Job Title: Health & Safety Administrator
Department: Health & Safety
Job Purpose:To provide administrative and compliance support for the organisation's Health & Safety Management System, ensuring legal compliance and maintaining company standards. The role is responsible for supporting ISO management systems, maintaining accreditation requirements, managing PPE, and ensuring accurate health and safety records are kept and monitored.
Health & Safety Administration
- Maintain and update the company's Health & Safety Management System.
- Keep health and safety policies, procedures and documentation current.
- Maintain accident, incident and near-miss records and assist with investigations.
- Monitor corrective actions and ensure they are completed within agreed timescales.
- Coordinate health and safety training records and employee competency matrices.
- Schedule and monitor statutory inspections, audits and compliance activities.
- Prepare reports and performance data for management meetings.
ISO Management Systems
- Maintain documentation for ISO management systems (including ISO 9001, ISO 14001 and ISO 45001 where applicable).
- Control document revisions and ensure current versions are available throughout the business.
- Assist with internal audits and coordinate external certification audits.
- Monitor corrective and preventive actions arising from audits.
- Support continual improvement initiatives relating to ISO standards.
- Ensure compliance records are complete and readily available for inspection.
Accreditation Management
- Maintain company accreditations, including renewal dates and supporting evidence.
- Coordinate submissions and documentation for accreditation bodies.
- Liaise with external auditors and accreditation organisations.
- Ensure compliance with customer and industry accreditation requirements.
- Maintain records of certificates, insurance documents and supporting compliance information.
Personal Protective Equipment (PPE)
- Manage PPE inventory and stock levels.
- Coordinate ordering, issuing and replacement of PPE.
- Maintain PPE issue records for all employees.
- Ensure PPE complies with current legislation and company standards.
- Conduct periodic stock checks and forecast future requirements.
Compliance & Auditing
- Maintain legal compliance registers.
- Support workplace inspections and compliance audits.
- Monitor outstanding actions from inspections and audits.
- Assist in implementing new legislation and company procedures.
- Ensure all compliance documentation is accurate, organised and accessible.
General Administration
- Maintain electronic filing systems.
- Produce reports, spreadsheets and compliance dashboards.
- Support Operational Director with health and safety administration.
- Liaise with suppliers, contractors and external agencies where required.
Person Specification/ Essential Qualifications
- GCSEs (or equivalent) including English and Mathematics.
- NEBOSH General Certificate, IOSH Managing Safely, or willingness to work towards a recognised health and safety qualification.
Essential Experience
- Minimum 3 years experience in an administrative role.
- Experience maintaining compliance documentation.
- Experience using Microsoft Office, particularly Excel, Word and Outlook.
- Experience working with document control systems.
Desirable Experience
- Experience supporting ISO 9001, ISO 14001 and/or ISO 45001 management systems.
- Experience managing PPE inventories.
- Experience maintaining health and safety records.
- Experience coordinating third-party accreditations (e.g. CHAS, SafeContractor, Constructionline or similar).
Skills & Knowledge
- Excellent organisational and time management skills.
- Strong attention to detail.
- Ability to manage multiple priorities and deadlines.
- Good written and verbal communication skills.
- Ability to work independently and as part of a team.
- Knowledge of UK health and safety legislation.
- Strong problem-solving skills.
- High level of confidentiality and professionalism.
Personal attributes
- Highly organised
- Methodical and accurate
- Proactive approach to compliance
- Reliable and dependable
- Professional and approachable
- Committed to continuous improvement
- Able to maintain confidentiality
Pay: £25,420.00-£30,000.00 per year
Benefits:
Work Location: In person
