Permit Issuer Assistant

Mitie Group plc.; Barnard Castle; On-site; GBP 32,000 - 45,000; Full time

Job summary

Mitie Group plc. is seeking a Permit to Work Administrator to support the safe and efficient operation of the GSK Permit to Work system on site in the UK. You will review applications, maintain records and guide contractors to meet site standards.

Key duties include conducting permit inspections, coordinating with stakeholders, and supporting site audits while upholding safety and compliance. A strong focus on safety culture and process improvement is essential.

Qualifications

• Demonstrates excellent attention to detail and strong organisational skills.
• Effective communication and stakeholder engagement are essential.
• Ability to challenge non-compliance in a constructive manner.
• Experience with contractor management and compliance documentation.

Responsibilities

• Administer and maintain Permit to Work records and registers.
• Review permit documentation and RAMS for compliance.
• Verify training, competency and authorisation requirements.
• Coordinate communication between contractors, operations and permit issuers.
• Carry out Gemba walks and permit assurance observations.
• Monitor permits and ensure timely closure or extension.
• Produce permit compliance reports and KPI data.
• Support audits and continuous improvement in contractor management.

Skills

Attention to detail

Organisation

Communication

Problem-solving

Prioritisation

Stakeholder engagement

Safety leadership

Education

GCSE English & Maths

Tools

Microsoft Office

Job description

Our Values and BehavioursDelivering the exceptional, every day

Our purpose: our expertise, care, technology and insight create amazing work environments, helping our customers be exceptional every day.

Our promise to our people: a place to work where you can thrive and be your best every day.

Our promise to our customers: a trusted partner creating exceptional environments for your customers and people, adding value every day.

Our CultureWe are One Mitie

• Work collaboratively with Mitie colleagues, GSK stakeholders and contractors.
• Support operational resilience across the wider account.
• Promote teamwork and shared accountability for safe delivery of work.
• Always uphold permit standards and site rules.
• Challenge unsafe acts and unsafe conditions professionally and respectfully.
• Ensure compliance requirements are consistently applied.
• Take ownership of permit issues through to resolution.
• Support operational teams in delivering work safely and efficiently.
• Seek opportunities to improve processes and service delivery.
• Respect and value different perspectives and experiences.
• Foster an inclusive environment where everyone is treated equally.
• Support GSK's commitment to safety, quality and compliance.
• Focus on protecting people, operations and business continuity.
• Deliver exceptional support and customer service at all times.

Job Objectives and Responsibilities

Support the safe and effective operation of the GSK Permit to Work system.

• Ensure all maintenance, engineering, facilities and contractor activities are supported by appropriate permits, risk assessments, method statements and supporting documentation.
• Review permit applications to ensure compliance with site standards before escalation for approval.
• Maintain accurate permit records and ensure permit documentation is complete, current and auditable.
• Provide support and guidance to contractors and Mitie teams regarding permit requirements and site expectations.
• Conduct routine permit assurance checks and workplace inspections to verify compliance with permit conditions.
• Maintain a visible presence within operational areas through regular Gemba walks and field engagement.
• Identify, escalation and support resolution of safety, compliance and permit-related concerns.
• Support contractor management processes, ensuring contractors arrive prepared with appropriate documentation and approvals.
• Monitor active permits and ensure timely closure, suspension, extension and record retention activities.
• Support site audits, inspections and compliance reviews.
• Assist with continuous improvement initiatives relating to contractor management, permit compliance and safety performance.
• Promote a positive safety culture that aligns with both Mitie and GSK values and expectations.

Main Duties

• Administer and maintain Permit to Work records and registers.
• Review permit documentation and supporting RAMS.
• Verify training, competency and authorisation requirements where applicable.
• Coordinate communication between contractors, operational teams and permit issuers.
• Carry out regular Gemba walks and permit assurance observations.
• Ensure permit conditions are being followed in the field.
• Support isolation verification and high-risk work controls where authorised.
• Escalate permit breaches and unsafe conditions.
• Support contractor onboarding and site access processes.
• Participate in safety meetings, toolbox talks and operational reviews.
• Assist in preparation for internal and external audits.
• Produce permit compliance reports and KPI data as required.
• Support wider compliance and operational activities across the Mitie account.
• Flexibility to support business needs which may include weekend working, early mornings and/or late evenings., Maintains a customer-focused approach whilst ensuring compliance standards are never compromised.
• Champions a "Safety First" culture where everybody goes home safe every day.

Health and Safety Responsibilities

• Follow Group and company policies and procedures at all times.
• Report any apparent deficiencies in systems of work or equipment provided that may result in failure of service delivery or risk to health and safety or the environment.
• Use and ensure all work equipment and PPE is used appropriately and in accordance with training received.
• Report any issues, incidents or training requirements to line management.
• Promote safe working practices and intervene where unsafe conditions or behaviours are observed.
• Support compliance with GSK Safety Standards and Permit to Work requirements.

Information Security

• Ensure compliance with Mitie's information security procedures in all activities.
• Proactively identify and report security risks to management.
• Report actual or suspected security incidents.

Key Success Measures

• Permit compliance performance.
• Quality and accuracy of permit documentation.
• Audit and inspection outcomes.
• Gemba engagement and safety observations completed.
• Contractor compliance performance.

Experience working within a safety-critical, technical, engineering, facilities management, manufacturing or pharmaceutical environment.

• Understanding of Health, Safety and Environmental requirements.
• Experience managing documentation and compliance records.
• Knowledge of contractor control processes.
• Understanding of risk assessments and safe systems of work.
• Experience engaging with multiple stakeholders.

Desirable Experience & Knowledge

• Experience working within a Permit to Work system.
• Experience within a GMP or highly regulated environment.
• Knowledge of isolation processes and high-risk work activities.
• Understanding of contractor management systems.
• Experience using electronic permit management systems.

QualificationsEssential

• GCSE (or equivalent) in English and Mathematics.
• Evidence of strong IT literacy including Microsoft Office applications.

Desirable

• IOSH Working Safely or IOSH Managing Safely.
• Permit to Work training.
• Health & Safety qualification or equivalent operational experience.
• Contractor Management or Compliance-related training.

Skills & Competencies

• Excellent attention to detail.
• Strong organisational and administrative skills.
• Effective communication and stakeholder engagement.
• Ability to challenge non-compliance in a constructive manner.
• Strong problem-solving capability.
• Ability to prioritise competing demands.
• High level of personal accountability.
• Competent use of Microsoft Office and business systems.

Behavioural Expectations

• Demonstrates visible safety leadership through regular Gemba engagement.
• Consistently promotes both GSK and Mitie safety values.
• Takes ownership for quality, compliance and operational performance.
• Acts with integrity and professionalism at all times.
• Demonstrates confidence in challenging unsafe behaviours.
• Maintains a disciplined and organised approach to work.
• Supports collaboration across all functions and stakeholders.
• Identifies opportunities for continuous improvement.