Assistant HSW Manager

Mace -
London

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Job details

Full-time
1 day ago

Qualifications

Microsoft Powerpoint
Microsoft Word
Microsoft Excel
Microsoft Outlook
Data analysis skills
Microsoft Office
SharePoint
IT
Pivot tables
Communication skills

Full job description

Role purpose
As a Health & Safety (H&S) Assistant Manager in the Mace Consult H&S Team, you will coordinate and support the effective operation, maintenance and continuous improvement of the Consult H&S management system. You’ll work closely with the H&S team and stakeholders across regions and projects to maintain controlled documentation, support assurance activity, monitor action closure, analyse H&S data and help drive consistent implementation of H&S requirements across the business.

Key responsibilities

H&S management system and document control

Maintain, control and support the implementation and compliance of H&S policies, procedures, standards and guidance and templates (version control, approvals, archiving and publishing in line with QA requirements).

Manage the day-to-day maintenance of the Consult H&S Portal including content updates, structure, usability, archiving and access to current information

Ensure H&S records are accurate, complete and easy to locate for teams, projects and assurance activity.

Develop awareness of H&S priorities and topics with stakeholders through informative and relevant content, resources and templates.

Identify opportunities to improve H&S management system processes, templates, trackers and reporting outputs, working with the H&S team to implement agreed improvements.

Audit, inspection and assurance support

Coordinate the inspection and audit schedule: issue invites, book rooms/Teams links, confirm attendees and keep plans up to date.

Support internal and external audits by collating evidence, preparing document packs and ensuring information is current and correctly referenced.

Undertake assurance checks or compliance reviews to confirm that records are complete, current and aligned with agreed H&S management system requirements.

Log findings, corrective actions and improvement opportunities; chase updates and support closure by agreed dates.

Support the analysis of audit findings and inspection outcomes, helping to identify common themes, repeat issues and opportunities for improvement.

Help communicate management system requirements by signposting guidance and keeping key information accessible.

Reporting and data

Maintain trackers and dashboards for KPIs, audit activity and action closure (ensuring data quality and clear commentary where needed).

Support the production of regular H&S reporting packs, presentations and updates by gathering inputs, checking accuracy and formatting to a consistent standard.

Analyse trends from reporting, audits and corrective actions, escalating emerging issues or recurring themes to the H&S team.

Coordinate annual survey data collation and support analysis of key themes, trends and actions.

Training, engagement and team coordination

Provide training administration support (e.g., joining instructions, attendance records, completion evidence, refresh reminders and reporting).

Coordinate H&S team activities such as workshops, meetings and away days (agendas, actions, logistics and communications).

Support the use of internal communication channels for H&S campaigns, working with internal communications teams to share clear and relevant messages.

Within 6 months the deliverables will include:

H&S management system information is consistently controlled, maintained and accessible.

Audit and inspection activity is well coordinated with strong evidence quality.

Actions are actively managed, progressed and escalated for timely closure.

Reporting is accurate, timely and provides clear insight into trends and risks.

Stakeholders receive clear, consistent and professional H&S support and guidance

What we’re looking for

Essential

Experience supporting H&S, assurance, quality or management systems in a professional environment.

Strong administration and coordination skills, with high attention to detail and accuracy.

Confident IT skills, including Microsoft Office (Word, Excel, PowerPoint, Outlook and Teams); able to format documents and produce clear reporting outputs.

Experience handling data (trackers, registers or dashboards) and working to deadlines.

Clear written communication skills (able to draft, proofread and maintain professional documentation).

Strong stakeholder management skills: able to build effective working relationships and follow up actions professionally.

Proactive, organised and able to use initiative to solve problems and improve ways of working.

NEBOSH General Certificate (or equivalent) or willingness to work towards.

Desirable

Previous experience in a Health and Safety, assurance, quality or compliance environment.

Awareness of ISO 45001 (or other management system standards) and what ‘audit evidence’ looks like in practice.

Basic data analysis skills in Excel (e.g., pivot tables, charts, simple trend analysis).

Experience supporting training administration (booking, attendance, records, refresh reminders).

Familiarity with document management systems (e.g., SharePoint) and structured filing conventions.

Mace is an inclusive employer and welcomes interest from a diverse range of candidates. Even if you feel you do not fulfil all of the criteria, please apply as you may still be the best candidate for this role or another role within our organisation.

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