Health & Safety Officer

Twitter @NHSOrkney
Facebook facebook.com/NHSOrkney
Web ohb.scot.nhs.uk
1
Contents

Job Advert....................................................................................................................................... 3
Job Description ............................................................................................................................... 4
Person Specification ..................................................................................................................... 12
Introduction to Orkney and NHS Orkney ....................................................................................... 14
Recruitment Process..................................................................................................................... 16

2
 Job Advert

Health & Safety Officer

Health & Safety Team, The Balfour
Band 5 £31,733 – 39,168 including Distant Islands Allowance pro rata per annum
Full Time 37.5 Hours per week
Permanent
NHS Orkney is currently transforming the Health & Safety Team and as such, this is an exciting
time to join and be part of a dynamic and committed team, dedicated to the delivery of high-
quality Health & Safety services.
The Health & Safety Officer reports directly to the Health & Safety Lead (NHS Orkney & NHS
Shetland) and is based in Orkney (with occasional travel to NHS Shetland). The post holder will
have responsibility for ensuring risk assessments and safe systems of work are in place,
supporting managers across all NHS Orkney locations to meet their health and safety obligations
and providing technical safety advice, coupled with support and delivery of safety related training.
The post holder should have recognised qualifications in the field, be confident in delivering
training both remotely and in person and have experience in a previous safety role and ideally,
within a healthcare setting.
NHS Orkney is passionate about ensuring that staff are equipped with the right skills to support
them in delivering their roles, and to ultimately support the safe delivery of excellent patient care.
If you have a passion for quality and teamwork and want to be part of creating a new way of working,
then rise to the challenge and enjoy the opportunity – Orkney and Shetland are great places to live
and work.
Orkney offers low pollution, low crime, excellent schools, great leisure facilities, unique wildlife and
amazing scenery, whilst still only a short flight away from the UK mainland. To find out more about
living and working in Orkney go to www.Orkney.org and/or https://www.orkney.org/life
You will be expected to comply with the Induction Standards and Code of Conduct for Healthcare
Support Workers within 3 months of commencing your role – details can be viewed on
http://www.hcswtoolkit.nes.scot.nhs.uk/resources/hcsw-standards-and-codes/
For an informal discussion, please contact Lawrence Green, NHS Orkney and NHS Shetland
Health & Safety Lead by email lawrence.green@nhs.scot
This post is subject to a Disclosure Scotland check.

3
 Job Description
1. JOB DETAILS

JOB TITLE Health & Safety Officer

SERVICE Health & Safety

DEPARTMENT Health & Safety

GRADE Band 5

LOCATION The Balfour

REPORTING TO Health & Safety Lead

2. JOB PURPOSE
To provide support and assistance to the Health and Safety Team and the Health and Safety Lead.
To also provide support and advice to managers and staff within NHS Orkney, and to provide
health and safety administrative support to the Health & Safety Lead.
To undertake a range of specific and generic Health and Safety duties which will include Health
and Safety training services, teams, managers and staff. This will include monitoring and auditing
of the Health and Safety Management System and Procedures.
To undertake Health and Safety inspections in conjunction with and on behalf of the Health and
Safety Team, to conduct workplace walkthrough inspections with local managers and be involved
in basic occupational hygiene monitoring such as noise, temperature and humidity. Assist the
Infection Control Team with joint inspections of clinical areas.
Input into the relevant national guidelines and regulation and an overall knowledge of clinical and
non-clinical practices in the NHS. To ensure the Board complies with relevant Health and Safety
legislation around the training and safe systems of work for all staff and the Board’s risk
assessment requirements.
The post holder supports the delivery the Face Mask Fitting service and development of this
service.
To identify and support a broad range of training needs, both in a formal training setting and in the
work environment across all NHS Orkney.

