Administration Support

Package Description

The primary purpose of this role is to support the HSE Data and Systems Manager to:

• Collate, monitor, analyse and provide data intelligence and trend analysis across an agreed range of health, safety and environment measures

• Provide timely reporting for meetings and reviews to include such forums as the HSE BCM and site strategy and committee

Key Responsibility Areas

• Assist in the effective and accurate development and ongoing maintenance of critical operational performance measures including new KPIs, benchmarking and dashboard development, which enable effective and consistent tracking of performance against targets

• Support the preparation and development of comprehensive management HSE KPI reports and statistics, including trend, gap and SWOT analysis and developing the HSE EMS Information Reporting System.  This includes but is not confined to:

  •     Incident and Near Miss reporting

  •     FM provider Statutory Inspection and Service level reporting

  •     Environmental Aspect and Impact reporting

  •     Workplace Observations and HSL Safety Climate Tool reporting

  •     HSE Training Programme Reporting

  •     Audit and Incident Compliance reporting

• Support the production and co-ordination of an HSE dashboard that includes a meaningful suite of lead and lag performance indicators which provide effective and consistent tracking of HSE performance against targets and objectives

• Assist in the management of the HSE Compliance Action Database and support monthly meetings as required

• Support the co-ordination of the HSE daily risk assessment and event review group meetings

• Maintain the HSE Correspondence Log and External Complaints Register

• Produce, collect and record hours worked data

• Support the production of accident and incident statistics to include AFR, ASR and TRIR and LWC measures

• Contribute ideas for the development of tools and techniques in order to continuously improve the HSE Department’s ability to provide timely, accurate and relevant information

• Responding to HSE data and system related queries either on a planned or ad hoc basis

• Support the HSE Data and Systems Manager to ensure that all team members are competent to use the broad range of company systems including SAP and SharePoint

• Support the undertaking of Departmental Reviews to ensure adherence to the Company Operating System, Functional Manual and other contractual and regulatory requirements

• Support the maintenance of the HSE Department Functional Manual

• Undertake any other duties as may reasonably be required by the HSE Data and Systems Manager

Skills, Qualifications & Knowledge Required

The job-holder must have the ability and experience to:

• Demonstrate a high degree of knowledge regarding information management tools and their application. This role requires expert levels of competence in the use of PC-based applications (especially Excel, PowerPoint, Access and Power BI)
• Experienced in using SAP including the ability to provide ad-hoc queries and data and BI

• Excellent communication and influencing skills to enable communication at all levels
• The ability to build a network of excellent relationships within and outside of the HSE Department environment
• A full understanding of the Company Operating System, Departmental Functional Manuals, HSE Working Instructions and  HSE management systems and procedures
• Possess a methodical and systematic approach

Job Introduction

We currently have an opportunity for a Administration Support to join our team. This is a great opportunity for a customer focused individual to join a world leading food and facilities management company, which can offer unrivalled opportunities for career progression.

Main Responsibilities

• Organise and schedule meetings and appointments, including booking and refreshments
• Maintain contact lists
• Produce and distribute correspondence memos, letters and forms
• Assist in the preparation of regularly scheduled reports
• Book travel arrangements
• Provide general support to management team

The Ideal Candidate

Essential

• Be a team worker with a flexible approach
• Have excellent IT skills
• Strong attention to detail
• Excellent time keeping, organisation, planning and scheduling skills
• Excellent oral and written communication skills able to communicate with clients and team
• Competent with Microsoft office applications
• Have excellent note taking skills
• Self- motivated
• Previous administration experience.

About The Company

Sodexo is committed to safeguarding and promoting the welfare of children and adults within a regulated activity. Certain roles will require applicants to undergo screening appropriate to the post, including checks with past employers and the Disclosure and Barring Service (DBS) and/ or Disclosure Scotland (Scotland).

In the UK and Ireland, Sodexo employs some 35,000 employees to deliver integrated facilities management services to clients at over 2,000 locations in the corporate, healthcare, education, leisure, defence and justice sectors.

With an annual turnover of over £1bn, we provide everything from catering, cleaning and reception to security, laboratory and grounds maintenance services, enabling our clients to focus on their core business.