Health and Safety Admin Assistant

Wheco Group; Oos-Kaap; On-site; ZAR 180,000 - 240,000; Full time

Job summary

Wheco Group is seeking a Health and Safety Admin Assistant to support the Health and Safety Manager across sites, stores and projects in South Africa. The role focuses on OHS records, training, inspections, documentation and procurement, with some support to Facilities and Retail Projects teams.

You will maintain calendars, coordinate training, manage documentation and assist with procurement, reporting, and meetings to keep operations compliant and safe.

Qualifications

• Grade 12 (Matric) or equivalent.
• Previous administrative or office experience.
• Basic experience in record-keeping and maintaining registers.
• Previous OHS/SHE experience or exposure will be advantageous.
• A basic SHE/OHS qualification will be advantageous.
• Experience with procurement processes or purchase orders will be advantageous.

Responsibilities

• Maintain the OHS Events Calendar, including fire drills, OHS Committee meetings and other key activities.
• Coordinate external health and safety training and maintain training registers, certificates and the skills matrix.
• Assist with internal training, including toolbox talks, and keep training records up to date.
• Monitor outstanding training and inspections and escalates overdue requirements to the relevant manager or supervisor.
• Maintain records for OHS legal appointments and coordinate required initial and refresher training.
• Receive, document and file incident corrective actions and ensure signed documentation is received.
• Coordinate permits between sites and contractors, ensuring documentation is completed, filed and non-compliance is escalated.
• Assist with OHS procurement, including creating purchase orders and liaising with suppliers through the ticketing system.
• Distribute OHS awareness materials to relevant sites.
• Provide administrative support to the Health and Safety Manager, including filing, data capturing, incident reports and stakeholder communication.
• Take minutes at Health and Safety Committee meetings and maintain related documentation.
• Assist the Retail Projects Manager with OHS compliance documentation and procurement requirements.
• Provide additional procurement support to the Resources & Facilities and Retail Projects teams during periods of increased workload.

Skills

Organisational skills

Administrative skills

Attention to detail

Multitasking

Communication skills

MS Office (Excel, Word, Outlook)

Procedures & escalation

Health & safety basics

Education

Grade 12 / Matric

Administrative experience

SHE/OHS qualification advantageous

Tools

Ticketing system

Record-keeping tools

Job description

At Wheco, maintaining a safe, compliant and well-organised working environment is essential across our sites, stores and projects. Our Health and Safety team works closely with various departments, sites, contractors and service providers to ensure health and safety requirements are effectively managed.

We are looking for a Health and SafetyAdmin Assistantto provide administrative and coordination support to the Health and Safety Manager. The role will focus on OHS records, training, inspections, compliance documentation and procurement, while also providing support to the Resources & Facilities and Retail Projects teams when required.

Key Responsibilities

• Maintain the OHS Events Calendar, including fire drills, OHS Committee meetings and other key activities
• Coordinate external health and safety training and maintain training registers, certificates and the skills matrix
• Assist with internal training, including toolbox talks, and keep training records up to date
• Monitor outstanding training and inspections and escalates overdue requirements to the relevant manager or supervisor
• Maintain records for OHS legal appointments and coordinate required initial and refresher training
• Receive, document and file incident corrective actions and ensure signed documentation is received
• Coordinate permits between sites and contractors, ensuring documentation is completed, filed and non-compliance is escalated
• Assist with OHS procurement, including creating purchase orders and liaising with suppliers through the ticketing system
• Distribute OHS awareness materials to relevant sites
• Provide administrative support to the Health and Safety Manager, including filing, data capturing, incident reports and stakeholder communication
• Take minutes at Health and Safety Committee meetings and maintain related documentation
• Assist the Retail Projects Manager with OHS compliance documentation and procurement requirements
• Provide additional procurement support to the Resources & Facilities and Retail Projects teams during periods of increased workload

Skills and Requirements

• Strong organisational and administrative skills
• Excellent attention to detail and accurate record-keeping
• Reliable and able to manage multiple tasks and deadlines
• Clear communication skills and confidence liaising with employees, contractors and suppliers
• Comfortable using MS Office, particularly Excel, Word and Outlook
• Able to follow procedures, identify outstanding requirements and escalates issues when necessary
• Basic understanding of health and safety practices, with a willingness to learn and develop

Minimum Requirements

• Grade 12 (Matric) or equivalent
• Previous administrative or office experience
• Basic experience in record-keeping and maintaining registers
• Previous OHS/SHE experience or exposure will be advantageous
• A basic SHE/OHS qualification will be advantageous
• Experience with procurement processes or purchase orders will be advantageous

Help us keep our people, sites and projects safe, organised and compliant.