Company Overview
We are a Health & Safety Consultancy company working for a number of well-known retail clients such as:
* McDonalds Restaurants
* Butlins
* Mitchells & Butler
* Travis Perkins
* Wickes
* Nando’s
* Wetherspoons
* John Lewis
* Dunelm
When one of our Clients wants to carry out construction work to a site (i.e., refurbishment, new build, or obtains a new unit), they have responsibilities under Health & Safety legislation to ensure these works comply. Certain paperwork is required to be collated and issued to the Principal Contractor within a deadline, highlighting potential hazards & risks involved in the project works. The Contractor needs to respond to this, and if the response is deemed satisfactory, we will issue an Authority to Commence; works cannot start until this is received.
We carry out Site Safety inspections during the project to review the way the Contractors are working onsite, and we produce League Tables issued to the client which summarise Contractor performance using a scoring system. A Health & Safety File containing information deemed useful to anyone carrying out future construction work on the site is collated and issued to the client/site.
Office Overview
We have two small offices, one in Bicester and one in Malver, with a total of 10 permanent office staff and 14 field staff (2 of which are Directors). The team is friendly and relaxed; one of the bonuses to the Account Admin role is you manage your own workload, and every day is different.
Although we like to have a chat and coffee at points throughout the day, there are times when we are quiet and concentrating on work, so a relaxed balance is key.
Account Administrator
Main Duties
The Account Administrator oversees the Health & Safety aspect of a project on behalf of our Client, providing administrative support to ensure each project has the correct documentation checked and approved to enable works to ‘Start on Site’ on the allocated day.
Tasks include but are not limited to:
* Maintaining and Updating the 'Project Status Chart' in agreed format.
* Issuing Pre-construction Plans.
* Notifying HSE of a project via F10’s if required.
* Chasing Construction Phase Health & Safety Plans.
* Ensuring relevant documents are checked and approved prior to works commencing on site.
* Arranging surveys and meetings and adding to our diary system.
* Processing Site Safety Reports.
* Sending out letters to Principal Contractor outlining requirements for Health and Safety File (HSF).
* Chasing any outstanding information for HSF.
* Issuing completed HSF to the client.
Many of these tasks are a legal requirement and must meet deadlines. The role will also include other duties as required by the Office Manager. A majority of our work involves updating spreadsheets and e-mailing Contractors and clients. It is essential that the Project Status Charts are kept up to date at all times, in our agreed format, as this is the central place all information is stored, and we refer to these for any information on the project.
We will receive updates on projects from various different sources – client programmes, e-mails & phone calls from Contractors/clients, notes on meeting minutes, conversations from the field staff, etc., which need to be recorded on the chart.
Required Skills and Experience
Essential
* Excellent communication skills, both written and verbal.
* IT skills, particularly Microsoft Outlook, Excel, and Word.
* Very organised and methodical.
* Must have experience working in an office environment in a similar role.
Needs to have/be able to do
* Be able to work alone and to ask questions as required.
* Be able to work as part of a team.
* Be able to prioritise workload.
* Be able to work to deadlines.
* Good communication skills both on the telephone & e-mail.
* Have the confidence to chase contractors for outstanding information (A lot of our work involves chasing Contractors & clients for required info).
Desirable
* Experience in working for a Health & Safety Company.
* Experience working with Contractors.
Responsible to
Office Manager
Hours of Work
Monday-Friday 9am-5pm
Salary
£27,000 per annum
Probation
Subject to a three-month probationary period.
Job Types: Full-time, Permanent
Pay: £27,000.00 per year
Benefits:
* Company pension.
* Private medical insurance.
Schedule:
* Monday to Friday.
Ability to commute/relocate:
* Bicester: reliably commute or plan to relocate before starting work (preferred).
Education:
* GCSE or equivalent (preferred).
Experience:
* Administrative experience: 3 years (preferred).
Language:
* English (required).
Licence/Certification:
* Driving Licence (preferred).
Work Location: In person
Application deadline: 15/11/2024
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