Safety Administrator

An exciting opportunity has arisen to join the Estates and Facilities Directorate at North London NHS Foundation Trust as a Band 4 Safety Administrator.

The Safety Administrator will provide efficient, accurate and customer-focused administrative support across the Trust's Health and Safety, Fire Safety and Security functions. Working closely with the Associate Director of Safety and the wider Safety Department, the postholder will help coordinate the department's governance arrangements, meetings, records, reporting systems and day-to-day administrative activities.

This is a varied Trust-wide role requiring excellent organisational, communication and IT skills. The successful candidate will coordinate meetings, prepare agendas and papers, take accurate minutes, maintain action trackers and safety records, manage correspondence, and collate information for assurance reports, audits and inspections.

The postholder will act as a professional first point of contact for the Safety Department and will communicate with colleagues at all levels, as well as contractors, suppliers and external organisations. They will handle sensitive information and competing priorities, so a high level of accuracy, discretion and the ability to work independently will be essential.

The role offers an opportunity to contribute directly to the Trust's safety governance and assurance arrangements, helping the organisation demonstrate compliance.

Main duties of the job

The post holder will provide comprehensive administrative support to the Safety Department, ensuring the effective organisation and delivery of health and safety governance arrangements across the Trust. Key responsibilities include coordinating and servicing the Health and Safety Group and associated meetings; scheduling meetings; preparing agendas and papers; taking minutes and maintaining action logs.

The role will support the management of the department's shared mailbox, correspondence, filing systems, and telephone enquiries, while producing and quality-checking reports, presentations, spreadsheets, and other documentation.

The post holder will collate information from incident reporting systems and departmental databases to support performance reporting and assurance processes, including administration of RIDDOR-reportable incidents and maintenance of associated records. They will assist with the preparation of evidence for internal and external audits and inspections and support the review and administration of policies, procedures, and guidance documents.

Additional responsibilities include raising purchase orders, processing invoices, maintaining training and competence records, supporting departmental communications and safety campaigns, maintaining SharePoint and intranet content, and providing diary and administrative support to the Associate Director of Safety and senior members of the team.

Benefits

• NHS Discounts, generous annual leave and NHS pension scheme
• Excellent internal staff network
• Flexible working and health and wellbeing initiatives
• Leadership behaviours and managers programme

Person Specification

Qualifications/Registration

• Good general education, including GCSEs (or equivalent) in English and Maths

Skills/ Abilities

• Strong IT skills (Outlook, Word, Excel, PowerPoint, Teams)
• Good written and verbal communication

Experience and Knowledge

• Experience in an administrative role
• Experience of organising and servicing meetings, including agendas, papers, minutes and action logs