Health & Safety administration assistant

Job description

Job responsibilities

Provide day-to-day administrative support to the Health and Safety Manager, Adviser and wider team. Create, update and maintain electronic databases including incident records, audit logs, training trackers, and risk assessment registers. Take minutes and create action tracker documentations Support the collation, formatting and filing of investigation documents, including note taking, document version control and final formatting. Assist in the preparation of reports, presentations and safety dashboards. using statistical knowledge and excel to provide analysis of trends & graphs in a standard format Liaise with operational teams to gather information or updates following incidents or audit actions. Manage shared inboxes and direct enquiries to appropriate team members in a timely manner. Support the delivery of training materials and induction documents for new starters and apprentices. Provide reception cover as part of the Estates admin team, welcoming visitors and coordinating appointments. Ensure confidentiality and accuracy when handling sensitive health and safety information. Assist with Inputting of KPI, incidents and RIDDOR information into the company IPR report, assist with delivering this report to the CHS board as required. Support the implementation strategy, monitoring, and compliance of the business with ISO 9001 quality standards. Assist with Updating, reporting , and developing the CHSs Risk Register, Collate health and safety risk assessments, site inspections and audits, developing, implementing, and monitoring action plans to reduce identified areas of risk, escalating areas of concern in line with Trust policy. Assist the H&S adviser with Carrying out H&S audits for all CHS Departments, compile and manage a register of the audits and report to the CHS board. Collate and maintain appropriate databases, of Risk Assessments, Safe Systems of Work, and reporting systems in relation to health and safety data. Working closely with the trusts legal team on compliance, risk, and legal matters. Assist with ordering supplies and managing office inventory for the Health and Safety function. Undertake general office tasks including scanning, printing, diary coordination and document management. Contribute to ongoing improvements in administration processes to support efficiency and compliance. Raise requisitions for the H&S function

Person Specification

Qualifications

Essential

• Good general level of education, including GCSEs grade 4/C (or equivalent) in English and Maths

Knowledge & Skills

Essential

• Strong organisational and time management skills
• Excellent communication and interpersonal skills
• High level knowledge in the use of Microsoft Office applications (Excel, Word, Outlook teams one drive)
• Able to maintain confidentiality and accuracy in record keeping and note keeping
• Able to manage competing priorities and work to deadlines
• Able to work flexibly as part of a team
• Demonstrates a positive, responsive and proactive attitude

Experience

Essential

• Experience of working in an administrative or clerical role
• Experience maintaining electronic records or databases

Desirable

• Experience working in a healthcare or estates environment
• Experience providing reception or front-desk support

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Calderdale and Huddersfield Solutions

Address

Huddersfield Royal Infirmary

CHS Headquarters, Acre Street, Lindley,

Huddersfield

HD3 3EA

Employer's website

https://chs-limited.co.uk/welcome/ (Opens in a new tab)