Health & Safety Assistant Jobs

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 3 (Gr6)

Job Title

Health & Safety Assistant

Department

Health Safety & Environment | Faculty Operations | Faculty of Arts

Compensation Range

$4,319.00 - $4,540.00 CAD Monthly

Posting End Date

August 12, 2023

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Summary

The Health & Safety Assistant will provide administrative support for the Faculty of Arts’ Occupational Health and Safety program with all its operations and initiatives at UBC. This role will work closely with the Safety and Environment Advisor to assist with the development, administration, promotion and championing the safety culture in our vast and dynamic workplace, research and educational programs that make up the Faculty of Arts, the largest faculty at UBC.

The Health & Safety Assistant will provide direct support for the Faculty of Arts, the Joint Occupational Health and Safety Committee (JOHSC), Arts Local Safety Teams (LSTs) and individual units around all matters of safety, including but not limited to: safety education, training, planning, assessment and access to OH&S resources.

Organizational Status

Reports to the Safety & Environment Advisor. Serves as a resource to faculty, staff, and students on items related to health, safety and wellness. Liaises with other units across campus, including Building Operations and Safety & Risk Services.

Works independently under general objectives and guidelines. Performs a high volume of activities from dissimilar portfolios, for a variety of clients, and with a variety of timescales. This requires a frequent shifting of priorities to meet changing conditions, unexpected events, and emerging strategic priorities.

Work Performed

• Tracks safety training records and re-certification schedules for Arts units and updates the central databases accordingly.
• Provides logistical support for safety training and learning sessions, including promotion, scheduling, room booking, organizing AV equipment, assisting with material preparation, and tracking attendees.
• Works within set guidelines to ensure all Arts units are in compliance with all relevant safety regulatory legislation, WSBC and UBC policy. Flags any issues of non-compliance to the Safety & Environment Advisor.
• Prepares correspondence, forms and other documents in either draft or final format from handwritten materials, brief oral instructions or notes, and/or emails.
• Drafts communications for safety initiatives as per the direction of leadership and distributes in variety of mediums as required (email, posters, newsletter etc.).
• Performs other related duties as required.
• Researches, orders and receives safety materials, consumables and equipment as required.
• Provides basic training to various departmental staff on the use and procedure of various UBC supported applications and resource materials being used for the OH&S program, including but not limited to: the Central Accident Incident Reporting System (CAIRS), Canvas, SharePoint, safety inspection applications, assessments and other resources.
• Provides administrative support to the Arts JOHSC (Joint Occupational Health and Safety Committee). This includes preparing documents for monthly meetings including agendas, minutes collating data for inspection reports and incident reports, tracking corrective actions, drafting written recommendations and statistic generation.
• Assists with monitoring reports in the Central Accident Incident Reporting System (CAIRS) across the Faculty of Arts. Provides administrative support for workers and supervisors in Arts as to their reporting responsibilities, timelines, investigations and related guidelines to ensure compliance. Liaises with report writers, unit administration, LSTs, the Arts JOHSC and Safety and Risk Services as required.
• Serves as a resource to faculty and researchers with regards to health and safety and the UBC OH&S program. Provides guidance on matters related to occupational health and safety and access to UBC and external resources.
• Assists the Safety & Environment Advisor in the development, coordination and assessment of departmental safety plans, training programs, emergency planning and initiatives to ensure plans are in compliance with federal, provincial, municipal and UBC health and safety regulations (UBC, WCB, WHMIS, etc.)
• Assists the Safety & Environment Advisor in the development, preparation and assessment of health, safety and wellness presentations and assembly of information materials for the Faculty of Arts. Liaises with other units to support the development and distribution of these materials as required.
• Assesses, reviews and stocks safety, emergency and first aid supplies as required.
• This position supports the implementation and facilitation of the UBC OH&S program at the Faculty of Arts.
• Assists with annual safety budget planning, purchase tracking and reconciliation.
• Drafts material and updates Arts Health and Safety Air Resource Site.
• Monitors the Arts Safety email channel, responds and redirects inquiries as required and in a timely manner
• Promotes Health and Safety to support the continuous development of safety culture.
• Supports distributing basic safety support equipment and gear to units as required.
• Schedules, coordinates and assists with regular workplace safety inspections and investigations as required.
• Attends, provides administrative support and assembles health & safety information for stake holders at various meetings across the faculty, as required.
• Prepares complex safety reports and statistics to support data-driven safety decision making across the Arts portfolio.
• Develops scheduling and tracking platforms to support the Arts OH&S program.
• Provides basic Faculty of Arts safety orientation to individuals and groups including faculty, staff, students and visitors as required.
• Supports the Arts Local Safety Teams and units with implementation and distribution of appropriate safety communications and notices across all worksites and assists in the design and creation of digital signage using available software.
• Works closely with the Safety & Environment Advisor and provides administrative support with OH&S systems across the Faculty of Arts, including but not limited to: workplace safety plans, the Central Accident Incident Reporting System (CAIRS), safety evaluations, workplace inspections, safety training programs, ergonomic safety, field work safety plans, coordinating indoor air quality assessments and mitigation programs, first aid response programs, fall protection programs, violence in the workplace, building life safety programs and emergency planning and wellness initiatives.
• Provides administrative support for Local Safety Teams (LSTs) across the Faculty of Arts. Ensures LSTs are meeting obligations to JOHSC, SRS and UBC through tracking and follow-up. Provides support to LSTs with monthly meetings, workplace inspections, documentation posting, planning fire drills, assembling resources and other duties.