3. ROLE OF THE DEPARTMENT

The Health & Safety department of the Estates & Facilities Directorate exists to provide
appropriate, professional and competent Health, Safety and Welfare advice, guidance and support
to the NHS Orkney Board, its managers, employees and staff representatives, Trade Unions and
Associations.
Its accountability route to the NHS Orkney Board will be through the NPD Contracts Manager, the
Occupational Health & Safety Committee, the Area Partnership Forum and the Staff Governance
Committee. The H&S strategy, policies, procedures, advice and programs will help to underpin
NHS Orkney’s strategic and operational objectives by supporting service improvements, as well as
helping the organisation to achieve strategy through local Annual Delivery Plans. The broader

4
context will encompass close working links with; Infection Prevention & Control, Estates, Facilities,
Clinical Governance and Risk Management arrangements, Corporate Governance and the
Diversity Agenda.
The team is responsible for:
Provision of an advisory service which supports organisational compliance with statutory legislation
and its corporate drive to achieve best practice in all areas of service delivery.
Provision of a professional corporate specialist advisory and training service on Health & Safety
issues to all staff members of NHS Orkney.
Provision of Violence and Aggression, Moving and Handling Training Services and other statutory
health and safety related training.

4. ORGANISATIONAL POSITION

5. MAIN TASKS, DUTIES AND RESPONSIBILITIES

Training and Development
Provide a range of training to managers and staff throughout the Acute Service as directed.
Training will include Risk Assessment, COSHH, Induction, Policy, Face Fit Testing, Protocol and
Procedures
Support the Health and Safety Lead, Advisors, and local managers in the implementation,
monitoring and audit of the Health and Safety Management System (H&S Control Books) and
Plans across the full range of NHS Orkney services and locations.
Support the Health and Safety Lead and Advisors in promoting and ensuring that a Health and
Safety culture is at the forefront of all undertakings.

5
Monitor the performance data (training, adverse events, RIDDOR’s, divisional plans etc) and report
findings to the Health and Safety Lead on a daily basis.
Provide expert advice on specific Health and Safety issues to colleagues at all levels of the
organisation.
The post holder supports the delivery the Face Mask Fitting service and development of this
service. The post holder will ensure that their testing records are in line with process set out by the
Health and Safety Lead. Communication with PPE co-ordinator on issues and updates.
Adverse Event Investigation and Analysis
Daily analysis of the range of adverse events (Datix reports) occurring across all NHS Orkney and
present this information to the Health and Safety Lead, and other managers.
Frequently undertake initial investigation of adverse incidents and report findings either at local
level or to the Health and Safety Lead, who will decide on any further action to be undertaken.
Frequently monitor incident trends on behalf of the Health and Safety Lead and report findings on
an ongoing basis.
Administration and Support
Ensure the timely preparation of policies, procedures, and reports that potentially impact across all
NHS Orkney with guidance from the Health and Safety Lead.
Undertake general office duties to ensure the smooth running of the Health and Safety function.
Prepare reports and presentations on a weekly basis in various Microsoft Office formats, either for
use by the Health and Safety Lead or on own behalf.
Regular requirement to develop or create reports, documents, drawings; Maintaining one or more
information systems
To represent the Health and Safety Lead (within own level of competency) as required, within NHS
Orkney and occasionally externally.
To act on behalf of the Health and Safety Lead in their absence and to refer to the Lead in all
appropriate circumstances.
Administer various Health and Safety online systems, database and H&S Control Book
Management systems across all NHS Orkney on a frequent basis to ensure that all areas are up to
date.
Plan and organise complex activities or safety programmes, requiring creation, implementation and
adjustment across all NHS Orkney departments.
Plan elements of safety projects and their delivery across multiple NHS Orkney sites.
Support the Health & Safety Team, with safety related training development and delivery to all staff
groups within NHS Orkney.
Undertake any other duties as directed by the Health & Safety Lead, in relation to the
development, promotion and implementation of the Health & Safety Team’s objectives.
Inspections
Accompany the Health and Safety Lead in undertaking in-depth premise specialist audits and
inspections and produce associated in-depth reports across all areas of NHS Orkney.

6
Undertake premises walkthrough inspections with the Infection Prevention and Control Team,
Estates, local managers and report findings.
Undertake occupational monitoring using various pieces of basic occupational monitoring
equipment.

