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Key Responsibilities and Required Skills for HSE Administrator

💰 $45,000 - $65,000

Health & SafetyAdministrationComplianceEnvironmental Services

🎯 Role Definition

The HSE Administrator is the organizational linchpin of the Health, Safety, and Environment department. This role is fundamentally about providing robust administrative support to ensure the entire HSE function operates efficiently, remains compliant, and effectively communicates with the wider organization. More than just a support function, the HSE Administrator is a custodian of critical safety data, a coordinator of essential training, and a key player in fostering a proactive safety culture. They manage the flow of information, maintain meticulous records, and ensure that the frameworks and systems designed to protect our people and our environment are consistently upheld.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Office Administrator or Administrative Assistant (especially in an industrial or technical setting)
  • Junior Safety Officer or Safety Trainee
  • Recent graduate with relevant certifications (e.g., NEBOSH, OSHA)

Advancement To:

  • HSE Coordinator
  • HSE Advisor / Specialist
  • Safety Officer
  • Compliance Officer

Lateral Moves:

  • Quality Assurance (QA) Administrator
  • Facilities Coordinator
  • Compliance Administrator

Core Responsibilities

Primary Functions

  • Diligently maintain and update the Health, Safety, and Environmental management systems (e.g., ISO 45001, ISO 14001), ensuring all documentation is current, controlled, and readily accessible for audits and inspections.
  • Act as the central point of contact for incident and near-miss reporting, meticulously recording details, tracking investigation progress, and ensuring corrective actions are documented and closed out in a timely manner.
  • Coordinate the scheduling, booking, and logistical arrangements for all HSE-related training sessions, including new employee safety orientations, refresher courses, and specialized training like first aid or fire warden certification.
  • Manage the complete lifecycle of safety documentation, including the creation, review, and distribution of risk assessments, method statements (RAMS), and COSHH assessments under the guidance of HSE Advisors.
  • Prepare and distribute comprehensive weekly and monthly HSE performance reports, dashboards, and statistical summaries for management, highlighting trends, key performance indicators (KPIs), and areas requiring attention.
  • Maintain and meticulously organize all HSE records, including training certificates, inspection reports, audit findings, and statutory compliance documents, ensuring a clear and defensible audit trail.
  • Manage the inventory, inspection, and distribution of Personal Protective Equipment (PPE), maintaining adequate stock levels, tracking usage, and ensuring all equipment meets regulatory standards.
  • Process and track all purchase requisitions and invoices for the HSE department, liaising with suppliers and the finance team to ensure timely procurement of safety equipment and services.
  • Serve as the administrator for HSE-specific software platforms, managing user access, inputting data, and acting as the first line of support for user queries.
  • Compile and organize materials for key safety meetings, including Safety Committee Meetings, preparing agendas, taking detailed minutes, and tracking the status of all action items.
  • Monitor and track the completion of workplace safety inspections and audits, sending reminders to responsible parties and escalating overdue items to HSE management.
  • Assist in the development and rollout of new safety campaigns and initiatives by preparing communication materials, presentations, and posters to promote awareness across the organization.
  • Manage the subscription and certification portals for various regulatory bodies, ensuring all company and employee licenses and certifications remain current.
  • Collate and submit environmental data for regulatory reporting, such as waste management records, energy consumption, and emissions data, ensuring accuracy and timeliness.

Secondary Functions

  • Support ad-hoc data requests and exploratory data analysis to identify potential safety trends or environmental impact patterns for the HSE team.
  • Assist in the coordination of emergency response drills, helping to document participation, observations, and opportunities for improvement.
  • Liaise with contractors and visitors to ensure they receive the appropriate site induction and are aware of all site-specific safety rules and emergency procedures.
  • Handle the day-to-day administrative tasks for the HSE department, including managing correspondence, scheduling meetings, and making travel arrangements for the team.
  • Contribute to the continuous improvement of HSE administrative processes by identifying inefficiencies and suggesting more streamlined ways of working.
  • Maintain the library of Safety Data Sheets (SDS), ensuring the most current versions are available to all employees who handle hazardous substances.
  • Participate in sprint planning and agile ceremonies if the data and HSE teams operate within that framework.

Required Skills & Competencies

Hard Skills (Technical)

  • MS Office Suite Mastery: Advanced proficiency in Excel (for data tracking and reporting), Word (for document formatting), PowerPoint (for presentations), and Outlook (for scheduling).
  • HSE Management Software: Hands-on experience with HSE-specific software platforms (e.g., Intelex, Enablon, Sphera) for incident management and reporting.
  • Document Control: Strong understanding of document management principles, including version control and record retention policies.
  • Data Entry & Management: High level of accuracy and speed in data entry with a proven ability to manage and maintain large databases of sensitive information.
  • Regulatory Familiarity: Foundational knowledge of key HSE legislation and standards (e.g., OSHA, EPA, ISO 45001, ISO 14001).
  • Reporting & Analytics: Ability to compile data from various sources into clear, concise, and visually appealing reports and dashboards.

Soft Skills

  • Meticulous Attention to Detail: An exceptional ability to spot inaccuracies and ensure that all records, reports, and communications are precise and error-free.
  • Superior Organizational Skills: The capacity to manage multiple competing priorities, tasks, and deadlines simultaneously in a fast-paced environment.
  • Clear & Professional Communication: Excellent written and verbal communication skills for interacting with all levels of the organization, from front-line staff to senior management.
  • Proactive & Resourceful: A forward-thinking mindset with the ability to anticipate needs, identify potential problems, and find solutions independently.
  • Discretion and Confidentiality: The ability to handle sensitive and confidential information related to employee health and safety incidents with the utmost professionalism.
  • Interpersonal Skills: A collaborative and approachable demeanor, capable of building positive working relationships across different departments.

Education & Experience

Educational Background

Minimum Education:

  • Associate's Degree or equivalent professional experience in a relevant administrative capacity.

Preferred Education:

  • Bachelor's Degree

Relevant Fields of Study:

  • Occupational Health & Safety
  • Environmental Science
  • Business Administration
  • Public Health

Experience Requirements

Typical Experience Range:

  • 2-4 years of experience in a dedicated administrative or coordination role.

Preferred:

  • Experience gained within a high-risk industry such as manufacturing, construction, energy, or logistics, where a strong safety culture is paramount. Direct experience supporting a Health & Safety or Compliance department is highly advantageous.
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