HSE / General Administrator

The HPC Jobs Service supports local people into exciting, long-term careers across our Project.

Opportunity for a HSE / General Administrator working with Dalkia on the Hinkley Point C Project,

Accountabilities: 

Working collaboratively with the HSE team and HR Team, this role incorporates providing the HSE team and HR Team with administrative support, including but not limited to owning the new starter induction process, accurate tracking of employee time and attendance records, and accommodation and travel bookings.

Key Deliverables:

Administrative Support:

• Provide comprehensive administrative support to the HSE department and assist in the creation and maintenance of HSE policies and procedures.
• Manage the HSE department's calendar and schedule meetings and prepare and distribute correspondence, reports, and documents.

Record Keeping:

• Maintain accurate records of all HSE activities, incidents, and training, ensuring all documentation is filed correctly and is easily accessible.
• Update and manage digital and physical filing systems and track and archive compliance documentation and certificates.

Data Entry and Reporting:

• Enter HSE data into relevant databases and software systems and prepare regular reports on HSE performance metrics for management review.
• Generate and distribute periodic statistical and analytical reports and assist in the analysis and interpretation of HSE data.

Incident Documentation:

• Assist in documenting incidents, accidents, and near-misses and ensure timely submission of incident reports to relevant departments, systems etc.
• Track and follow up on corrective actions from incidents and maintain an incident database and update it regularly.
• Safety Audits and Inspections:
• Coordinate and schedule safety audits and inspections and assist in tracking corrective actions and follow-up activities.
• Prepare documentation for audit reviews and inspections and compile and organise findings and recommendations from audits.

Communication:

• Assist in the dissemination of HSE information and updates to employees, work teams and functions, and prepare and distribute HSE newsletters, bulletins, and other group/client communication materials.
• Manage internal communication channels for HSE updates and coordinate with other departments for HSE-related announcements.

Regulatory Compliance:

• Support the HSE team in ensuring compliance with regulations and assist in the preparation of regulatory submissions and documentation.
• Monitor changes in regulations and support the HSE team to update policies accordingly.

Meeting Coordination:

• Schedule and organise HSE meetings and committee sessions and prepare agendas, take minutes, and distribute meeting notes.
• Follow up on action items and ensure timely completion and coordinate with participants to ensure attendance and participation

New Starter Induction Process:

• To be the main point of contact for all new inductees
• To plan the induction week whilst liaising with the HSE Lead, HR Manager and Training and Skills Manager for mandatory training.
• The booking of meeting rooms for induction and training 
• To liaise with various departments with timings of the induction week

Timekeeping Process:

• Weekly timesheets generated and verified for accuracy
• Correct and timely payroll processing, including hours and deductions
• Resolved payroll discrepancies and employee inquiries
• Up-to-date and accurate payroll records maintained
• Successful administration of paid time off, holidays, and sick leave

Accommodation/Travel Booking:

• To book accommodation/hotels for wider team when travelling for business
• To book flights/trains and or rental cars

Minimum Qualifications/ Experience (as per MEH matrix)

• Minimum of 1-2 years of administrative experience, preferably in an HSE or related field.
• Experience with data entry and record-keeping.
• Previous experience in supporting regulatory compliance activities (desirable)
• Familiarity with HSE audit and inspection processes (desirable)

Additional Qualifications/ Experience:

Skills:

• Strong organisational and multitasking abilities.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Familiarity with HSE software and databases (desirable)

Personal Attributes:

• Attention to detail and accuracy.
• Ability to work independently and as part of a team.
• Strong problem-solving and critical thinking skills.
• Proactive and able to manage multiple tasks simultaneously

For this role you must have evidence of right to work in the UK. As a project, we do not discriminate on the grounds of age, gender, race, colour, religion, disability or sexual orientation, and we welcome applications from all sections of the community.