Administrator Assistant - 12 Month FTC

PPV Group Ltd is seeking temporary cover to support Safety, Health, Environment & Quality (SHEQ) functions, ensuring the effective maintenance of records, training information, project documentation, and H&S activities.

The role will support operational management, supervisory teams and the SHEQ Manager.

The successful candidate will be organised, detail-oriented and proactive, with the ability to manage competing priorities, communicate effectively with colleagues and follow established company procedures and client requirements.

Key Responsibilities - Include but are not limited to:

Safety Equipment, PPE, Inspections and Testing

• Coordinate the calibration, renewal, inspection and statutory testing of safety equipment.
• Ensure new equipment, inspection dates and relevant documentation are recorded accurately.
• Ensure inspection certificates, test reports and records are filed appropriately.
• Manage the issue and recording of personal protective equipment (PPE).

Training and Competency Records

• Monitor training requirements and expiry dates, arranging refresher training and renewals as required.
• Liaise with managers and relevant personnel to coordinate training bookings.
• File training certificates and supporting documentation in the appropriate locations.
• Follow up on outstanding training information and communicate relevant requirements to managers.

Project and Operational Documentation

• Assist with compiling and maintaining site health and safety folders for projects as required, administrative printing and collating only.

SHEQ Records, Reporting and Audits

• Collate H&S reports and audits submitted by staff and maintain the associated records.
• Track outstanding information and actions and follow up with the relevant personnel.
• Assist the SHEQ Manager with the administrative coordination of continuous improvement activities.
• Help collate relevant information, records and supporting documentation.
• Maintain investigation records and assist with tracking actions arising from investigations.
• Escalate missing information or outstanding actions to the appropriate manager

Health and Safety Meetings and Communications

• Prepare meeting minutes where necessary and update records following meetings.
• Record and circulate relevant actions, ensuring outstanding items are followed up with the appropriate personnel.
• Distribute Toolbox Talks and Safety Alerts to relevant employees and maintain records of distribution and communication.

Contractor and Insurance Administration

• Maintain the Approved Vendor List (AVL)
• Coordinate annual renewals and follow up on outstanding documentation.
• Ensure records are kept up to date and stored in the appropriate locations.

Office Safety and Facilities Compliance

• Complete and record weekly office checks in accordance with established procedures.
• Identify and report issues requiring attention and assist with implementing agreed improvements.
• Monitor outstanding actions arising from office checks, escalating issues to the relevant person.

Environmental Reporting

• Collate the information required for carbon footprint reporting.
• Assist with preparing and submitting carbon footprint information within agreed deadlines.
• Maintain supporting records and documentation for reporting purposes.

General Responsibilities

• Provide administrative support to the SHEQ Manager and operational management teams as required.
• Communicate effectively with colleagues, subcontractors, suppliers, clients and external service providers.
• Prioritise workload to meet deadlines and maintain continuity of essential activities.
• Follow PPV Group's policies, procedures, document control requirements and applicable client requirements.
• Maintain confidentiality and handle company, employee, subcontractor and client information appropriately.

Skills and Experience - Essential requirements

• Previous experience in an administrative, project support or coordination role.
• Strong organisational skills and the ability to manage multiple tasks and deadlines.
• Excellent attention to detail and accuracy when maintaining records and documentation.
• Good written and verbal communication skills.
• Competent IT skills, including Microsoft Outlook, Word and Excel, and SharePoint.
• Ability to maintain spreadsheets & trackers.
• Confidence communicating with managers, operational teams and external suppliers.
• Ability to follow established procedures and recognise when issues require escalation.
• A proactive, reliable and methodical approach to work.

Training and Handover: A comprehensive handover and appropriate training will be provided to ensure a smooth transition and enable the successful candidate to carry out the role effectively.

Pre-employment Requirements: Candidates must have the legal right to work in the UK. Depending on the role's requirements and any site access needed, additional background checks may also be required. Appointment will be conditional upon successfully completing all applicable pre-employment checks.