Administration, Health & Safety Co-ordinator

This Professional Services firm based in the West End is looking to recruit an Administration Co-ordinator with extensive Health & Safety experience to provide secretarial support to the Admin & Facilities Department Manager & Team Members.

The principal duties will include working as part of a team to provide an efficient administration service, ensuring accuracy and timely completion of all tasks.

Key Responsibilities

• Provide secretarial support to the Department Manager (Administration & Facilities) and to all other Admin / Facilities team members


• Organise Department Manager’s meetings (including any associated travel arrangements). Make meeting room bookings and order refreshments etc. Organising weekly Facilities/Admin meetings and periodic Admin team meetings. Minute taking at meetings, production and issue of minutes.


• Holiday co-ordination, i.e. maintain holiday records for the Administration team


• Invoice processing


• Credit card account management


• Travel arrangements – Rail ticket ordering, Hotel / Flight bookings


• Printing / stationery supplies – On-line ordering of miscellaneous printed stationery items e.g. business cards


• Visio floor plans /timely edits / updates / issue


• Intranet updates & postings re (general admin / facilities/ H&S issues).


• Maintain on-line library of Administration forms on a Document Management system


• Conduct day one Admin/H&S inductions for all new joiners


• Carry out and document workstation assessments, e.g. posture and general workstation use


• Conduct and document general office risk assessments.


• Purchase H&S aids and equipment.


• Present a quarterly H&S induction for new joiners (PowerPoint and video presentation)


• Organise all H&S training e.g. Fire Marshals, Manual Handling, First Aid & Defibrillator use


• Maintain all H&S training records on CAFM and making monthly accident reports to Exco. Assisting with the preparation of the annual H&S Report.

Applicants must have long-term secretarial / senior administrative experience ideally gained in a Professional Services Firm, good knowledge of Microsoft Windows 7 and Office 2010, Excel, Powerpoint, Sharepoint and Visio and extensive Health & Safety experience (IOSH or NEBOSH training/certification highly advantageous).

This role would suit a friendly outgoing individual with a high level of initiative and ability to prioritise workload. You must be able to work as part of a team with a fluctuating workload, and show a willingness to be flexible with regard to hours and duties performed and to travel to and work from other office sites when necessary.

This is a permanent role paying £30,000 – £35,000 depending on experience and the hours are 9.30pm – 5.30pm (some flexibility required) Monday to Friday.