QHSE Administrator

About The Role

Job Purpose:

The QHSE Administrator provides administrative support to the Quality, Health & Safety and Environmental (QHSE) team, ensuring the effective coordination of the company's management systems, accreditations, reporting activities and compliance processes.

The role is primarily administration focused, supporting the Quality Manager by maintaining accurate records, coordinating internal activities, gathering and analysing data, managing document control, and providing timely support to both internal colleagues and external stakeholders.

The successful candidate will play a key role in maintaining the company's Quality Management System (Knowledge Base), supporting ISO 9001 and ISO 14001 compliance activities, coordinating audit programmes, producing management reports, and assisting with the annual greenhouse gas emissions reporting process.

• Manage the document control process, including formatting, publishing and archiving controlled documents.
• Ensure approved templates, policies, procedures and forms are available to employees.
• Maintain version control and document registers.

• Gather, validate and compile operational data for internal management reports and external client reporting.
• Produce regular reports and dashboards using Excel and other business systems.
• Support the preparation of monthly, quarterly and annual QHSE performance reports.
• Maintain records relating to audits, corrective actions, non-conformances, complaints and continuous improvement activities.
• Assist with the preparation of presentations and management review documentation.

• Coordinate internal audit schedules across the business.
• Support the Quality Manager in tracking audit findings and corrective actions through to completion.
• Support the coordination of external certification and client audits.
• Monitor compliance calendars to ensure reviews, inspections and reporting deadlines are met.

• Monitor all central QHSE mailboxes.
• Respond to routine enquiries from employees, clients and external organisations.
• Escalate technical queries to the appropriate member of the QHSE team.
• Coordinate requests for documentation, policies, certificates and compliance information.

• Coordinate the collection of environmental data from multiple business departments.
• Gather fuel, electricity, gas, waste, travel and other emissions-related information.
• Convert activity data into carbon dioxide equivalent (CO₂e) calculations using established methodologies.
• Maintain accurate greenhouse gas emissions records.
• Support the production of the company's annual Carbon Footprint Report.
• Identify missing or inaccurate data and work with departments to improve reporting quality.

• Support continual improvement activities across Quality, Environmental and Health & Safety functions.
• Provide administrative support for meetings, including agendas, minutes and action logs.
• Support the wider QHSE team with projects and business improvement initiatives as required.

• Excellent organisational and administrative skills.
• Exceptional attention to detail and accuracy.
• Strong Microsoft Excel skills, including formulas, data analysis and reporting.
• Confident working with large amounts of data and numerical information.
• Excellent written and verbal communication skills.
• Strong document formatting and document control skills.
• Ability to prioritise multiple tasks and meet deadlines.
• Professional and customer-focused approach.
• Strong problem-solving and analytical skills.
• High level of IT literacy across Microsoft Office.
• Previous experience in an administrative or coordinator role.

• Experience working within Quality, Health & Safety or Environmental administration.
• Understanding of ISO 9001 and/or ISO 14001 management systems.
• Experience maintaining document management systems or quality management systems.
• Experience preparing reports and analysing business data.
• Knowledge of greenhouse gas emissions reporting or carbon accounting.
• Internal Auditor qualification (or willingness to…