Virtual Assistants in Health, Safety, Quality Administration (Full-time and Part-time)

Job No.: ---------- Location: Online
Job type: Full Time (40 Hrs. per week) Part Time (20 Hrs. per week)

Overview:
This position is responsible for providing online administration support to the Health & Safety / Quality departments of the business. Supporting all administrative tasks as required.

Skills Required:
Good literacy and numeracy skills
Excellent skills in Microsoft Office Software, including Word, Excel and PowerPoint
Ability to learn new systems quickly – for example- create proformas, questionnaires, creating/editing flowcharts, process flow documents
Excellent time management and organisational skills
High attention to detail
Ability to communicate at all levels
Committed to working within a culture driven by safety and operating discipline
Strong teamwork and interpersonal skills
Strong data entry, order processing and administrative skills
Ability to compile data in effective reporting style (simple spreadsheets, graphs, tables)
Proven background experience within a similar position
Experience with OHS management systems
Knowledge of industry in general
Familiarity with use of HSEQ terminology
Familiar with expense account procedures

Optional Skills / Highly Favoured:
Formal Qualification/Certification in HSE-Q
Qualification/ Experience in internal auditing
Experience conducting Audits & Inspections
Document Control and experience in using of DMS such as SharePoint, MasterControl, etc.

Duties may include, but are not limited to:
Preparation and distribution of internal/external correspondence
Assisting with processing inductions and records of safety meetings/ actions
Coordinating competency assessments
Reviewing document control of manuals and standard operating procedures
Monitoring company policies and procedures compliance to a standard
Monitoring OHS compliance (e.g. incident reporting documentation)
Assisting with the investigation process of incidents /injuries by coordinating required documentation
Provide support to management and supervisors as required
Monitoring compliance to the business management system in place
Monitoring the correct operation and maintenance of equipment (e.g. checking for use of prestart checks, fault and incident reports, services)
Assisting the HSEQ team to coordinate the internal and external audit process (e.g. scheduling, auditors, corrective actions, liaison with customers and regulatory authorities on audit results)
Data entry including invoicing
All administration tasks supporting the on ground team
Supporting preparation of documents for presentation and meetings, including PowerPoint presentations and all MS applications
Injury management assistance, including compiling of documentation for insurances
Collecting and collating statistics quarterly and for ad hoc reporting
Invoicing (SAP, FI payments, Credit Card)
Preparation and distribution of correspondence eg. emails, letters, reports, statistics
Coordinating meetings and presentations
Support and prepare expenses statements and reimbursements for approval
Document review and updates
Capturing contract review dates; creating Purchase Request's and PO's
Assisting with supplier management and review process

Key Responsibilities:
To support the Manager and the HSEQ team
Operate as a member of the Administration team and contribute to improvement drives
Interact and communicate effectively with relevant staff
Timely completion of administration tasks

How To Apply:
To express your interest in this role, click on this link and complete the application form.
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Notes:
All employees are paid weekly, receive regular contact and support from their dedicated Staff Account Managers.
All applications will be treated with the utmost confidence. Due to the high number of applications received, only successful candidates will be contacted.