to change due to the complexities of projects as identified by the ‘post holder’
Work subject to the management of conflicting deadlines
Supported by Health and Safety Advisors, Health and Safety Coordinator and OL Watch Managers to re-prioritise work to meet demands
All main duties can be performed with normal physical effort
The majority of work performed will be in an office environment
Work involves minimal risk to personal safety
Occasional overtime may be required to meet deadlines or attend meetings
Occasional travel to different company sites or external locations may be required
Flexibility for remote work may be available in line with Service Policy
Must have a reliable internet connection and a suitable workspace for remote work when applicable
Business casual attire is required in the office
Health and Safety Advisors - daily - to discuss the progress of particular issues or receive information, direction or instructions
Health and Safety Station Manager - frequently - to discuss issues or receive information, direction or instructions
Health and Safety IOSH Apprentice Coordinator - daily - to discuss a wide range of health and safety related information
Head of Health and Safety - occasionally - to discuss particular issues or receive information, directions or instructions
The director of health and safety - as required - will update on progress or particular issues or receive information/instructions
Other Principal Officers and Senior Managers - as required - to discuss and advise on issues/projects
Staff from the wider service - regularly - as required to provide information, advice, support and guidance
Trade union representatives - ad hoc - to participate in discussions on Health and Safety issues, proposals and projects

Requirements

Desirable qualifications

GCSE in:

Maths/English (grade 4/C)

Let the company know about other relevant qualifications and industry experience you have. They can adjust the apprenticeship to reflect what you already know.

Skills

Communication skills
IT skills
Attention to detail
Organisation skills
Customer care skills
Problem solving skills
Presentation skills
Administrative skills
Number skills
Analytical skills
Logical
Team working
Initiative
Non judgemental
Patience

Other requirements

You must be able to travel to and from work and college. Apprentices are paid for their normal working hours and training that's part of their apprenticeship (usually one day per week). The Apprenticeship National Minimum Wage guide is updated every April (ANMW): https://www.gov.uk/national-minimum-wage-rates Knowledge Office Procedures: Understanding of standard office procedures and administrative tasks. Management: Knowledge of document preparation, filing systems, and record-keeping practices. Data Protection: Awareness of data protection regulations and the importance of handling sensitive information securely. Communication Tools: Familiarity with communication tools such as email, phone systems, and video conferencing software. Office Software: Proficiency in office software applications, including word processing, spreadsheets, SharePoint, Teams, and presentation software (e.g. Office 365). Customer Service: Understanding of customer service principles and practices to interact professionally with clients and colleagues. Organisational Policies: Knowledge of organisational policies and procedures, including health and safety regulations. Financial Processes: Basic understanding of financial processes, such as invoicing, expense tracking, and budgeting. Skills: Communication Skills: Strong verbal and written communication skills to interact effectively with internal and external stakeholders. Organisational Skills: Excellent organisational skills to manage multiple tasks, schedules, and priorities efficiently. Attention to Detail: High level of accuracy in managing records, data entry, and document preparation. Time Management: Effective time management skills to ensure timely completion of tasks and meeting deadlines. IT Proficiency: Proficiency in using office software applications (e.g., Microsoft Word, Excel, PowerPoint, Outlook) and other relevant IT systems. Problem-Solving Skills: Ability to identify issues, propose solutions, and make decisions independently when necessary. Multitasking: Capability to handle multiple tasks simultaneously while maintaining a high level of accuracy and efficiency. Customer Service Orientation: Strong customer service skills to handle inquiries, resolve issues, and maintain positive relationships with clients and colleagues. Teamwork and Collaboration: Ability to work effectively as part of a team, supporting colleagues and collaborating on projects Adaptability: Flexibility to adapt to changing work environments and priorities Confidentiality: Ability to handle sensitive information with discretion and maintain confidentiality Financial Acumen: Basic skills in financial processes, including raising requisitions and purchase orders, managing invoices, tracking expenses, and budgeting Attributes Eagerness to Learn: Demonstrated enthusiasm for learning and developing new skills in the field of health and safety Open-mindedness and adaptability to new information and practices. Responsibility and Reliability: A responsible attitude towards tasks and a commitment to completing them accurately and on time Reliability in maintaining confidentiality and handling sensitive information appropriately Initiative and Proactivity: Willingness to take initiative in identifying potential health and safety issues and suggesting improvements Proactive approach to personal development and seeking opportunities for growth Ethical and Professional Conduct: Commitment to ethical behaviour and professional standards in all health and safety practices Respect for diversity and inclusion, ensuring fair treatment of all employees and stakeholders

About this company

Humberside Fire and Rescue Service provides a fire and rescue service to East Riding of Yorkshire, Hull, Northeast Lincolnshire and North Lincolnshire. Together with our Emergency Service partners, we are here to keep the communities a safer place to live, work and visit. 24 hours a day, everyday of the year.

https://humbersidefire.gov.uk/ (opens in new tab)

Disability Confident

A fair proportion of interviews for this apprenticeship will be offered to applicants with a disability or long-term health condition. This includes non-visible disabilities and conditions.

You can choose to be considered for an interview under the Disability Confident scheme. You’ll need to meet the essential requirements to be considered for an interview.

After this apprenticeship

Successful completion of the apprenticeship could lead to a higher-level apprenticeship or full-time employment for the right candidate. Several opportunities for career progression on completion.

Knowledge and Skills Gained through the Apprenticeship.

Basic Health and Safety Principles:

Understanding of basic health and safety concepts, regulations, and legislation, such as the Health and Safety at Work Act 1974
Understanding of common workplace hazards and risks and awareness of basic strategies for their control and mitigation

Introduction to Risk Assessment:

Knowledge of what a risk assessment is, its purpose, and the basic steps involved in conducting one
Familiarity with the concept of hazard identification and risk evaluation

Emergency Procedures:

Basic knowledge of emergency procedures, including fire safety, first aid, and evacuation protocols
Understanding the importance of emergency preparedness and response plans

Occupational Health:

Basic awareness of occupational health issues and their impact on employee well-being
Knowledge of common occupational illnesses and preventive measures

Equal Opportunities Statement:

Humberside Fire and Rescue Service (HFRS) is committed to working on behalf of the local community, visitors and staff and has a duty to uphold their human rights. By better understanding the diversity of communities and their specific needs, HFRS can provide an appropriate and responsive service that is effective, efficient and of a high quality. Human rights are the non-negotiable foundation on which this policy stands. Accordingly, HFRS, under its legal obligation, must have ‘due regard’ under the Equality Act 2010 with the need to:

Eliminate unlawful discrimination, harassment and victimisation and any other conduct prohibited by the Act
Advance equality of opportunity between people who share a characteristic and those who do not
Foster good relations between people who share a characteristic and those who do not

HFRS has a set of Equality Objectives which aims to address local equality priorities as part of its Public Sector Equality Duties (PSED). These are embedded into the HFRS PSED action plan which is refreshed annually. HFRS is committed to the process of equality impact assessment (EIAs) through which the Service considers the likely equality impact of new or changes to existing policies, projects or functions.

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