6. EQUIPMENT AND MACHINERY

Computers to process work and to communicate with the full range of staff and managers within
the Balfour Hospital, Health Centres and beyond.
Mobile phones for personal safety and general communications.
Video and digital cameras for filming and still photography to aid investigations and produce
training media.
Extremely sensitive, delicate and expensive environmental monitoring devices.
Photocopiers, Facsimile, Shredder, Document scanner.
Health and Safety and Legal Publications in order to keep up to date with legislation.
Face Mask Fitting equipment (Bitrix and Saccharine, head gear & Portacount machine).
Car for occasional travel to work locations.

7. SYSTEMS
Procedures such as lone working, moving and handling, managing violence and aggression etc.
Uses a range of IT applications to create reports; maintains project information systems.
Incident reporting information system (Datix) to extract data for analysis and presentation.
Learning and Development Database to analyse and report findings.
Access and understanding of the Appraisal System – TURAS.
Health and Safety Management System to ensure accurate records are maintained and that
managers are fully up to date with procedures.
On-line DSE assessment system.
Any additional systems/software packages as developed or purchased

8. ASSIGNMENT AND REVIEW OF WORK

Assignment
By requests from the Health and Safety Lead.
Through an Annual Personal Development Plan and agreed annual set of objectives.
Discoveries and findings during work.
Incoming adverse event reports and related queries from managers and staff.
System requirements such as the Health and Safety Management System.
Review; The post holders’ work will be reviewed by / through;
Annual Personal Development Planning/KSF processes with interim interviews.

7
Regular contact with the Health and Safety Lead.

9. DECISIONS AND JUDGEMENTS

Decisions
Prioritisation of workload in support of the Health and Safety Lead
On occasion take critical decisions in the absence of the Health and Safety Lead
and communicate these at the earliest opportunity.
Prioritisation of the daily workload.
Decide on how to present information to or on behalf of the Health and Safety Lead.
Judgements
When and how to inform the Health & Safety Lead of issues deemed critical to Health and
Safety.
When to escalate issues and incidents and bring them to the attention of the Health and Safety
Lead for further action.
To recognise service critical issues and how to act in the best interests of the Service.

10. MOST CHALLENGING/DIFFICULT PARTS OF THE JOB

Ensuring that an enthusiasm for Health and Safety is maintained and promoted in an environment
where staff and managers may not see Health and Safety as an immediate priority.
Frequent interruptions and conflicting demands on time and resource in order to respond in a
proactive or reactive way to the exigencies of the service.
Supporting the implementation of systems in a dynamic and diverse healthcare environment.
Advising clinical staff to find solutions to complex health and safety challenges often within clinical
settings, and with the patient present.
Communicate at all levels within NHS Orkney to ensure support and commitment for learning and
development, or safe systems of working activities by influencing and motivating others to maintain
a high priority for development of themselves and/or their staff in the face of many other demands
and to identify and support challenges related to promoting a positive safety culture.
Having to use carefully considered and well developed interpersonal skills to a wide and diverse
audience.
Analysing on a weekly basis, sometimes incomplete or challenging data to help influence the
direction of travel in terms of Health and Safety within the Acute and Primary Care Services.
Utilising well developed presentation skills to communicate complex and diverse information to
diverse groups or individuals to ensure that they are clear about the messages they receive.
Understanding and interpreting sometimes complex Health and Safety legislation and guidance, to
present to or on behalf of the Health and Safety Lead.
At all times, the post holder is required to deal with issues with confidentiality and professionalism,
providing support to both the member(s) of staff and the line manager(s) involved.

