The Roman Catholic Diocese of Portsmouth  

Job Description – Health, Safety & Environment Officer 

Department/parish:  Support and Administration Services                 

Based at:                      St Edmund House, Portsmouth, with regular travel to parishes

Days of work:           Full time (35 hours p/w) Monday to Friday 9.00 to 17.00

Line Manager:Director of Estates 

Salary:£26,000 to £35,000

(Depending on relevant skills, experience, knowledge and qualifications) 

About us  

The Diocese of Portsmouth comprises 90 parishes across Hampshire, Dorset, Berkshire (except Slough), South Oxfordshire, the Isle of Wight and the Channel Islands. Formed 19th May 1882 by the division of the Diocese of Southwark, the Diocese of Portsmouth has a presence in every community and can offer ministry and mission to all who come to us, working towards the Bishop’s vision of Bringing people closer to Jesus Christ through his church.

Purpose of role:       

To ensure that the Diocese provides a safe physical environment to minimise risk to staff and visitors. To assist the Trustees, Diocesan Curia and Diocesan Parishes in meeting their statutory obligations for health, safety and welfare at work, including statutory training and reporting and acting as the Diocesan Competent Person.

Main responsibilities: 

Policies & Procedures 

• Prepare health and safety strategies and develop policies;

• Prepare and review the Diocesan Risk Register 

• Prepare and review risk assessments;

• Develop and implement Safe Systems of Work 

• Carry out display screen assessments (DSE) 

• Develop and introduce environmental policies 

Inspections 

• Carry out site inspections to check policies and procedures are being properly implemented within the curia and parishes. 

• Investigate accidents, ill health and near miss incidents and produce subsequent reports and recommendations;

• Investigate safety concerns and, when necessary, design and implement further controls. 

Compliance 

• Keep up to date with relevant changes to H&S legislation and ensuring Diocesan and Parish documentation updated and communicated to those effected.

• Liaise with regulatory authorities to ensure compliance with mandatory regulations;

• Monitor parish compliance with statutory safety legislation, eg: fire, asbestos, legionella, RIDDOR requirements 

• Monitor parish compliance with insurance requirements, eg tree surveys, gutter inspections, paths and steps inspections

• Liaise with H&S consultants to ensure Diocesan requirements and expectations are met 

• Management systems development and implementation (e.g. ISO 14001, 9001, 45001, 50001, 22301) 

Parish support 

• Communicate and consult with parish priests and staff on H&S issues. 

• Encourage parish priests and staff to report hazards and raise H&S concerns. 

• Identify and undertake appropriate safety training for parish priests and staff

• Provide H&S Help Desk support

• Advise parishes on completing the compliance section of their Parish Asset Management Plan (PAMP) 

Worship Continuity 

• Assist Diocese and Parishes with the development of worship continuity planning 

Statistics & Reporting 

• Prepare H&S statistical reports for Trustees & Regulators 

• Collate and prepare data to assist Deaneries with the preparation of their Deanery Estates Strategies 

Additional Duties 

• In addition, to undertake all other tasks and duties as may reasonably be requested by your Line Manager, commensurate with the level of this post. 

Monitoring: 

• Regular 1 to 1 meetings with Line Manager and Annual Review 

Experience and qualifications required for role: 

• NEBOSH certificate and minimum 3 years relevant experience 

• Competent to undertake FRA and Fire Service liaison 

• Knowledge of ISO 14001, 9001, 45001, 50001, 22301 

• Graduate or equivalent standard of education 

• Proven at developing, implementing and supporting new processes 

• Project management experience with strong IT skills 

• Clean driving licence & access to vehicle 

Personal attributes: 

• An investigative mind with attention to detail 

• Ability to analyse complex data and produce succinct reports 

• Good oral influencing skills, including patience and diplomacy 

• Ability to prioritise, work independently and as part of a team 

• Sympathetic to the Catholic faith 

Please apply by sending in the following:

Covering letter:  Please tell us how your motivation, values, skills, experience and personal qualities demonstrate your suitability for the role (around 500 words). Please make it clear why you are excited about this role, and why you specifically want to work for the Diocese of Portsmouth. 

Current CV and the details of two referees: This should include full education and employment history (including dates, with no gaps left unexplained). Please include your current or most recent employer as one of your referees. 

Closing date for applications: Wednesday 27th May 2020 at 1300 hrs 

Interviews: Wednesday 3rd June 2020

Notes to candidates

1. Interviews: all shortlisted candidates will be invited to attend a face-to-face interview.

2. Unsuccessful applications: if you have not been contacted within 3 weeks of your application, we regret that you will not have been offered an interview on this occasion.

3. General: this post will be subject to review under the relevant Diocesan Terms and Conditions of Service.

4. New employees to the Diocese will be subject to a probationary period of six months.

Terms of Employment 

Information Management  

• To accurately update and input data to relevant data systems.

• Ensuring all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner and in accordance with Information Governance requirements. 

• Inputting, monitoring and checking data, required for finite and ongoing projects within the teams. 

• Working with all team members in the collection of information for reporting on relevant projects and cases. 

• Running and collating reports including which may include statistical and performance management reports to senior management as required.

• Developing and maintaining effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the team and in accordance with Information Governance requirements. 

Complaints  

• Ensure that any concerns or complaints about the team are recorded, and where immediate resolution is not possible are passed to the relevant party to respond/manage.

Audit and review  

• To participate in regular reviews as required. 

Staff Management  

• To adhere to all staff management policies applicable to the Diocese of Portsmouth.

