JOB SCRIPTION Role: epartment: Location: Reporting to: Supervising: Fire Safety Officer Secretariat mily House, Kensal Road, London W10 5BN Health and Safety Manager No direct line management Grade: The context of this job Octavia Housing provides affordable homes in the heart of London. We develop, manage and maintain properties and provide a range of specialist support services to meet the diverse needs of our tenants. Our aim is to provide services which are professional, personal, effective and caring. This role will be responsible for the coordination and day to day project management of Octavia s residential communal areas fire safety project, to support the Health and Safety Manager in ensuring all Octavia s operational activities achieve maximum compliance with relevant health and safety and fire safety legislation, codes of practice and general guidance, where reasonably practicable. And for instructing, supervising and monitoring work undertaken by colleagues and contractors directly for the project. The Health and Safety team are based in the Secretariat, which provides Company Secretarial, Governance and related administrative services for the Association, subsidiary and associated entities. The Health and Safety team co-ordinates and oversees Health and Safety across the whole association. The purpose of this post Reporting directly to the Association s Health and Safety Manager, the post holder will be responsible for promoting good fire safety practices with tenants and for ensuring the effective day to day management of the fire safety within residential communal areas project and for carrying out fire risk assessments, if required. The post holder will be expected to assist with monitoring and maintaining the Association s fire risk assessment programme and database and on occasion, to carry out fire risk assessments of the Association s properties if required (depending on their risk rating), and to subsequently produce written fire risk assessments, which identify all risks and actions to remedy them. The post holder will be expected to provide suitable fire safety guidance and information for tenants and colleagues and to keep abreast of any changes to relevant fire safety legislation and guidance. As well as being required to organise and carry out training for the Association s staff and contractors on Fire Safety policies and procedures. Page 1 of 6
Key tasks Service elivery 1. Be responsible for centrally coordinating and managing on a day to day basis, the project to promote fire safety within the communal areas of our residential properties. This will involve developing and implementing suitable procedures, standards, guidance, information, checklists, and database records, that comply with relevant fire safety and health and safety legislation and guidance; correlate with the Association s existing fire safety processes and strategy and enable the Association to apply principles that demonstrate its commitment to effectively assessing and managing fire safety risks in its residential properties and promoting resident safety. 2. evelop and implement methods for informing, instructing and supervising and training Association colleagues (and in some circumstances contractors to the Association) to assist to deliver SMART project objectives, that comply with relevant fire safety and health and safety legislation and guidance; correlate with the Association s existing fire safety processes and strategy; and enable the Association to apply principles that demonstrate its commitment to effectively assessing and managing fire safety risks in its residential properties and promoting resident safety. 3. Carry out and monitor inspections carried out of communal areas and shared spaces across the Association s property portfolio to ensure they are free from fire risks and obstructions. Take responsibility for ensuring items stored within communal areas are removed and handled according to project requirements and agreed protocols. 4. Maintain up to date computerised records and files on the progress of the fire safety clearance of communal areas project in accordance with internal procedures, ensuring information recorded is accurate, accessible, kept for statutory purposes and in line with data protection requirements. 5. Receive record, manage and monitor complaints relating to issues of fire safety and health and safety from residents and ensure that these are acknowledged within appropriate timescales as laid down in Octavia s service standards. 6. Where necessary, be proactive in dealing with minor problems, issues raised or level one complaints from residents relating to the project works, following Octavia s complaint procedure, ensuring that Operational Management are kept fully informed of significant issues that may arise. Refer more complex issues to the Health and Safety Manager. This will involve trouble shooting and making objective, fair, transparent decisions based on fire risk assessment principles and Association guidelines and procedures. 7. Take responsibility for managing the budget allocated to funding the removal of items from communal area and for paying contractor invoices for such, to a specified level as agreed by the irectors Group. Reporting 8. Monitor project activities and the effectiveness of operations and methodologies, ensuring that remedial actions identified are implemented in consultation with colleagues assisting with the project across the Association, reporting back to the Health and Safety Manager. 9. Report any serious breaches of fire safety to the Health and Safety Manager and liaise with the appropriate officer responsible for resolving the incident. Page 2 of 6
