Health and Safety/Technical Administrator

At Sweet Projects, we work with the data, defence and energy sectors. We are a comprehensive design, construction and engineering provider, offering services spanning site acquisition, architecture, and refurbishment to client occupancy. In our world, there are no simple projects, only specialist needs and clever solutions.

We are a general contracting business, drawing on over forty years of specialised industry experience to provide excellent service, sustain long-term partnerships and achieve the highest quality outcome for key clients, whilst maintaining financial commitments.

In this key support role, you'll work closely with both our Technical Director, Health & Safety Director, and providing essential administrative and coordination support across their functions.

This position has become available due to an internal promotion, so you'll be stepping into a well-established role with full guidance and support from experienced team members as you transition in.

Purpose

To provide administrative and office support activities for the HSQE and Technical Directors.

For HSQE: Assist and manage general administration, reporting, training and events support.

For Technical: Assist and manage general administration, reporting, system updates and overall support with PQQ's, CPD's and monthly reporting.

Key Responsibilities

HSQE

Perform general clerical duties and admin support to the HSQE Director:

• Inspections, Incident and action tracking
• Maintain Registers of D&A testing, recognition/disciplinary cards and temporary work teams
• Input into training arrangements
• Organise meeting room bookings, catering and hospitality for meetings and events
• Booking travel, accommodation, conference, and offsite activities
• General office duties

Reporting support:

• Assist with production of Monthly HSQE reports
• Review and improve data storage
• Maintain up to date SHQE team structure on IMS
• Maintain existing statistical databases relating to enforcing authority visits, RIDDOR accidents and statistical analysis

Training & Events support:

• Support to organise larger events and meetings
• Sending invites, organizing food, booking meeting spaces
• Maintaining attendance lists/chasing delegates

Measure 2 Improve:

• Monitor incidents and support the team to chase reports, upload & closure
• Help to organise Incident Review Board Meetings
• Produce incident summaries for onward communication

Technical

• General clerical and administration:
• IMS documentation
• Collecting and managing of technical team site reports
• Supporting technical team with tender documentation/FRI logging
• Supporting Design Managers with consultant contracts
• Travel, accommodation for larger trips
• New MEP Proposition support.

Reporting support:

• Organise and prepare monthly report data risk design risk register
• Review and interrogate change control status

CPD committee support (HSQE and Technical):

• Support the CPD Committee to organise events
• CDM training sending invites, organising food, booking meeting spaces
• Communication with CPD Providers
• Manage and organise CPD Collateral
• Maintaining attendance lists/chasing delegates

IMS update and coordination:

• Preparing and updating IMS workflows within VISIO based on guidance from the team
• Schedule meetings, take notes, and send reminders related to documentation requirements
• Draft and edit standard templates for letters, communications, and handover documents as required

PQQ's:

• Distributing and compiling PQQ documentation
• Adding information to SharePoint and updating consultant register

Handover Documentation Collation:

• Support the Document Handover Configuration Manager gather and collate required documentation for client handover, such as O&M manuals, drawings, and certificates
• Ensure all documents are complete and formatted to company standards
• Assist with reviews and flagging any missing or incomplete documentation to prevent project delays

Data Tracking and Reporting:

• Update and maintain the documentation tracker to monitor the progress of submissions and any outstanding requirements
• Report on progress and provide updates to the Handover Documentation Configuration Manager

The duties listed are not exhaustive and may be varied from time to time as dictated by the changing needs of the Company. The post holder will be expected to undertake other duties as appropriate and as requested by their manager.

The post holder may be required to work at any of the locations at which the business of Sweet Projects is conducted.

Experience required

• IT literate (Microsoft, VISIO)
• Prior experience in Construction (HSQE and/or Technical desirable)
• Previous demonstrable experience with general administration

Competencies

• Computer literacy
• Organisational skills
• Strategic planning and scheduling
• Time-management
• Verbal and written communication skills
• Critical thinking
• Quick-learning
• Detail-oriented

Sweet Projects is an Equal Opportunity Employer. We believe that our success is built on the success of our employees. We are committed to providing a supportive and rewarding work environment that helps our employees to achieve their personal and professional goals.

Our policy is clear: there shall be no discrimination on the basis of age, disability, sex, race, religion or belief, gender reassignment, marriage/civil partnership, pregnancy/maternity, or sexual orientation.

We are an inclusive organisation and actively promote equality of opportunity for all with the right mix of talent, skills and potential. We welcome all applications from a wide range of candidates. Selection for roles will be based on individual merit alone.