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HSE Technical Administrative Assistant

  • Location: Aberdeen
  • Job type: Contract
  • Sector: HS&E
  • Date posted: 09/08/2018
  • Job reference: VR/43877
This vacancy has now expired.
The job holder is responsible for providing technical and administrative support to the HSE team, including collation of corporate HSE data, and reporting and analysis against HSE and improvement plans, both internally and externally.
The job holder will also provide support for the maintenance of the department specialist software, systems and reporting tools, delivering reports based on system data.

MAIN ACTIVITIES:

Asset Integrity Specific Support Activities:
§Assist the Well Examiner with the storage of well examination documents in DocUK
§Planning and tracking of verification site visits, including the submission of relevant planning/mobilisation documentation and updating of budget tracking spreadsheets.
Engineering Specific Support Activities:
§Administration of the HAZOP / HAZID Approved Chairpersons register;
§Administration of any reviews undertaken at the corporate level, i.e. HAZOP, HAZID, RA etc. This will include issue of draft and final reports and upload and monitoring of actions arising from these reviews.

Synergi Specific Activities:
§Collate and input to Synergi manhour data for the corporate level on a monthly basis with the relevant deadlines and generate KPI reports in the absence of department Technical Assistant.
§Create monthly Synergi reports for HSE Team.

Technical support to the HSE team including:
§Coordinate information and prepare Monthly Performance report for HSE Team.
§Maintain and update HSE intranet site and identify areas for improvement.
§Preparation and issue of monthly corporate level reports (HQ KPI report, monthly report), presentations and dashboards.
§Maintain and update HSE intranet site and identify areas for improvement.
§Ensure that all activities undertaken within role meet and comply with company and statutory safety & environmental policies and regulations.
§Raise financial documentation (requisitions) using SAP system for designated areas, including stationery supplies/ business cards and offshore protective clothing, as required.
§Organise / manage diaries and meetings using initiative and knowledge of responsibilities/ workload to prioritise, ensuring that essential commitments are met by an appropriate delegate if managers are unavailable and organising travel programmes allowing for complete flexibility.
§Manage departmental correspondence, ensuring that all incoming mail is dealt with appropriately: distribute/ circulate as appropriate; highlight where urgent action/response is required; if appropriate, request relevant managers take action and/or reply directly and follow-up these replies as necessary. Ensure that documentation requiring authorisation has the requisite back-up and is dealt with within deadlines
§Manage travel & accommodation, expenses claims, mission orders, training, travel and IT requirement forms via systems in an accurate and timely manner.
§Coordinate information for routine HSE department reporting, including the running of timewriting reports to assist with any outstanding timesheets to be processed/ approved on Company timesheet system (SAP).
§User of specialist software packages utilised by Safety Operations including Synergi, and 4SIGHT database, creating and running reports and reviewing system data regularly to ensure up-to-date and valid.
§Acting as scribe for risk assessments and studies

SPECIFIC REQUIREMENTS:

§Previous experience using Synergi desirable
§Suitable qualification and / or experience within occupational health and safety preferred
§Knowledge or experience of incident/accident statistics collection and analysis
§Knowledge of terminology involved with SHE matters
§Strong prioritisation, time management and organisational skills.
§Adept at working on own initiative
§Good analytical skills and attention to detail skills, able to question data presented to identify areas for further investigation
§Effective communication skills, approachable manner and experience of cross-departmental working

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