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Health & Safety Assistant / Secretary

5 months ago

Colchester, United Kingdom SafeAid UK Limited Full time

Health and Safety Secretary & Assistant

**Starting off TEMP to possible PERM**

**Office & Site based role**

**Mon to Fri 8am - 5pm**

**PPE Provided**

This is an excellent opportunity for an experienced secretary and administrator to join one of the fastest growing companies in the industry. Based at our head office in Colchester you will support both the Managing Director, Health and Safety Manager & Health & Safety Training Manager and daily responsibilities and duties will include:
I am looking for Health & Safety secretary and administrator to provide both clerical and administrative support to Health & Safety professionals at SafeAid UK Limited. You will be working either as part of a team or individually however as the role suits at the time and at the managing directors / senior managements / consultants request.

The work involves both written and oral communication, word processing and typing, and requires relevant skills such as IT, organisational and presentation skills, as well as the ability to multi-task and work well under pressure.

Responsibilities but not limited to:
**Health & Safety Secretary**
- Accounting, Invoicing, Billing and Banking
- Arrange in-house and external marketing events
- Arrange training for staff members and client employees
- Assisting the Health and Safety Manager with the writing of risk assessments, COSHH Assessments and Method Statements.
- Book meetings, rooms, conference facilities and hotels
- Booking of internal and external training courses as requested by the Health & Safety Trainer
- Conducting monthly checks including first aid boxes, fire extinguishers, fire doors, legionella and other tasks as required.
- Changes GDPR regulations and roll out.
- Excellent IT skills including the use of Word, Excel and Outlook are essential
- Keep diaries and arrange appointments for all Consultants
- Maintaining all personnel records to a high standard and filing all documentation
- Maintaining employee training records, adding training details to the HR database, scanning and saving electronic copies of training certificates and filing hard copy certificates
- Manage and maintain budgets
- Manipulate statistical data and develop into safety alerts, newsletters and mailshots for clients around the UK
- Monitoring of monthly car reports, highlighting any concerns to the Office and Health and Safety Manager and chasing outstanding reports from employees
- Order and maintain stationery and equipment within the office and out
- Organise travel and accommodation for staff and other external contacts.
- Producing letters and Contract documentation for new and existing Clients
- Recruit, train and supervise junior staff and delegate work as required
- Taking comprehensive notes at the Health and Safety Committee meetings both at Clients premises and at SafeAid UK Limited and producing a typed report of each meeting
- Updating of the database, adding new Client details, updating Client Employees Training records
- Use Safety Control Management Systems (SCMS) and maintain, build for clients and update server and internal database.
- Write letters and send to clients and follow up with telephone calls to make appointments

**Health & Safety Assistant**
- Administration duties including filing, organisation and management of all Health and Safety paperwork
- Assisting the Office Secretary and Health and Safety Manager to promote Health and Safety best practice in the work place, including keeping all notice boards up to date
- Assisting the Office Secretary and Health and Safety Manager with all administrative aspects of Health and Safety Management for SafeAid UK Limited and Clients.
- Build Safety Control Management Systems (SCMS) folders and issue to clients for particular contracts as required or new roll outs.
- Carryout any other duties the managing director or Consultants require.
- Create and maintain filing and other office systems for ease and control
- Experience of Health & Safety or SCMS would be advantageous but not essential as full training will be given.
- Liaise with staff in other departments and with external contacts supporting the company
- Write letters and send to clients or new business
- Create for information based on industry.
- Advertise, Manage and complete SSIP packages for clients and new clients to Constructionline, CHAS, SMAS, ACHILLES etc.
- Organise and store paperwork, documents and computer-based information
- Photocopy and print various documents, sometimes on behalf of other colleagues/advisors.
- Promotional Ideas, photography of clients / sites /events etc
- Schedule and attend meetings, create agendas and take minutes
- Sort and distribute incoming post and organize and send outgoing post
- Advertising SafeAid UK Leaflets and sending out to clients
- Update daily:
Twitter Facebook LinkedIn

Google Address Campaign Monitor Website
- Use a variety of software packages (including Excel, Access and Power Point) to manage data and produce d