General Accountability
The Administrative Assistant will provide comprehensive support to the Maintenance Manager and EHS team, ensuring efficient administrative processes, accurate record management, and continuous improvement of systems.
This role is integral to maintaining the CMMS system, managing permits, and supporting compliance activities to ensure the safe and effective operation of sites.
Specific Accountabilities
Maintenance and CMMS Administration
- Prioritise maintenance tasks within the CMMS system and issue work orders to maintenance personnel.
- Maintain the CMMS, ensuring accurate asset registers, job tracking, and maintenance history records.
- Register new plant assets and update records as required.
- Manage spare parts inventory, including stock control, ordering, and goods receipt processes.
Contractor and Permit Management
- Administer contractor approvals through Audit Comply, ensuring RAMS, insurance documentation, and inductions are fully compliant.
- Maintain and control permit-to-work systems (e.g. hot works, general permits) via Audit Comply.
EHS Administration and Compliance
- Maintain EHS documentation and version control using Audit Comply.
- Support compliance with ISO standards (ISO 45001 and ISO 14001).
- Maintain registers for risk assessments, SOPs, method statements, and permits.
- Assist with environmental data collection and reporting (e.g. waste, energy, emissions).
Reporting and Data Management
- Record, analyse, and report on maintenance and EHS data, including weekly and monthly KPI reporting.
- Track maintenance performance, site activity, and compliance metrics.
- Prepare and distribute weekly EHS site updates.
Financial and Performance Tracking
- Track maintenance, EHS, and CAPEX expenditure against budgets.
- Monitor maintenance spends by site and prepare reports as required.
General and Continuous Improvement
- Support EHS communications (toolbox talks, safety alerts, meetings) and maintain accurate records.
- Track corrective actions and support the closure of audit findings.
- Provide additional administrative and operational support as required.
Education, Skills & Experience
Education:
- GCSE (or equivalent) in Maths and English
Skills and Experience:
- Strong organisational and administrative skills
- High level of attention to detail and accuracy
- Ability to manage multiple priorities and meet deadlines
- Proactive, solution-focused mindset
- Strong interpersonal and communication skills
- Ability to work independently and collaboratively as part of a team
- Experience with CMMS systems (e.g. E-maint) and compliance tools (e.g. Audit Comply) is desirable
Skills:
Administration Attention to detail Proactive communication skills.
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