• To provide a supportive environment for staff and colleagues with appropriate levels of performance management in order to ensure objectives are achieved. 

• Provide support and mentoring to members of the team encouraging continuous improvement.

• To be responsible for receiving annual appraisal and providing an annual appraisal for any staff you directly manage. 

Organisational Vision, Mission, Aims, Culture and Behaviours 

• You will be expected to contribute to the development of the culture of the Diocesan team. You will also be required to understand the organisation’s mission, aims and objectives and demonstrate the organisation’s values and behaviours throughout your work. 

Engagement with staff 

• The Diocese of Portsmouth is committed to ensuring relevant and appropriate engagement with you to make sure the Diocese of Portsmouth develops in partnership with staff. Opportunities will be provided to hear your views and it is expected that you will engage with this process to make sure that there is active engagement with all our staff. 

Engagement with the public 

• The Diocese of Portsmouth wants to make sure it listens to and acts on the view of its local communities and parishes. Where appropriate, you will be expected to follow the principles laid out by the organisation to ensure effective engagement with stakeholders at an early stage in any development project. 

Equality & diversity  

• You have a personal responsibility for your own behaviour and for ensuring that you comply with the Equality Act 2010 by eliminating discrimination, advancing equality of opportunity and fostering good relations. This means you must help promote an inclusive environment by treating everyone with dignity and respect; by respecting and responding to the diverse needs of staff, service users and others and; appropriately challenging and/or reporting behaviour that may be considered to be offensive when directed against yourself or others. 

Improving working lives 

• The Diocese of Portsmouth is currently working to develop an appropriate health and wellbeing programme. You are expected to participate and support this and other well-being initiatives designed to improve the overall working lives of staff. 

No smoking policy 

• You and your visitors are not permitted to smoke on Diocese of Portsmouth premises. You should only smoke during recognised breaks throughout the day, and not at the front of the building. The Diocese of Portsmouth does not allow the smoking of electronic cigarettes in the offices. People will be supported to give up smoking if required.

Alcohol and substance misuse policy 

• Diocese of Portsmouth expects all its employees to conduct themselves in a way that ensures that standards of service, image and the reputation of the Diocese are maintained. If you are under the influence of alcohol or drugs/other substances and are unfit to work you may be subject to disciplinary action in accordance with the Diocese of Portsmouth’s Disciplinary Policy. The Diocese of Portsmouth will assist and support you and your manger if you have an alcohol, drug or substance related problem. 

Health, safety & security 

• You have a responsibility to follow the Diocese of Portsmouth’s health and safety policy and arrangements which ensure, as far as is reasonably practicable, the health, safety and welfare of staff. This applies to those members of staff that are directly employed by the Diocese of Portsmouth and for whom the Diocese of Portsmouth has legal responsibility.

Safeguarding children and vulnerable adults 

• You have a responsibility to safeguard vulnerable adults and children and must be aware of, and comply with, the Diocese of Portsmouth policies for safeguarding adults and children. You should familiarise yourself with these policies and ensure that you access appropriate safeguarding training commensurate to your role. 

Rehabilitation of Offenders Act 1974 

• This post is subject to an exception order under the provisions of the Rehabilitation of Offenders Act 1974.  This stipulates that all previous convictions, including those that are ‘spent’ must be declared.  Previous convictions will not necessarily preclude an individual from employment within the Diocese of Portsmouth but you must declare this in writing at the appropriate stage during the recruitment process. 

Confidentiality 

• The Diocese of Portsmouth requires that you maintain an appropriate standard of confidentiality in the course of your duties. Any disclosures of confidential information (including personal information kept on computer or other media) made unlawfully outside the proper course of duty may be treated as a serious disciplinary offence. 

• Additionally, the Diocese of Portsmouth recognises that confidentiality is an obligation not just for all staff but also for third party contractors supplying services to the Diocese of Portsmouth. 

Data Protection Act 1998 

• Under the provision of the Data Protection Act, the Diocese of Portsmouth determines that it is your responsibility to ensure that all data, whether computerised or manual, is kept secure at all times.  This includes data relating to clergy, specific casework and colleagues.  Data must not be disclosed to any unauthorised person and must be regarded as strictly confidential at all times 

Information Security  

Whether you are permanent, temporary or contracted you are responsible for ensuring that you are aware of the legal and policy requirements of the Diocese of Portsmouth and for ensuring that you comply with these on a day to day basis.  You must abide by the information security policy and associated policies and procedures.

You should report any suspected breaches of this policy to your line manager. 

Sustainability 

• The Diocese of Portsmouth is working towards reducing its impact on its environment. You will be expected to support this commitment, make your own contribution to sustainability and ensure that any processes or policies developed to support this approach are delivered. 

Mandatory training 

• You are required to complete all training specified by the Diocese of Portsmouth. Some of this mandatory training is a legal requirement for the Diocese of Portsmouth, and some is considered essential for the employees. All new staff need to complete their mandatory training in first six months, during their probationary period. Thereafter required training needs to be completed within the first three months of each financial year.

Review of role 

• This job description may change and develop over time, to reflect changing requirements of the Diocese of Portsmouth you will need a high degree of flexibility and resilience. You will have the opportunity to review your job description at your annual appraisal meeting, which aims to reflect on your performance and development over the previous year.

• You will agree, with your line manager, your personal development plan for the year in order to further develop your skills and knowledge required to carry out the responsibilities associated with this role. 

GDPR 

• Under the terms of the General Data Protection Regulation (GDPR), the information you provide us with will be held in confidence and used for the purpose of Diocesan recruitment and no other purpose.