Health & Safety Compliance Coordinator

Apt It Solutions Inc; York; On-site; GBP 30,000 - 50,000

Job description

OVERALL PURPOSE OF THE JOB

Provide critical administration and coordination support for H&S compliance and programme delivery. Working in partnership with the H&S Manager, develop and build a simple documentation framework for easy access to relevant, current compliance information across multi-site business functions.

With exceptional organisation and communication skills, coordinate and enable information flow with internal and external stakeholders.

The H&S Compliance Coordinator will work within the ISO 45001 framework, with future certification in mind, and can identify and simplify process improvements with Office 365 applications. A keen eye for detail, activity completion, and continual improvement of standards and processes is essential.

Schedule audits and outputs to conclusion, and track close-out linked to proactive KPI reporting.

Work and support branches and other business functions with reviewing contractor compliance and permit-to-work management and develop a contractor compliance database.

Act as a super-user for H&S management systems, including MyCompliance and iHasco, to maintain, train, and support, including the addition of external training records pertaining to forklift truck, first aid, and other specific H&S training courses.

Coordinate communication forums, capture minutes and actions for distribution.

Provide relevant information to our external partners, including claims investigation packs.

Produce KPI reports and communicate H&S performance and development of branch benchmarking recognition to key stakeholders.

REPORTING RELATIONSHIPS

The H&S Coordinator will report directly to the National H&S Manager.

Close working relationships with:

1. Operations Team
2. Branch and Assistant Branch Managers
3. Branch Administrators
4. Support functions, such as Head Office, Facilities, Fleet, Finance, HR, Operations etc.

KEY RESPONSIBILITIES

• Working closely with H&S Manager, support the H&S plan development and coordination.
• Deploy administrative compliance of H&S plan across Burton Roofing Merchant (BRM) Group.
• Super-user and trainer for H&S systems, including MYCompliance, iHasco and future systems.
• Review and monitor contractor compliance and performance in relation to insurance certificates, Risk Assessments and Method Statements (RAMS) for third party contracted work.
• Coordinate Permit to Work issue and compliance with site lead.
• Incident report monitoring and corrective action tracking.
• Document management system development and maintenance of information on Sharepoint aligned with ISO45001.
• Signpost to support and guidance information within developing H&S management system.
• Maintain risk assessment, training and other H&S trackers for review and updates.
• Scheduling, recording and communication of consultations.
• Issue of H&S information and tracking incorporation within the branch.
• Accident/Claims management support in relation to information provision.
• Update documents in conjunction with H&S Manager e.g. revised risk assessment, management standards.
• Generate process flows for safe systems of work in conjunction with risk assessment control measures with H&S Manager and key stakeholders.
• Create purchase orders and on-boarding value adding suppliers.
• Upload and assign actions relating to compliance reports, monitor and close-out, driven through KPI reporting.
• Provide training and support relating to H&S management systems and branch requirements.
• Support accident investigation documentation.
• Provide trend analysis to identify risks and improvement actions.
• Scheduling and confirming audits in-line with programme.
• Ensure training compliance and tracking, including Fork Lift Truck, First Aid and Fire Warden.
• Provide handover and familiarisation training for new starters and, or H&S changes.
• Define and develop KPI reporting using Office 365 applications e.g. Sharepoint, Lists, Forms PowerBI etc.
• Develop and coordinate Health and Wellbeing programme with H&S Manager, including health surveillance monitoring and new wellbeing initiatives.

KNOWLEDGE / SKILLS / BEHAVIOURS REQUIRED

ESSENTIAL: Exceptional organisation and process thinking mindset, with a knowledge of ISO frameworks and key scheduling and documentation management experience. Working with Microsoft 365 applications (Teams Channels, Sharepoint, Planner, Lists, Forms, PowerBI etc.) to create and generate streamlined, simplified processes, tracking tools and documented information across the business and functions.

PREFERRED: Knowledge and experience gained in a similar role with a multi-site organisation of similar size and scope. ISO45001 or similar training. H&S training.

KEY DELIVERY INDICATORS

• Maintain Contractor Database.
• Super-User for MYCompliance and iHasco.
• Maintain H&S sharepoint and documentation.
• Schedule audit programme.
• Schedule and minute H&S meetings.
• Provide incident information pack for third parties.
• Maintain H&S trackers e.g. action, risk assessment, training, contractors etc.
• Provide monthly risk reports.
• Initial point of contact for H&S administration support.

SKILLS

• Organisational Skills: Excellent document management and ability to maintain information systems and coordinate H&S programme compliance.
• Planning & Scheduling: Excellent time management, prioritisation, attention to detail and strong communication in deployment of health and safety plans and programs.
• Communication Skills: Strong verbal, written and visual communication for effective coordination of H&S plan.
• Technical Proficiency: Competence in using and training others on H&S systems and software.
• Analytical Skills: Ability to analyse data and generate proactive KPIs using Power BI.
• Process Driven: Systematically connect and enhance processes and procedures, aiming for ongoing, incremental advancements in efficiency, quality, and performance.

BEHAVIOURS

• Adaptable: Flexible and able to adapt to changing safety requirements and systems.
• Authentic: Demonstrates genuine commitment to safety and compliance, building trust and credibility.
• Proactive: Takes initiative to identify risks and identify improvements, nurturing a culture for continuous improvement and psychological safety.
• Detail-Oriented: Pays close attention to detail, ensuring accuracy in compliance tracking and reporting.
• Supportive: Provides guidance and support to colleagues, fostering a culture of safety and wellbeing.

RELATING TO PEOPLE INTERNALLY

• Strong day to day relationship with the H&S Manager and Branch Teams.
• Regular reviews with the branch network.
• Supporting the H&S, Facilities and Operations internal standards as required.

RELATING TO PEOPLE EXTERNALLY

• Liaising with the below to support the business as required:
• Enforcement bodies.
• Certification bodies.
• Insurance Brokers and investigators.
• Suppliers.
• Contractors.

Aligned with Group on all matters pertaining to the above criteria.

COMPETENCIES / CAPABILITIES

• Organisational Skills: Managing multiple tasks such as audits, training schedules, and document updates.
• Analytical Skills: Analysing incident trends and compliance data to identify improvement areas.
• Attention to Detail: Ensuring accuracy in compliance documentation and incident reporting.
• Communication Skills: Effectively conveying H&S information and training to employees.
• Problem-Solving: Identifying and addressing H&S issues promptly.
• Collaboration: Working closely with the H&S Manager, Operations Team, and other stakeholders.

Capabilities

• Process Improvement: Linking and enhancing processes for continual improvement.
• System Proficiency: Being a super-user and trainer for H&S systems like MYCompliance and iHasco.
• Compliance Management: Ensuring administrative compliance with H&S plans and legal requirements.
• Incident Management: Monitoring incident reports and tracking corrective actions.
• Document Management: Developing and maintaining document management systems aligned with ISO45001.
• Training and Support: Providing training and support for H&S management systems and branch requirements.
• Audit Coordination: Scheduling and confirming audits in line with the program.
• Health and Wellbeing Program Development: Coordinating health surveillance and wellbeing initiatives.
• SharePoint Training: Proficiency in using SharePoint for document management.
• Office 365 Applications: Skills in using Office 365 for KPI reporting and other H&S tasks.
• Full UK Driving licence.

ANY SPECIAL FACTORS OF THE ROLE/BENEFIT

• Office based (York) with occasional travel.
• Flexibility to occasionally spend nights away from home if required.
• Laptop/Phone.
• 25 days + 8 Bank Holidays.
• Pension scheme.
• Annual bonus.