Health and Safety Assistant

Health and Safety Assistant The closing date is 03 December 2025. Northumbria Healthcare Facilities Management (NHFM) is looking for an organised, motivated and confident Health & Safety Assistant to join our Estates & Facilities team. This is an excellent opportunity for someone who enjoys working with people, handling data, and contributing to the creation of a safe and compliant working environment across a busy and varied organisation. In this role, you will work closely with the Health & Safety Advisor to support the day-to-day running of our Health & Safety function. You will help maintain and update essential compliance systems, including risk assessment logs, COSHH inventories and training matrices, ensuring information is accurate, timely and accessible. You will also monitor the Health & Safety inbox, triaging enquiries and responding professionally and sensitively to a wide range of queries from staff, contractors and other departments. Main duties of the job A key part of the role will involve collecting and analysing data, producing reports and dashboards, and supporting the preparation of safety documentation for meetings and audits. You will take minutes, organise and attend meetings both face‑to‑face and via MS Teams, and ensure all follow‑up actions are clearly recorded and progressed. The ability to communicate clearly, handle sensitive information and sometimes have difficult or challenging conversations is essential. The role is well suited to someone with strong IT skills, particularly in Microsoft Word, Excel, PowerPoint and Outlook, as well as someone who enjoys working with systems, data and detail. You will be comfortable working independently, managing your workload and meeting deadlines, while also being an active member of a supportive and collaborative team. You will need to be willing to travel to other NHFM and Trust sites when required, and you will have the opportunity to attend relevant training courses, including further Health & Safety development such as IOSH or NEBOSH. We are looking for someone who is professional, approachable and confident in dealing with staff at all levels. About us NHFM is a wholly owned subsidiary of Northumbria Healthcare NHS Foundation Trust. Established in 2012, NHFM provides specialist project management services for large and small capital developments, estates maintenance and a full range of facilities services. Carrying out facilities management for a state‑of‑the‑art specialist emergency care hospital – The Northumbria, three general hospitals – North Tyneside, Wansbeck and Hexham hospitals – and a number of smaller community hospitals and clinic sites, we cover one of the largest geographical areas of any NHS trust in the country. Work for us and you will be making a real difference to the NHS and the thousands of people who use our services each year. Visit our website www.nhfm.co.uk for more information about who we are and benefits of working for us. Job responsibilities To maintain the NHFMs Risk Assessment Log ensuring it is accurate on a daily basis and to disseminate this to business units on a weekly basis. To maintain an action log of audit and inspection findings, monitoring completion status and escalating overdue items as needed. Responsibility to monitor the Health and Safety inbox and triage the enquiries appropriately. Maintain training matrices and ensure up-to-date records of staff compliance with statutory and mandatory H&S training requirements. To produce bespoke department COSHH files for both clinical and non-clinical departments across the Trust and maintain the inventory on the intranet. Conduct administrative tasks such as answering phone calls, taking messages, photocopying, filing and post for the team. Provide general operational support for audits, inspections, and incident follow‑ups. Collect and input accurate data into relevant H&S systems and databases (e.g., risk registers, compliance trackers). Provide support to NHFM teams and Contractors, ensuring compliance and maintaining H&S standards. Monitor the trust DATIX system, liaising with staff members to ensure timely completion of live DATIX. Assist H&S Advisor with investigations and Site H&S Audits, compilation of reports and action plans. Assist in reviewing contractor safety documentation including permits to work, RAMS, and ensure all contractors are properly inducted and compliant with site safety requirements. Qualifications Educated to GCSE level (grades A‑C) or equivalent minimum 2, including Maths and English NVQ level 3 in Administration Must hold a NEBOSH or IOSH certificate or be willing to work towards Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Northumbria Healthcare NHS Foundation Trust #J-18808-Ljbffr