Role Overview –
WE are seeking a proactive and detail-oriented Administrative Assistant to join our Environment, Health, and Safety (EHS) team. This is a critical role designed to stabilise day-to-day operations during a period of significant organisational transition. You will take ownership of essential administrative functions, allowing our technical specialists to focus on high-priority safety investigations and regulatory adherence.
Responsibilities
As many of our current processes are manual, the successful candidate will be someone who enjoys creating order, managing high-volume data entry, and providing reliable support in a fast-paced industrial environment.
Operational & Safety Support: Coordinate visitor PPE and site passes; manage the inventory, distribution, and exchange of employee workwear.
Data Management: Provide weekly FR1 data and monthly waste data reports; maintain and update employee contact records to ensure accurate communication channels.
Financial Administration: Support budget management by raising Purchase Orders (POs) and tracking departmental spend.
Logistics: Manage office space allocations and coordinate travel arrangements for new starters.
Reporting: Assist in the preparation of the Operational Wing performance packs and compile documentation for submission to regulatory bodies.
Training Coordination: Track and support departmental training requirements to ensure all staff meet safety and compliance standards.
Team Support: Provide cover for Occupational Health (OH) administrative tasks during periods of holiday or sickness.
Skill Set
Organizational Prowess: Ability to manage multiple tasks simultaneously without losing track of the details.
Communication: Clear, professional verbal and written communication skills for interacting with visitors, new starters, and regulatory bodies.
Adaptability: A "can-do" attitude toward manual processes and the ability to suggest improvements as we transition to more robust systems.
Tech Savvy: Proficiency in Google Workspace (Forms, Sheets, Docs, Gmail etc.) is essential for data tracking and report generation.
Reliability: High levels of attendance and punctuality are vital to ensure no gaps in daily operational support.
What to Expect
This role isn't just about filing papers; it's about being the supportive backbone of a team working to improve safety culture and operational excellence in Belfast. You will be stepping into a high-pressure environment where your contribution directly impacts the team's ability to meet regulatory standards and keep people safe.
In addition the temporary worker will cover holidays and potential sickness demand. The above list is not exhaustive, duties may vary as operations dictate.