Job Overview
Role purpose
The QHSE Compliance Coordinator supports the effective operation and continual improvement of the Company's integrated management system. This role provides practical and administrative support to the HR & Compliance Manager and operational teams, helping Fairfax maintain compliance with ISO 9001, ISO 14001 and ISO 45001, relevant legislation, customer requirements and internal standards.
This is a hands-on coordination role. It combines document control, data management and audit preparation with depot inspections, employee engagement, toolbox talks and follow-up of corrective actions. Overall strategic and statutory accountability remains with the HR & Compliance Manager and Company leadership.
Key responsibilitiesIntegrated management system and document control
· Maintain controlled QHSE policies, procedures, forms, registers and records, ensuring current versions are available and obsolete versions are removed or archived.
· Support the review and improvement of the integrated management system covering ISO 9001, ISO 14001 and ISO 45001.
· Maintain the master document index, revision history and evidence required to demonstrate effective document control.
· Coordinate change-control records and ensure approved changes are communicated and implemented.
Audit, assurance and corrective action
· Support the annual internal audit programme and undertake internal audits within competence and authorisation.
· Prepare information and evidence for surveillance, certification, customer and contractor-assurance audits.
· Record audit findings, non-conformities, observations and improvement opportunities; monitor corrective actions through to verified closure.
· Assist with root-cause analysis and the development of proportionate corrective and preventive actions.
Legal and operational compliance
· Maintain the legal and compliance register, working with competent advisers and managers to identify changes relevant to plant hire, workshops, transport, environmental control and occupational health and safety.
· Maintain compliance evidence for accreditations and pre-qualification schemes, including CHAS, SMAS and customer portals as required.
· Support checks relating to workshop tools and equipment, lifting accessories, compressors, welding equipment, spill-control arrangements, waste records and other depot compliance requirements.
· Assist managers in ensuring risk assessments, safe systems of work and RAMS are reviewed, authorised, communicated and retained.
Inspections, incidents and improvement
· Conduct scheduled depot and workplace inspections, record findings and follow up agreed actions with responsible managers.
· Maintain accident, incident, near-miss, environmental-event and corrective-action registers.
· Support incident investigations by gathering evidence, preparing records, identifying contributory factors and monitoring resulting actions.
· Help identify trends and prepare clear QHSE performance information for management review meetings.
Training, communication and competence
· Maintain training matrices, competency records, toolbox-talk records, induction evidence and expiry-date reminders.
· Coordinate and, where competent, deliver inductions, briefings, toolbox talks and refresher communications.
· Promote employee participation in hazard reporting, near-miss reporting, environmental improvement and safe working practices.
· Work constructively with depot managers, supervisors, fitters, drivers, yard teams, hire-desk staff and contractors.
Environmental and quality support
· Maintain records relating to waste, energy, fuel, spill prevention, environmental aspects and impacts, objectives and improvement actions.
· Support investigations into service, quality and customer-compliance issues and monitor agreed corrective actions.
· Assist with supplier and contractor compliance checks, due diligence and maintenance of approved information.
· Contribute to management reviews, QHSE objectives and continual-improvement projects.
Key working relationships
· HR & Compliance Manager and senior leadership team
· Depot, workshop, transport, maintenance, hire-desk and operated-plant managers
· Employees, agency workers, contractors and visitors
· Certification bodies, accreditation providers, customers and competent external advisers
Person specification
Experience
Experience in QHSE, compliance, quality, health and safety, environmental or technical administration within plant hire, construction, engineering, transport, manufacturing or a similarly operational environment.
Essential
Systems
Strong document-control and record-management skills, with the ability to maintain accurate registers, evidence and action trackers.
Essential
IT
Confident user of Microsoft 365, particularly Word, Excel, Outlook and Teams; able to learn specialist compliance systems.
Essential
Communication
Clear written and verbal communication skills, with confidence engaging employees at all levels in office, workshop, yard and depot environments.
Essential
Organisation
Able to prioritise competing deadlines, follow actions through to completion and work accurately with limited supervision.
Essential
Driving
Full UK driving licence and willingness to travel between depots and operational locations.
Essential
Qualification
NEBOSH General Certificate or equivalent recognised health and safety qualification.
Desirable
Auditing
ISO 9001, ISO 14001 and/or ISO 45001 internal-auditor training or practical audit experience.
Desirable
Sector knowledge
Understanding of plant-hire activities, mobile and workshop plant, lifting operations, transport compliance and environmental controls.
Desirable
Performance expectations
· Compliance records are complete, current, accessible and audit-ready.
· Actions arising from audits, inspections and incidents are clearly allocated, monitored and escalated when overdue.
· Managers receive timely, practical support and accurate QHSE information.
· The role contributes positively to safer working, improved environmental performance, consistent service quality and a culture of continual improvement.
General responsibilities
· Act in accordance with Company policies, values, data-protection requirements and standards of conduct.
· Take reasonable care for personal safety and the safety of others, and report hazards, incidents and concerns promptly.
· Maintain confidentiality and handle sensitive employee, customer and compliance information appropriately.
· Undertake reasonable additional duties consistent with the level and purpose of the role.
Pay: £29,176.04-£36,000.00 per year
Work Location: In person
