EMS Safety Support Officer (Estates Management Services)

Salary: Band C; £27,355 with higher remuneration considered depending on experience and qualifications

Hours: 37 hours per week

Contract Type: Permanent/Full time

Contract Length: Permanent

Closing Date: 22 October 2020

Interview Date: TBC

Job Reference: 20P-14

EMS Safety Support Officer (Estates Management Services)

Organisation position and purpose:

The Estates Management Services (EMS) department is part of the Capability directorate and plays a key role at the institute through management and implementation of essential planned and reactive engineering maintenance in order to maintain robust high biocontainment systems and services to facilitate new and ongoing science programs on site. The EMS department applies the Health, Safety and Bio-Safety (HSBS) standards and expectations in accordance with the corporate Risk & Assurance directorate strategy.

The EMS department consists of three main areas; Engineering and Operations team; Development and the Operational Projects team. The Engineering Safety Support Officer’s main duty is to provide technical and administrative support to the Engineering and Operations (E&O) team to ensure compliance in all aspects of health, safety, environment and biosafety against maintenance undertaken. 

The post holder will play a key support role in the management of safety data at the Engineering and Operations Permit office, including updating various safety and compliance databases. Therefore, the successful candidate will be expected to deliver high standard of administration and functional safety support tasks, ensuring work is organised and prioritised in line with the teams prioritises. The post holder will also provide daily assistance with management of external contractors on site so that scheduled works are carried out safely and in line with health and safety compliance. 

The successful candidate will need to have a demonstrable experience of working in a busy and dynamic team environment. We are looking for an enthusiastic and dedicated person who enjoys working across a number of different activities and is comfortable communicating with a wide range of people, both internally and externally.

This position would ideally suit someone who has a keen interest in health, safety and compliance and is eager to develop their H&S knowledge and career further in an engineering/facilities environment.

Experience of working in an engineering or facilities sector, along with a basic knowledge of H&S and Operational Assurance underpinned by good IT skills is essential. Please note, there will be a short 10-minute practical exercise as part of the interview process to assess IT skill competency.

Accountability, responsibility and duties:

  1. Support the EMS team in maintaining databases and company systems including those used for management of; training records; facilities maintenance and contractor information; and quality and compliance/risk documentation.
  2. Provide central support for contractor activities on site for EMS and other departments by ensuring all works are tracked and recorded under Permit-to-Work system.
  3. Support the site Legionella management programme, ensuring monitoring tasks are completed and associated databases are updated.
  4. Support management of chemical inventories, safety data sheets and COSHH assessments for chemicals used by the E&O team (within EMS department).
  5. Support the E&O Supervisors in management of plant room and engineering areas, including purchasing and placing of safety equipment, signage, and materials required.
  6. Provide support for EMS managers in collation and recording of Safety Performance Indicators (SPIs) and Key Performance Indicators (KPIs) metrics.
  7. Organise and take minutes in EMS team meetings where required.
  8. Participate in and support internal and external inspection and audit programmes coordinated by the EMS department and central Risk & Assurance directorate (HSBS and Quality teams).
  9. Collate and share suggestions and observations with EMS Safety and Risk Manager to create consistency in safety standards throughout the EMS department and the company.
  10. Deputise for the EMS Safety and Risk Manager at facility Process Safety Meetings and/or Health & Safety Committee meetings where required.

Specific requirements:


  • Experience working within an engineering, construction, and/or facilities sector.
  • Basic working knowledge of Health and Safety principles and practices, specific to engineering, construction, and/or facilities sector.
  • Excellent administrative and IT skills (MS Office).
  • Experience using Information Management Systems.
  • Experience of working in a busy and dynamic team environment.
  • Excellent communication and interpersonal skills.


  • Health and Safety Qualification (IOSH Managing Safely or equivalent).
  • Experience in an Engineering role (Mechanical/Electrical/Construction).
  • Experience/knowledge of biocontainment systems/operations.
  • Good analytical and problem-solving skills.

Personal behaviours:

  • Keen interest in health and safety.
  • Team player; willingness to work with people across various departments and at all levels of the organisation.
  • Proactive attitude to areas of work within their responsibility.
  • Pragmatic approach.
  • Confident to challenge unsafe behaviour/practice.
  • Encourage a positive safety culture across EMS department.
  • Good eye for detail.
  • Be willing to engage in CPD in areas of H&S.

This job description is only an outline of the tasks, responsibilities and outcomes required of the role. The jobholder will carry out any other duties as may be reasonably required by his/her line manager. The job description and personal specification may be reviewed on an ongoing basis in accordance with the changing needs of the Human Resources department and The Pirbright Institute.

All employees shall actively participate in the Institute-wide quality assurance system in conjunction with the Institute’s Quality Manager. Employees are also expected to safeguard their own health and safety and security by following policies and all employees are responsible for the Health and Safety and security of staff under their management.

What we offer:

  • Generous Group Personal Pension Scheme and life cover (subject to age and earnings)
  • 25 days annual leave per annum, pro rata, plus 10.5 public and privilege days
  • Pirbright gym with subsidised membership (temporarily closed due to COVID-19)
  • Pirbright social club
  • Pirbright Lifestyle Hub (employee discount site)
  • Cycle to work
  • Subsidised staff restaurant
  • Childcare vouchers and a subsidised childcare allowance
  • Free onsite parking
Apply now