QHSE Administrative Assistant

Atlas NextWave; Aberdeen City; On-site; GBP 21,000 - 26,000; Full time

Job summary

Atlas NextWave is seeking a maternity cover administrator to support the QHSE function, ensuring day-to-day operation of QHSE systems, records, trackers and document control processes.

This role is primarily administrative, not technical, focusing on document control, databases, SOCs, MRRs, inspections, audits, monthly reporting and general department support.

Responsibilities

• Document control, document review administration, document approvals and maintenance of document registers.
• Maintaining QHSE databases, trackers, action logs and associated records.
• Management of Safety Observation Cards (SOCs), including issuing reference numbers, monitoring progress, chasing actions and ensuring feedback is provided.
• Administration of Manufacturing Rejection Reports (MRRs), including maintaining registers, contacting suppliers, monitoring responses and following up actions.
• Workplace inspection administration, recording findings, assigning actions, monitoring progress and supporting action close-out.
• Emergency drill administration, action tracking, and record management.
• Customer satisfaction monitoring and reporting.
• Minute taking and issuing meeting minutes, including recording, tracking and following up actions arising from meetings.
• Maintaining and following up the Master Action Tracker, monitoring outstanding actions, chasing responsible persons and updating records when actions have been completed and closed.
• Assisting with monthly HSEQ reporting.
• Administration of supplier and client questionnaires.
• First aid supplies, emergency spill kit monthly checks.
• Lift plan administration and filing.
• Filing of waste transfer notes and other compliance records.
• Weekly, fortnightly and monthly compliance administration activities.
• General administrative support to the QHSE department.

Job description

Job Description: The maternity cover position is intended to provide administrative support to the QHSE function and ensure the day-to-day operation of QHSE systems, records, trackers and document control processes continues. The role is primarily administrative rather than a technical QHSE position.

Key responsibilities would include (not limited to):

• Document control, document review administration, document approvals and maintenance of document registers.
• Maintaining QHSE databases, trackers, action logs and associated records.
• Management of Safety Observation Cards (SOCs), including issuing reference numbers, monitoring progress, chasing actions and ensuring feedback is provided.
• Administration of Manufacturing Rejection Reports (MRRs), including maintaining registers, contacting suppliers, monitoring responses and following up actions.
• Workplace inspection administration, recording findings, assigning actions, monitoring progress and supporting action close-out.
• Emergency drill administration, action tracking, and record management.
• Customer satisfaction monitoring and reporting.
• Minute taking and issuing meeting minutes, including recording, tracking and following up actions arising from meetings.
• Maintaining and following up the Master Action Tracker, monitoring outstanding actions, chasing responsible persons and updating records when actions have been completed and closed.
• Assisting with monthly HSEQ reporting.
• Administration of supplier and client questionnaires.
• First aid supplies, emergency spill kit monthly checks.
• Lift plan administration and filing.
• Filing of waste transfer notes and other compliance records.
• Weekly, fortnightly and monthly compliance administration activities.
• General administrative support to the QHSE department.

The role would not be expected to undertake activities requiring specialist QHSE knowledge, qualifications or competency