Hseq Administrator

**Job Title**: HSEQ Administrator
**Location**: Arup London office (80% office based)
**Contract**: Permanent,Full time

**Our Company**:
Arup is a multi-disciplinary firm of designers, planners, engineers, consultants and technical specialists, working across every aspect of today’s-built environment. Together we help our clients tackle their most complex challenges, turning exciting ideas into tangible reality as we strive to find ways to shape a better world. You can find out more here.

Our Business and Corporate Services functions provide a fundamental platform of steadfast support across all aspects of Arup’s business. This enables our firm to operate efficiently whilst working with our clients on projects that will set new industry standards.

**About this career opportunity**

The Arup Management System (AMS) team is recruiting for an administration support role to join the Quality Management team. The AMS is an integrated management system externally certified to Quality (ISO 9001), Environment (ISO 14001) and Health and Safety (OHSAS 18001). The role would be to provide administrative assistance relating to Quality Management, H&S management and Environmental management for the London AMS team.

This is a business-facing role and the post holder will be liaising with a range of contacts in the wider Arup predominantly the UKMEA AMS team, London internal auditors, project managers, H&S duty holders and business services.

**Key responsibilities of the role include**:

- Administrative support to the sub-regional London and South-East AMS (HSEQ) team
- Maintaining/monitoring and arranging attendance for mandatory HSEQ courses and trainings
- Maintaining/monitoring and arranging attendance for all AMS (HSEQ) courses for the sub-region
- Uploading AMS (HSEQ) attendance records into the Moodle system
- Assisting with Workstation Assessments
- Assisting with office H&S inductions and maintaining/monitoring training records
- Assist with meetings minutes and setting sub-regional meetings for the AMS team
- Assisting the audit schedule manager to arrange audits, chase auditors and close-out audits
- Booking HSEQ trainings for the sub-region, booking training rooms and ensuring all certificates are issued and registered
- Coordinating PPE for the sub-region and maintaining, monitoring, and ordering PPE for the sub-region
- Assisting with submissions and bids, particularly in relation to preliminary pre-qualification information
- Tracking project planning anomalies and missing IPPs (Intranet Project Plans)
- Travel arrangements, gaining required approvals, obtaining best price tickets and hotel rooms, booking via Arup systems and agents
- Booking meeting rooms, refreshments, Tele/Video Conferencing facilities for team meetings
- Supporting the London AMS team to achieve their set targets
- Assisting with expense claims, timesheets, and other Arup procedural demands
- Management of the London and South-East AMS (HSEQ) team joint mailbox and joint calendar
- Diary management and support for London Senior AMS co-ordinator
- Taking minutes of meetings as required
- Liaison with the office safety coordinator (and on occasion with internal FM team)

**We are looking for someone with the following knowledge, skills, experience and attributes**:

- Good IT knowledge in relevant software including - Word, Excel, PowerPoint and Outlook
- Desire to be fire marshal (and or a first aider)
- Knowledge of standard office administrative procedures
- Ability to learn new systems quickly such as travel booking tools, timesheets, job filing, room booking etc
- Ability to remain positively motivated and foster team spirit at times of significant pressure, including assisting others to meet deadlines
- Excellent time management skills; the role entails a high degree of self-management
- Ability to work under pressure and deal positively with last minute requests
- Excellent interpersonal and communication skills, and confident in dealing with people at all levels
- A methodical approach, with attention to detail and a willingness to undertake a wide variety of tasks
- Ability to communicate with people at all levels in both technical and non-technical environments
- A knowledge of quality, health & safety or environment systems would be favoured but not required.

In addition to having the chance to have a real impact on Arup’s continued success, the selected applicant will be joining a diverse bunch of incredibly talented individuals who are each on a unique career development journey. We believe an inclusive working environment is a great place to evolve, and this is core to Arup as a business.

**Rewards and Benefits**:
We offer a competitive salary at all levels, and one of the best benefits packages in our sector.

Core benefits include cover under the UK Healthcare Plan (private medical insurance), Life Assurance, Accident Insurance, and Income Protection (long term disability) cover. Core benefits are funded by us