8
11. COMMUNICATIONS AND RELATIONSHIPS
Within the Balfour Hospital;
The Health and Safety Officer is to maintain ongoing professional relationships.
Other members of the managerial teams to communicate various issues and ensure an ongoing
dialogue.
Staff and Managers at all levels in terms of ongoing monitoring of Health and Safety and related
issues.
Within NHS Orkney;
Health and Safety Officer and others to arrange meetings and to ensure an ongoing close
relationship.
The production of formal reports to the Occupational Health and Safety Committee on Health &
Safety projects, initiatives and training, as required.
On behalf of the Health and Safety Lead, to communicate on a variety of Health & Safety related
issues at various levels.
Communication with staff and managers at multiple NHS Orkney sites regarding project delivery
and/or safe systems of working.
Adapting communication styles i.e. consultants – patients.
Undertake any other reasonable tasks associated with safety policy, procedures and safe systems
of work in the furtherance of the Safety Team’s activities.
External to the NHS;
To act in the absence of the Health and Safety Lead as a point of contact for Health and Safety.

12. PHYSICAL, MENTAL, EMOTIONAL AND ENVIRONMENTAL DEMANDS

Physical
Driving to NHS premises.
Occasional air/sea travel to assist the NHS Shetland, Health & Safety Team.
Combination of sitting, walking, standing and stair climbing.
Advanced keyboard skills in order to prepare presentations and reports.
Using expensive and complex monitoring equipment such as environmental testing equipment.
Moving and Handling of work related equipment.
Mental
Maintaining concentration in an ever-changing environment due to conflicting demands and
unexpected requirements of the service.
On occasion having the ability to make on site decisions in the absence of the Health and Safety
Lead.
Identifying and assessing risks in work activities, writing formal Risk Assessments where required.
Communicating the contents of these together with any precautionary measures to staff and

9
managers as appropriate. Identifying how best to manage risks and taking steps to put
preventative/mitigation measures into place.
Offering a flexible service, working with line managers to develop safe systems of work or training
courses that meet the specific needs of staff, in different departments.
Using analytical skills in the interpretation of complex and often incomplete data.
Having advanced presentation skills to communicate information to a diverse audience in various
arenas across all NHS Orkney.
Emotional
Handling of sensitive and sometimes distressing situations to contribute to the resolution of them.
Occasional working/training away from home with overnight stays.
Contributing to the promotion of Health and Safety in a sometimes adverse and financially
constrained climate.
Achieving service critical deadlines to assist the Health and Safety Lead in the provision of a robust
service.
Working with colleagues who themselves are under pressure to achieve deadlines.
The post holder can be exposed to occasional post incident interviews with injured persons or
witnesses to traumatic events, e.g. patients, relatives, staff and fatal accidents/suicides.
Supporting staff with emotional situations i.e. Face Mask fitting / Claustrophobia / Violence &
Aggression / other trauma weekly.
Environmental
Frequent exposure to inclement weather and adverse road conditions whilst working and driving.
Ensuring a safe working area for staff by, for example, monitoring training/work areas to ensure
that they are free from hazards such as loose cables, tripping hazards, ensuring safety training
equipment is maintained and in good repair etc.
Occasional overnight stays away from home for training.
Occasional overnight stays away from home to support NHS Shetland work.
Exposure to hazardous substances and building fabrics.
Temperature extremes, heat, noise and dust.
Possible verbal aggression when assisting the Health and Safety Lead in implementing sometimes
contentious Health and Safety rules and regulations.
The Health and Safety Officer will be required to visit NHS Orkney sites to examine the scene of an
incident or gain insight into a process or task. Investigations may require that measurements be
taken, monitoring be carried out and photographs be taken within such areas.

13. KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB

Education; Educated to Degree/Diploma level and able to demonstrate an enhanced academic
capacity through a collection of appropriate post graduate qualifications.

10
Professional Qualification; A recognised Health and Safety Qualification such as the NEBOSH
General Certificate will be a minimum requirement of the post. Ideally NEBOSH National Diploma
for Occupational Health and Safety Management Professionals or working towards.
(Note: The NEBOSH National Diploma for Occupational Health and Safety Management
Professionals under the Scottish Qualifications Authority (SQA) has Accreditation at SCQF Level
10 with 49 SCQF credit points. This is comparable to RQF/CQFW Level 6 in England, Wales and
Northern Ireland).
Experience; No less than three years in a health and safety role, preferably within a healthcare
environment.
Experience of the development, creating and delivery of safety related training packages using a
variety of methods (Classroom, PowerPoint, Teams).
Excellent knowledge of Office 365.
Relevant Face Mask Fit Training qualification.
Demonstrable evidence of using Teams/Zoom to deliver robust virtual training and on-line
meetings.
Keeping up-to-date with developments in quality standards and practices to ensure that all training
supports the continuing development of quality service provision to patients.
Keeping up to date with changes in health and safety legislative requirements and maintaining
professional CPD with IOSH and or IIRSM.