10. Provide reports and updates on the progress of the project to the Health and Safety Manager, for the Health and Safety Management Committee and Housing Management as required. 11. Where necessary, carry out fire risk assessments of the Association s stock (dependent on risk level) and produce a report on each fire risk assessment using the Association s assessment template. 12. Communicate the association s fire safety strategy internally with colleagues and externally to our residents. Monitor operational compliance with the fire strategy throughout the organisation and report back to the Health and Safety Manager. Liaison 13. Build relationships internally and externally to ensure project fire safety processes and communications arising from the project are fit for purpose and engage residents and external bodies to promote, support and participate in project objectives. 14. Attend and play a lead role in communicating and promoting the fire safety project at meetings for tenants including at evenings and occasionally at weekends, in collaboration with Housing Management and via various communication mediums in liaison with the Health and Safety Manager. General 15. As part of the Health and Safety Team, maintain the database of fire risk assessments, so that it is comprehensive and up to date and liaise with relevant departments on actions arising from fire risk assessments to ensure these are carried out in appropriate timescales and in line with fire safety legislation and guidance. 16. Keep abreast of changes in fire safety and health and safety legislation, best practice and regulations and appropriately advise and assist managers in the implementation of actions arising from these changes. 17. As part of the Health and Safety team, work closely with line management and staff across the association to provide an advisory, guidance, and information service for all employees in fire, health, safety and welfare matters so they perform their duties in a safe manner and in accordance with legal requirements. 18. Partake in the delivery of the Association s health and safety and fire safety training programme where necessary. 19. Assist in the coordination and monitoring of the Association s risk assessment programme. 20. Assist in the collation and monitoring of incident and accident forms and in making appropriate notifications under RIOR, when necessary. 21. Be responsible for complying with the Association s health and safety requirements and legal obligations and for reporting defects and hazards that you become aware of in the course of your duties to senior management. Generic How will the post holder know if they are performing? A number of performance targets will be planned and agreed each year with the line manager and these will be monitored at regular meetings. Regular feedback will be provided Page 3 of 6
by the line manager and opportunity provided to discuss any problems, personal and team matters and personal development issues. Generic requirements The post holder will be expected to comply with the Association s and the department s policies and procedures at all times. These include, but are not limited to equal opportunities, confidentiality, data protection and health and safety. Tenant/client involvement is an essential part of all roles within the association and all are expected to support the policies and procedures relating to the involvement of tenants/clients and to contribute to the association s action plan. In order to do their job the post holder will be trained and coached in the procedures and policies of the Association. They will be expected to familiarise themselves with the association s procedures and policies and to seek advice and guidance from the line manager if required. The key tasks listed above are only an indication of the main tasks required to be performed. It is not an exhaustive list of duties and responsibilities and may be subject to amendment to take account of changing circumstances. Any changes will be made following discussion with the post holder. The post holder will remain co-operative and flexible in line with the needs of the post and the Association Page 4 of 6
OCTAVIA HOUSING PRSON SPCIFICATION Post: Fire Safety Officer The Person Specification states the minimum knowledge, skills and experience required to carry out the job and is used for both short listing candidates for interview and to identify the areas to explore in an interview. = ssential criteria; = esirable criteria 1 xperience: Relevant practical experience of: providing advice and guidance on health and safety law and practices providing advice and guidance on fire safety law and practices conducting risk assessments and deciding on relevant risk control measures delivering training auditing health and safety and fire safety arrangements working in a social housing or related environment ssential Criteria 2 Knowledge: Good knowledge of Health and Safety law, and familiarity with codes of Practice and guidance Good knowledge of nglish fire safety legislation and familiarity with codes of practice and guidance Ability and experience of producing written reports and statistical information using IT software Relevant professional qualification e.g. NBOSH General Certificate and Fire Risk Assessment Certificate or qualification such as IFSM Fire Manager Training, or relevant training course such as a fire training course approved by the IF under their Register of Auditors and Fire Risk Assessors scheme. Page 5 of 6
3 Skills: Good interpersonal skills with the ability to communicate well verbally and in writing with tenants, staff and other external organisations and people including enforcement authorities outside the association. Able to write accurate and clear correspondence and reports, including the presentation of statistical information using IT software and databases. Numerate and data rational. Good time management skills; able to take responsibility and to work independently and flexibly to prioritise workloads, work to deadlines and meet targets - whilst maintaining an assertive, confident and diplomatic approach to tenants and a supportive and advisory approach with colleagues. Able to persuade, negotiate, influence and gain the co-operation of others to support the successful implementation of the project and so that individuals achieve positive advisory and enforcement experiences, wherever practical. Confident, objective, fair and clear when delivering difficult information or making decisions which may cause initially unfavourable reactions. Ability to coordinate the work of others and supervise colleagues involved in the project as required. Able to form and maintain good working relationships at all levels internally and externally. Resolving, anticipating and preventing problems and finding solutions. Ability to deal sensitively with distressed or aggrieved tenants. Ability to organise and manage small consultation exercises and to Chair meetings to promote the project and fire safety awareness, where necessary. 4 Other: emonstrates commitment to high quality service delivery Able to visit tenants in their own homes and locations without lift access emonstrates commitment to equality and diversity in service delivery Prepared to undertake further training and instruction to undertake the duties of the post, as required Page 6 of 6