Safety & Facilities Support Assistant

7 months ago

Willand, United Kingdom PenCarrie Full time

**JOB DESCRIPTION**

**Section 1: General information**

**Job title: Safety & Facilities Support Assistant**

**Department: Safety & Facilities**

**Reports to: Health, Safety & Environmental Manager**

**Section 2: PenCarrie’s story and purpose**

**PenCarrie’s story**:
With over 30 years’ experience, PenCarrie has built a strong reputation as a leading B2B supplier to the garment
decoration industry. Based in Willand, Devon, PenCarrie stocks over 4,000 product lines from over 80 of the
industry’s top brands from promotional t-shirts to high specification outdoor wear. With a primary focus on
meeting the needs of customers, PenCarrie delivers not just on choice but on customer service, reliability and
the values that make it one of the leading companies in the market. We are a family business employing 300
Team PenCarrie members each of whom is as passionate about the business as the next.

**PenCarrie’s purpose**:
The distribution partner that enables exceptional customer success.

**Section 3: Purpose and responsibilities of the role**

**Main purpose of role**:
This is a hands-on and varied role helping to enhance the performance of the Safety and Facilities Team
ensuring that all site facilities are running safely and smoothly by maintaining high standards across all
PenCarrie sites as we stive to improve in everything we do.

By working closely with the Health, Safety & Environmental Manager the role will support the delivery of safe
practices at all PenCarrie sites. In liaison with the relevant department managers the role involves supporting
not only the safety and facilities team, but the business as a whole, ensuring environmental compliance,
contractor document management and general administration.

This is a full-time role working 40 hours per week, 8am-5pm, Monday to Friday, with an hour for lunch. Due
to the nature of the role it will be predominantly site-based at our Willand distribution centre with a degree
of flexibility to accommodate an occasional element of working from home or a visit to our bulk warehousing
site just a couple of miles away.

**Main responsibilities:
**1. Support and assist the HSE Manager and Property Manager with general administration in order to

achieve excellent health, safety, environmental and quality standards across the business.
2. Assist the HSE Manager with organising training, including, room booking, attendance logs and

management of the training matrix to avoid expiry of licences etc.
3. Ordering and stock management of stationery, paper, printer toners, cleaning products and first aid

supplies, ensuring prices and service levels are regularly monitored and reviewed.
4. Ordering and tracking of any other items required by the business (such as equipment tools, parts and

lubricants) under the guidance of the HSE and Property Manager.
5. Co-ordinate activities and documentation of waste removal and recycling in conjunction with our

commitment to reducing our environmental impact.
6. Monitor parking and external vehicle access areas so they are fit for use, reporting any damage or safety

concerns to be addressed, including any site security concerns.
7. Ensure PenCarrie sites are maintained, damage and fault reports are addressed and arrange repair work

where necessary.
8. Day to day oversight of utilities (gas, water and electricity) including meter reading and recording.

**JOB DESCRIPTION**

9. Scanning, filing and management of various compliance documents, manuals, and inspection records.
10. Managing and updating various spreadsheets, such as vehicle registers, first aid logs and fire safety.
11. Scheduling meetings, training courses and booking meeting rooms where required. Assisting with the

set-up for the meeting or training if required.
12. Support with document standardisation, document version control and information requests from

internal and external sources.
13. Support with the implementation, audit process and document control for our combined ISO systems, to

include working with key stake holders across the business.
14. Support day to day running of the safety and facilities management software (Evotix).
15. Communicate and co-ordinate activities with external contractors, suppliers and subcontracts and keep

them up to date with any relevant health and safety information, document requirements, and company
information.

16. Support with uniform and PPE auditing, including record keeping, ordering and issuing.
17. Support with budget management and monitoring.
18. Assist with emergencies and breakdowns as they arise including supporting the business continuity team

as required.
19. Assist with the co-ordination of regular maintenance (PPM: Planned Preventative Maintenance) of

equipment and internal systems (e.g. heating and ventilation systems, alarms, CCTV and other electrical
systems).

20. Support the Property Manager with any delegated administrative or support tasks regarding property
and development projects

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