Job Description Agreement

Job Holder’s Signature Date:

Date:
Head of Department Signature

11
 Person Specification

Job Title: Health & Safety Officer

Department: Health & Safety
Location: The Balfour

FACTOR ESSENTIAL DESIRABLE

EXPERIENCE Over 3 years’ experience within a Health & At least 3 years work
Safety role as a Safety experience within a
Officer/Coordinator/Representative. healthcare setting.
Experience of and ability to work across Experience of and ability to
multi-disciplinary staff groups. conduct Display Screen
Equipment Assessments
and training in workstation
ergonomics.
Experience of and ability to
conduct Manual Handling
Training.
Experience of Face Fit
Testing.

QUALIFICATIONS Educated to Degree/Diploma or equivalent NEBOSH National Diploma

TRAINING or be able to demonstrate an enhanced
RESEARCH academic ability through a collection of
PUBLICATIONS relevant qualifications.
NEBOSH General Certificate in Health
and Safety Management or equivalent.
for Occupational Health and
Safety Management
Professionals or British
Safety Council equivalent.
NOTE:
The NEBOSH National
Diploma for Occupational
Health and Safety
Management Professionals
under the Scottish
Qualifications Authority
(SQA) has Accreditation at
SCQF Level 10 with 49
SCQF credit points. This is
comparable to RQF/CQFW
Level 6 in England, Wales
and Northern Ireland

12
KNOWLEDGE AND Working knowledge of IT including word Ability to create bespoke
SKILLS processing, databases and presentation training packages using a
software. variety of delivery methods.
Demonstrate excellent interpersonal Have the ability to adapt
communications skills and commitment to training to meet and
promotion of a safer workplace. accommodate different
learning needs.
Able to negotiate with other parties to
achieve workable solutions.
Ability to manage conflicting priorities.
Ability to use own initiative.
Maintain strict confidentiality.
Understanding of regional and national
policies, procedure and legislation
particularly those relating to Health and
Safety.
Ability to adapt to change within the
working environment.
Have the ability to be pragmatic and
handle difficult issues constructively and
positively.
Awareness of health, safety and risk
management principles.

PERSONAL Willingness to progress and complete the

QUALITIES/OTHER NEBOSH National Diploma for
Occupational Health & Safety
Management Professionals.

Ability to cope with occasional working

away from a set base and overnight stays
away from home.

Able to work flexibly and at times out with

core hours.

Full UK Driving Licence

13
Introduction to Orkney and NHS Orkney

Lying off the northern coast of Scotland, between John O’Groats and the Shetland Isles, Orkney is
an archipelago of over 70 beautiful islands; 17 of which are inhabited. The total population is
approximately 22,000, with most people living on the Orkney Mainland. Kirkwall, the capital with its
spectacular red sandstone 12th-century cathedral and a population of 7,500, is the administrative
centre of Orkney with a good mixture of shops, supermarkets, and businesses.

Orkney is a wonderful place to live and offers excellent schools and leisure facilities, low pollution,
low crime, unique wildlife, and amazing scenery. Although remote, there are excellent transport
connections with numerous flights to Aberdeen, Glasgow, Edinburgh, and Inverness every day.
There are ferry services to Aberdeen, Scrabster, and Gills Bay, and of course to the smaller isles in
Orkney.

