Administrator, Office Administrator​/ Coordinator, Administrative​/Clerical

# Administrator## Job Introduction
** The benefits
** Health and Wellbeing Plans 23 days paid holiday increasing to 25 after 2 years

Discounts and Cashbacks Paid Volunteering days Employee Assistance Program Refer a Friend Scheme  Cycle to Work Scheme
** The role
** Carlisle Support Services is looking for a HSQE Administrator to provide vital administrative, compliance, and Sentinel system support to the HSQE function, ensuring that the department operates efficiently and that safety, quality, and environmental standards are maintained across all divisions. This role supports the HSQE Director, Head of HSQE, and Regional HSQE Managers by coordinating documentation, compliance systems, training records, and internal reporting to help deliver a safe, compliant, and high-performing business.

This will be covering maternity leave for a year.
** Your core role will include but not be limited to the following activities:*
* • Maintain, update, and verify all Sentinel records for employees and contractors, ensuring full compliance with Network Rail and industry requirements.
• Conduct internal Sentinel audits to ensure data integrity and generate compliance reports.
• Schedule and coordinate safety-critical medicals, drug & alcohol tests, training, and assessments in line with expiry dates.
• Act as first point of contact for Sentinel-related queries between the HSQE team, operational leads, and training providers.
• Support external audits or client checks that reference Sentinel compliance
• Provide comprehensive administrative support to the HSQE team, including producing reports, correspondence, and compliance documentation.
• Maintain and update HSQE databases covering training, audits, incidents, risk assessments, and claims.
• Support internal and external audits, tracking corrective actions and ensuring follow-up within agreed timescales.
• Coordinate meetings, take minutes, and assist in preparing documentation for reviews and audits.
• Maintain both electronic and hard copy filing systems, ensuring data accuracy and GDPR compliance.
• Undertake general office duties as requested by the Head of HSQE, including supporting wider team functions, managing stationery, organising files, and assisting with departmental administration as required.
• Assist in organising external training and medicals and drug & alcohol tests for employees and Clients employees for sentinel compliance.
• Monitor training expiry dates and ensure renewals are planned in advance.
• Record and verify competency and safety-related data across Sentinel and other HSQE systems.
• Support operational managers in maintaining full workforce compliance against client or legislative requirements.
• Produce accurate monthly HSQE and Sentinel performance reports, including compliance and KPI data.
• Maintain the accident and incident database to ensure timely updates and reporting.
• Support the preparation of client reports and HSQE board summaries.
• Monitor and record internal audit schedules and ensure compliance with company policy.
• Track insurance claims and assist in documentation for loss or liability reporting.
** The ideal candidate*
* • Proven administrative experience, ideally within HSQE, rail, or compliance-related functions.
• Strong understanding (or willingness to learn) of the Sentinel system and Network Rail competency management requirements.
• Excellent attention to detail, accuracy, and organisational skills.
• Proficient in Microsoft Office (Word, Excel, Outlook, Teams).
• Strong written and verbal communication skills.
• Ability to handle confidential information with discretion.
• Proactive, flexible, and able to manage multiple priorities with minimal supervision.
• Proven experience in an administrative or compliance-based role (desirable).
• Experience in rail, infrastructure, or facilities management (desirable).
• Sentinel experience advantageous but not essential (training provided).
• GCSEs in English and Maths (or equivalent) required.

This will be covering maternity leave for a year.

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