Consequence of Error/Judgement

This position requires a high degree of accuracy, maturity, and initiative. Errors in judgment with internal or external stakeholders could have negative impact on the Faculty and the University, potentially resulting in poor employer/worker relations, WorkSafe BC orders and monetary fines, and unnecessary financial claims costs. Errors in record-keeping and documentation could result in contravention of the Workers Compensation Act, OH&S Regulations, Federal WHMIS legislation and UBC internal policies (including but not limited to Policy #7). Inappropriate or errant communications of sensitive issues could have a serious impact on operations and have legal implications.

Poor adherence to safety policies, regulation and procedures and poor maintenance of equipment or inadequate training could result in injury or loss of life or property damage. The quality and safety of the workplace, equipment maintenance and guidance provided to faculty, staff and students has a direct impact on the quality of the educational experience for undergraduate and graduate students, our research and our employee community.

Supervision Received

Reports to the Faculty of Arts Safety & Environment Advisor. Performs duties independently, self-directed within set goals and objectives developed in conjunction with OH&S program requirements.

Supervision Given

Works with various groups in the Faculty of Arts and across the University to achieve the required outcome. May explain processes to others when implementing program initiatives/work procedures.

Minimum Qualifications

High School graduation, plus one year of post-secondary education, plus four years of related experience, or an equivalent combination of education and experience.

• Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion
• Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

Preferred Qualifications

• Ability to exercise tact and discretion when handling sensitive and/or confidential matters.
• Experience working or volunteering with Joint Occupational Health and Safety Committees or related safety teams in a workplace or educational setting an asset.
• Knowledge of WorkSafe BC regulations and legislation and asset.
• Excellent interpersonal, oral and written communication skills.
• Must take initiative and be able to work both independently and within a complex team environment.
• Able to understand complex legislation, policies, regulations, and technical information.
• Able to think analytically and conceptually to resolve problems and make informed decisions.
• Strong English language skills
• Advanced Microsoft Office skills (e.g., Outlook, MS Word, MS Excel, SharePoint)
• Adobe Creative Suite, Wordpress, and Microsoft Sharepoint experience are assets.
• Ability to pick up and move objects up to 25 lbs (such as a box of copier paper)
• Able to take accurate notes and generate detailed summaries.
• Ability to exercise high attention to detail and a high degree of accuracy in work.
• Strong computer skills, especially with troubleshooting software compatibility and workflow problems, understanding web browsers and cloud based software.
• Excellent organizational skills; able to prioritize work, consistently meet deadlines and cope with conflicting priorities.