Location: tri-SaaS, 34 South Gyle Crescent, Edinburgh, EH12 9EB
Contract: Part-Time, Permanent – 20hrs per week, days to be agreed with successful candidate, Office Based
Who are we? Hygenisys is a market leading Environmental Health Consultancy established in 2000 to provide a one stop service to assist companies implement sound policies and procedures to ensure they operate safely and fulfil their legal obligations.
Working nationally and internationally with major hotel chains, leading restaurant groups, spas, retail, and commercial organisations, we offer a comprehensive suite of bespoke services, to ensure that the safety of our clients, their customers and staff is key to the core of their business.
Using our team of qualified and experienced safety professionals we can deliver tailored solutions to businesses in the hospitality industry anywhere across the globe.
About the Role
We are seeking a highly organized and pro-active Executive Administration Assistant to provide comprehensive administrative, operational and compliance support to the Director of Safety and Compliance Services, Commercial Risk Director, Associate Consultants and Clients.
This is a pivotal role at the heart of our consultancy operations, supporting the delivery of services across food safety, health and safety, fire safety, and compliance management. You will play a key role in ensuring efficient administration, smooth client engagement and the successful coordination of audits, projects and compliance activities.
This is an excellent opportunity for a detail-driven professional who thrives in a fast paced, client-focused environment.
Key Responsibilities
Executive & Administrative Support
- Provide comprehensive administrative support to the Director of Safety and Compliance Services and Commercial Risk Director.
- Manage diaries, appointments, meetings, travel arrangements, and schedules.
- Act as a central point of contact for administrative enquiries from clients, consultants, and stakeholders.
- Manage and maintain administrative systems and records.
Client Support & Relationship Management
- Act as a first point of contact for client emails and telephone enquiries.
- Coordinate client onboarding processes, including gathering premises information, contact details, and relevant documentation.
- Maintain accurate client records and databases.
- Support client retention activities through timely communication and follow-up.
- Assist with client satisfaction surveys and feedback administration.
- Support the administration of Certificates of Excellence programmes, memberships, certificates, and associated materials.
Audit & Compliance Administration
- Coordinate and schedule food safety audits, health & safety audits, fire risk assessments, inspections, consultancy visits, and training activities.
- Liaise with clients and consultants to confirm appointments and attendance.
- Monitor audit schedules, completion rates, and consultant performance against agreed timelines.
- Track audit rounds and escalate any concerns, delays, or non-compliance issues to the DSCS and CRD.
- Compile audit round summaries and management reports.
- Support the administration of corrective action tracking and follow-up activities.
- Assist with maintaining compliance monitoring systems and client compliance schedules.
- Track food complaints.
Document Control & Quality Management
- Create, format, proofread, and maintain policies, procedures, reports, manuals, templates, and guidance documents.
- Ensure version control and document management procedures are followed.
- Maintain electronic filing systems and SharePoint documentation.
- Support the maintenance of quality management systems and operational records.
- Ensure company templates and branding standards are consistently applied.
Contracts & Service Agreements
- Draft Service Level Agreements, contracts, proposals, and related documentation.
- Liaise with clients to finalise agreements and obtain required approvals.
- Issue contracts through DocuSign and maintain contract records.
- Monitor contract renewal dates and expiry dates using Contract Concierge and other tracking systems.
- Provide renewal reports and alerts to management.
Associate Consultant Administration
- Coordinate onboarding of new consultants and contractors.
- Obtain and maintain consultant records, including CVs, qualifications, insurance certificates, professional memberships, and compliance documentation.
- Monitor expiry dates of insurance, registrations, and qualifications.
- Coordinate consultant identification cards and onboarding documentation.
- Support consultant scheduling and resource allocation.
Financial Administration
- Track consultancy time allocation and retainer package utilisation.
- Prepare information for invoicing and ad hoc client billing.
- Raise, amend, and process invoices and purchase orders.
- Process consultant expenses and reconcile expenditure records..
- Assist with financial reporting and contract utilisation reporting.
· Create and Issue Service Level Agreements
· Action Variation to Contracts
· Track and issue Pos for RAs, Policy reviews etc
· Maintain Audit Log (agrees to contracts)
· Raise POs for ad hoc work
· Check Consultant invoices agree to POs
· Arrange, produce and issue certificates for clients
· Arrange, produce and issue ID badges for Consultants
Training & Events Administration
- Coordinate training courses, delegate registrations, and venue arrangements.
- Prepare and distribute delegate packs, training materials, certificates, and examination documentation.
Project Coordination
- Assist with the planning, administration, and monitoring of consultancy projects.
- Maintain project trackers, and progress reports.
- Support Director of Safety and Compliance Services and Commercial Risk Director with administrative requirements.
- Monitor project deadlines and communicate upcoming milestones.
Systems & Reporting
- Maintain accurate information within business systems, SharePoint, and Logit
- Generate Client management and compliance reports.
- Assist with data analysis and trend reporting where required.
General Duties
- Manage Hygenisys administration, client support, and shared inboxes.
- Maintain confidentiality and comply with GDPR and company policies.
- Support business continuity and operational resilience activities.
- Undertake additional administrative duties as reasonably required by the Director of Safety and Compliance Services and Commercial Risk Director.
- Contribute positively to the continuous improvement of company systems, processes, and client service delivery.
About You
· Experience within food safety, health & safety, environmental health, compliance, consultancy, or auditing environments desirable. However, we value skills that transfer across industries. If you have a background in quality, compliance, operations or administration – even if not in food or health & safety – you are strongly encouraged to apply.
· Previous experience scheduling work by Consultants and Contractors (e.g. coordinating site visits, fieldwork, inspections, or third-party service delivery).
· Understanding of compliance monitoring, auditing, and regulatory environments.
· Knowledge of raising purchase orders and tracking third-party invoices (e.g. processing POs, monitoring Contractor invoices against work completed, resolving basic discrepancies), invoice processing and contract administration (broader context, building on the essential PO/invoice tracking).
· Experience in regulated, quality-driven, or process-oriented environments (e.g. manufacturing, logistics, healthcare, public sector, or professional services). Food safety or environmental health experience is helpful, but not essential.
· Familiarity with any structured management system (e.g. ISO, OSHA, GMP or similar frameworks) and document control processes (version management, approval workflows, etc).
· Proficiency with collaboration and productivity tools such as Microsoft Office, SharePoint, DocuSign, project management software (e.g. Asana, Trello, Jira, or Monday.com) or equivalent platforms.
· Understanding of compliance monitoring, auditing principles or regulatory requirements – whether from internal audit, quality assurance, risk management or legal/compliance roles.
What We Offer
· Competitive salary
· Generous holiday allowance – 25 annual days per year plus bank holidays (pro-rated for part time hours) and a day off to celebrate your birthday
· Pension
· On-site free parking
· On-site gym
· Career progression opportunities
· Professional development and training support
· A dynamic and collaborative working environment
Apply Now
We are committed to creating an inclusive workplace and welcome applications from candidates of all backgrounds and experiences.
If you feel you are a suitable candidate and ready to make a significant impact, we would love to hear from you. Please apply in writing, with a copy of your CV, to Denise Elliott, People and Culture Manager to [email protected]
Closing date for applications is Friday 26 June 2026.
Benefits:
- Casual dress
- Company pension
- Free parking
- On-site gym
- On-site parking
- Sick pay
Work Location: In person