Orkney’s economy is based on agriculture, generating some £30 million per year. Farmers breed
and rear beef cattle, dairy cows, and sheep of the highest standard. Orkney has international
recognition for its food, with cheese, beef, lamb, and fish produce becoming well known; not to
mention whiskey, beer, and gin. Tourism, oil, and the renewable energy sectors are increasingly
important. Orkney is at the forefront of the renewable wave and tidal energy drive in the UK.

Kirkwall is a great place for children and a wonderful environment for

a family. There is a very strong community spirit with a wide range of
cultural and sporting activities for adults and children. Schools in
Orkney are very good, with no private fees. Imagine all of this within
walking distance of your home and workplace. For residents and
visitors there is so much to see and do: playing a round of golf,
fishing, kayaking, walking, cycling, diving, wind surfing and horse
riding are but a few. The Pickaquoy Centre provides a modern well-
equipped sports facility, swimming pool and entertainment centre.
There are many cultural activities, with annual music, jazz and
science festivals attended by internationally renowned artists and
scientists. There is an extremely wide variety of activities for children
14
and young people. Homes are very affordable and with little traffic, travelling around the islands is
easy.

According to the 2020 Bank of Scotland quality of life survey, for eight years in a row Orkney was
crowned the best place to live in Scotland. The island took the top prize due to high employment
levels, low crime rates, smaller primary class sizes along with good health and happiness scores.
With its strong sense of community, picturesque landscape and rich archaeological treasures, the
archipelago frequently wins the hearts of visitors.

Not only is Orkney one of the most affordable places to live in the UK, it also has one the highest
employment rates, with 88 per cent of residents between 16 and 64 currently in work. The low
crime rate means that many people do not even lock their front doors to allow the postie to place
the post and packages inside the door. As for overall wellbeing, more than nine in 10 Orkney
residents report good or fairly good health.

To find out more about living and working in Orkney go to www.orkney.com or

www.orkneycommunities.co.uk and learn more about NHS Orkney at www.ohb.scot.nhs.uk.

15
Recruitment Process

The NHS Scotland Everyone Matters 2020 Workforce Vision outlines the commitment the Scottish
Government has in putting people at the centre of everything the NHS in Scotland does. Working
to a common set of values, the vision will continue to modernise the way we work, embracing
technology and digital transformation.
All vacancies will be advertised on NHS Scotland’s recruitment website:
https://apply.jobs.scot.nhs.uk/
Internal vacancies will be advertised on NHS Scotland’s internal recruitment website:
https://apply.jobs.scot.nhs.uk/internal/
CVs are not accepted as a form of application; NHS Scotland’s electronic application form must be
used on the above links.
All adverts will close at midnight on the advertised closing date.
Our selection process will consist of the following assessments:
• Application short listing – application forms are reviewed and those meeting the role
requirements will be invited to a competency-based interview
• Interview/Assessment – competency-based interviews have a focus on NHS Orkney’s core
values and the candidate’s technical expertise. The interview may also include a role specific
test or a presentation topic.
Any job offer will be subject to meeting the conditions of NHS Orkney’s safer pre- and post-
employment checks policy:
• Employment references - references should include current and previous employers covering
the last 3 years of your employment history
• Evidence of qualifications – candidates will be required to provide evidence of their
qualifications, including proof of professional registration if required
• Medical assessment – the Occupational Health service will make an assessment on your
fitness to carry out the information provided in a questionnaire. In certain circumstances further
information is required and Occupational Health may contact you by telephone or request that
you attend for an appointment
• Criminal conviction check – all applicants who apply for posts which are exempt from the
Rehabilitation of Offenders Act 1974 and who will have access to patients during their
employment will be required to consent to a Disclosure Scotland Criminal Records Check or
join the Protection of Vulnerable Groups Scheme.
• Immigration, Asylum and Nationality Act 2007 – Prevention of illegal working –
candidates must be eligible to work in the UK, evidence of this must be provided.
For any queries relating to this vacancy, or our Recruitment Process, please email
ork.recruitment@nhs.scot
Equality and Diversity
NHS Orkney is committed to Equality & Diversity https://www.ohb.scot.nhs.uk/about-us/equality-
and-diversity

16