Health and Safety Administrator - 12 month FTC

CBRE; London; On-site; GBP 30,000 - 50,000

Job description

CBRE Health and Safety Administrator - 12 month FTC in London, United Kingdom

Health & Safety Administrator - FTC

Role Purpose

We are seeking a dedicated and detail-orientated HSE Administrator to join our team, preferably with an understanding of property management and/or health and safety related processes and procedures. The successful candidate will be responsible for supporting the creation of, updating, and administration of HSE procedures, policies, and documentation to our various software environments. This role involves a variety of administrative tasks to support the Health, Safety, and Environmental (HSE) team, ensuring compliance and promoting a safe working environment.

Key Responsibilities

1. HSE Documentation: Create, update, and manage HSE procedures, policies, and documentation, including correspondence, emails, and e-bulletins using the latest CBRE templates.
2. Budget Administration: Administer, track, and reconcile the departmental HSE budget, including purchase orders (POs), coding, processing invoices, and recharging payments to necessary departments. Maintain trackers and report monthly.
3. Intranet: Update the HSE Intranet with HSE Bulletins, information and team contacts, HSE Committee information. Ensure links and HSE platforms work and are updated together with the HSE Encyclopaedia.
4. Document Management: Update Standard Operating Procedures with current CBRE branding. Ensure the central online health and safety management library is consistently formatted, properly referenced, maintained in a structured digital filing system and uploaded to the online compliance platform. Maintain an archive system.
5. Reporting and Presentations: Create regular reports and PowerPoint presentations using Microsoft Office as required by the HSE team.
6. Meeting Coordination: Liaise with external consultants to schedule regular meetings and take minutes for the HSE Director and Head of HSE. Coordinate meetings and steering groups to increase HSE awareness and engagement, including booking meeting rooms and ensuring appropriate IT is available.
7. Administrative Support: Provide diary and inbox management, annual leave cover, and general organizational support for the HSE Director and Heads of Health and Fire Safety. Handle general administrative duties, including IT equipment management and new starters process.
8. Central Contact: Act as the central contact for the HSE team, monitor the HSE inbox, redirecting incoming technical queries as necessary and monitoring training enquiries.
9. Project Work: Coordinate and assist with any HSE related project work.

Any other duties in accordance with business needs.

Person Specification/Requirements

1. Proven experience in an administrative role, preferably within an HSE environment.
2. Numerate and able to use Excel to a high level.
3. Experience operating in a complex, commercial environment.
4. Ability to understand and analyse information, maintain structured filing systems.
5. Strong organizational and administration skills, including exceptional attention to detail.
6. Exceptional communication skills, both verbally and in writing.
7. High level of professionalism.
8. Customer and service-oriented, both internally and externally.
9. Able to work effectively alone, managing their workload, and as part of a multi-functional UK-wide team.
10. Maintains a positive attitude towards routine tasks.
11. Diary and meetings management skills.

CBRE, Inc. is an Equal Opportunity and Affirmative Action Employer (Women/Minorities/Persons with Disabilities/US Veterans)