Health & Safety Administrator at Famous Brands

About the position

Introduction

Render administrative support to the OHS Department office and Behavioral Based Change program.

Duties & Responsibilities

1. Administration

• Administrating OHSM system.
• Updating Safety Dashboards weekly.
• Taking of minutes in all the Process champions meeting every Friday of the working week. Typing the minutes and sending them for approval within 2 hours after the meeting. The minutes must be checked, approved, and signed (Signed by Sec 16.2 Appointee) before the end of the following working Monday by all concerned. Distribute the signed minutes to all the Plant Line Managers and update the Safety Dashboard.
• Arranging the required OHS training.
• Arranging the required Audit Feedback sessions with management team.
• Arranging and scheduling Risk Assessment Review sessions and OHS Perception & Opinion Survey.
• Following up on all training, surveys, meetings that all the relevant persons are reminded and have attended the related activity.
• Ensure that the Action list is saved on the safety drive (send it to operational administrator to save the action list on the safety drive and check the following day that the action list is updated on the safety drive).
• Capturing Opinion and Perception Survey Results.
• Compiling statistics and forwarding them to the Supervisor every day of the Month. The required statistics for HSE monthly report are a spreadsheet with a graph to measure OHS performance and overdue Actions.
• Compiling Statistics for the Weekly BBC Report.
• Handle internal customer needs.

2.Health and Safety

• Ensuring that the Safety Pledge is signed by leadership employees. Compiling the safety Pledge spreadsheet and monitoring that all persons in Famous Brands Plant have signed the Safety Pledge.
• Ordering of Personal Protective Equipment and all other safety related procurement items/ which must be purchased through the safety department.
• Issuing PPE and capturing the PPE issued on a spreadsheet and keep the spreadsheet updated and sending an updated spreadsheet every month end.
• Issue PPE and update issuing registers and filing.
• Compiling an OHS Monthly Report.
• Arranging/Monitoring Incidents investigations and making sure that incidents are investigated.
• Circulate the investigation reported to the relevant Managers.
• Updating the SOPs for different departments and coordinate distribution of documents as per company document control procedure.
• Arranging Training for employees internally or externally.
• Capturing of SHE Rep Monthly Inspections.
• Managing Security Gate Control list of all contractors. Monitoring and checking of new contractors' file before starting work according to Safety requirement list.
• Liaising with Occupational Health and Safety team.
• Facilitating OHS Induction training for employees, Visitors and Contractors.
• Practicing and maintaining a good filing system.
• Taking minutes of any OHS meetings, typing, and distributing to all concerned.
• Adhere to company rules and regulations.
• Giving excellent service to customers (employee, visitor, contractors).
• Manage administrative functions and proactively prepare all required documentation for the
• various Audits.
• Ensure all reports are compiled and circulated across all departments on timeously.
• Ensure that KPI targets are achieved and in line with the prescribed SLA's.
• Ensure all injuries on duty are reported and registered on COID comp easy system.
• Following company rules and regulations.
• Handle stress in breakdown situations and prepared to work additional hours outside of normal working hours.

Desired Experience & Qualification

• Grade 12
• Certificate in Office/ Administration Management
• Certificate in Safety Management or equivalent
• Advance Computer literacy in MS word, Excel, PowerPoint, Outlook, and email programs
• 5 years administrative experience
• 1 year experience in the safety field
• Knowledge of the Occupational Health and Safety Act.

Knowledge & Skills

• Plan & use own initiative.
• Ability to maintain confidentiality is essential.
• Detail Oriented.
• Good organizational and time management.
• Strong computer experience and knowledge of general office procedures.
• Strong communication skills, drive, and performance orientation.