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Health & Safety Administrator

Job Description and Requirements

The role 

Health and Safety Administrator 

Your responsibilities will include:

  • Managing active and inactive records at onsite and offsite storage locations.
  • Creating, maintaining, and reviewing record storage procedures (both physical and electronic) for different business units located at a site.
  • Implementing records management program, including a records retention schedule, the protection of vital records, destruction process and disaster recovery.
  • Maintaining electronic index and inventory of records stewarded.
  • Performing client training.
  • Administering safety systems which includes managing the ‘training plan and information and documentation’.
  • Working closely with offsite storage vendor for quarterly invoices and records index report.
  • Coordinating clean-up day activities with DRC’s in annual basis.
  • Preparing verification of electronic inventory to physical inventory.
  • Preparing timely destruction of retention-expired records using the disposition tool in open text.
  • Preparing activity reports or quarterly IMS KPI’s report.
  • Serves as the Department's Records Management subject matter expert (SME).
  • Compiles and maintains a list of the Department's record types and data repositories.
  • Serving as custodian or assigns custodianship (or both) of group file rooms and electronic record repositories (when applicable).
  • Collaborating with local IMS contacts to facilitate destruction of boxes past retention in offsite storage.
  • Reviewing lists of boxes received from local IMS or boxes that have been identified as eligible for destruction.
  • Reviewing records for consideration as vital and with local management assistance.
  • Complete the ‘RMG’ self-assessment checklist.
  • Participating in ‘records and information management’ (RIM) networks.
  • Reviewing expired records in SharePoint, and make sure correct retention code is applied.

Key Responsibilities of SHE administrator:

  • Supporting the ‘FM’ team in all administrative tasks.
  • Ensuring pending actions are followed-up, closed and communicated to SSHE manager in a timely manner.
  • Assisting the SSHE supervisor to meet monthly targets.
  • Managing all safety documentation to ensure integrity and consistency.
  • Submitting employee and contractor man-hours to central support and maintaining records monthly.
  • Participating with internal and external audits.
  • First point of contact for monthly submission of contractor’s man-hours.
  • Supporting the SSHE supervisor in the pre-qualification of food vendors and food safety guidelines and ergonomics requirement.
  • Managing the training plan and assign the required training to all staff.

The requirements 

Your knowledge, experience and skills need to include:

  • Previous experience working in a similar role is preferred.
  • Experience in providing administration support to a large team.
  • Excellent IT skills.
  • Good attention to detail and accuracy.
  • Strong interpersonal and organisational skills.
  • Good timekeeping.
  • Ability to work effectively in a team environment.
  • Excellent communication skills.
  • Ability to observe all safety and security procedures using materials and equipment properly.
  • Ability to work independently.


  • A degree qualification is preferred.
  • A health and safety qualification i.e. NEBOSH or IOSH is preferred