QHSE Administrator

Be part of the Smart Team! A fantastic opportunity has arisen for a QHSE Administrator to join us here at Smart Managed Solutions. This opportunity consists of a Monday-Friday 08:00-17:00 working pattern and offers a hybrid working schedule. About Us: We are proud to be an employer that values your growth and work-life balance. We offer comprehensive training opportunities and clear progression routes to help you build a rewarding career. At SMART, we help the worlds leading companies maintain their facilities to the best possible standards through a customer centric experience. Over the past 10 years, we have worked in the world’s top data centres and commercial facilities providing quality engineering services. Purpose:  The QHSE Administrator will work within the Quality, Health, Safety, and Environment (QHSE) team and report directly to the Quality, Health & Safety Manager. This role provides high-level administrative support essential for maintaining the company's management systems, ensuring information is up to date, and facilitating communication of statistical data across internal departments. Responsibilities: Update spreadsheets, databases, and inventories with statistical, financial, and non-financial information. ·         Enter information related to accidents, first aid, hazardous materials, training, corrective actions, customer complaints, and internal non-conformance into relevant systems. ·         Organise internal meetings and take minutes as necessary. ·         Provide support to the QSHE Team, including sending meeting invites, collating and distributing information, and taking minutes. ·         Maintain QHSE actions and ensure timely completion through effective communication with internal staff. ·         Update notice boards with contact details, procedures, posters, performance results, and relevant QHSE information. ·         Maintain various quality-related documentation, such as non-conformance reports, internal audit schedules, procedures, and policies. ·         Maintain SHE documentation, including meeting minutes, inspection reports, accident records, concern and near-miss reports, and stock inventories. ·         Work with the QHSE team, QSHE Advisor & Managers and other key stakeholders to provide administrative support for internal improvement projects. ·         Compile order sheets for first aid and Personal Protective Equipment (PPE) requirements. ·         Communicate QHSE information to internal or external stakeholders as required. ·         Perform any other administrative tasks as required by the Quality, Health & Safety Manager. ·         Ensuring the Operational Audit Schedule remains up to date and invites for all Audits and CCI's are sent out at least 1 month in advance. Amending where required. ·         Daily monitoring of the QHSE Support mail inbox, providing responses where able, and escalating where required. ·         Ensuring ordering of QHSE related operational mobilisation equipment. ·         Printing and filing. ·         Drafting monthly reports for review and release. ·         Enrolling and unenrolling employees, new starters and leavers on to all online mandatory internal training. ·         Ensuring the Operational Audit Schedule remains up to date and invites for all Audits and CCI's are sent out at least 1 month in advance. Amending where required. ·         Set up new contracts with Smart Hybrid (SharePoint) logbooks and share access to relevant employees