HSEQ Management System Coordinator

Description

The Management System Coordinator is a key member of the Group HSEQ Support function, responsible for ensuring the integrity, accessibility, and continual improvement of the company’s Management System. This role builds on existing document control experience and expands into system development, compliance support, and cross‑functional collaboration.

Acting as the central point of contact for management system and document queries, the Management System Coordinator ensures that all controlled information is accurate, up‑to‑date, compliant, and aligned with business needs. The role also supports the HSEQ Team in delivering improvements, communications, audit readiness, and reporting.

Key Responsibilities

Document & Information Management
Maintain and manage all controlled documents, including policies, procedures, forms, templates, and guidance materials in the integrated management system.

Ensure robust version control, including classification, indexing, traceability, and timely updates.

Oversee the full document lifecycle from creation and review through to approval, publication, distribution, and archiving.

Support the creation, formatting, and improvement of documents as directed by the HSEQ Team.

Compliance, Quality & Audit Support
Verify that documents comply with internal standards, corporate formatting, and ISO 9001 requirements.

Support internal and external audits, and certifications by preparing document sets, retrieving evidence, and ensuring audit readiness.

Generate periodic compliance reports, including Management System performance, HSEQ Communications, and audit findings.

Support the compilation of weekly and monthly reports

System Administration & Continuous Improvement
Administer the electronic document management systems (MOD+, SharePoint), ensuring accurate data organisation.

Identify opportunities to improve document workflows, system usability, and information structure. Contribute to the ongoing development and enhancement of the Management System, including process standardisation and alignment with best practice.

Provide insights that help the HSEQ Team identify gaps, risks, and opportunities for improvement.

Communication & Collaboration
Coordinate document review cycles, approvals, and cross‑departmental collaboration.

Issue HSEQ Communications in line with agreed processes and ensure attendance/acknowledgement is tracked.

Provide guidance and support to employees on document management procedures, retention policies, and system use.

Act as a trusted Coordinator to colleagues, helping them navigate the Management System effectively.

Experience and Qualifications

Proven experience in document management and high-accuracy record keeping

Experience managing large volumes of documentation in a structured environment

Understanding of ISO
9001 and the structure of integrated management systems

Experience with SharePoint document management platforms

Proficient using Microsoft office packages including Word, Excel and Power Point

Experience supporting audits or certification processes (desirable)

Requirements/Behaviours
Develop & maintain good working relationships with colleagues and third party contacts– job holder should be able to demonstrate good communications with colleagues, engendering support and respect from them.

Record keeping – job holder should be able to demonstrate records of work undertaken and completed as well as work in progress

Document presentation – job holder should be able to demonstrate the ability to create documentation and communications in the Corporate format

Self-organisation and prioritising – jobholder should demonstrate the ability to organise their work in such a way that tasks are completed accurately and on time.  Jobholder should be able to prioritise workload.

Use of work tools – jobholder should demonstrate competence using all work tools, e.g. computers, photocopiers etc.

Initiative and confidence – job holder should be able to demonstrate a willingness to contribute new ideas to improve things and should be able to determine when to refer a matter to someone else or whether to deal with it themselves

Able to work under pressure and meet deadlines.

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