Administrator

Make your mark with Colas Rail UK. At Colas Rail, differences matter. Join a team where being your authentic self is respected, encouraged, and vital to our success. You will also get the opportunity to help us transform transportation, set new standards, and dare to be different. We value everyone as part of the same team. We treat everyone as equals – and everyone is approachable, from the CEO down. We put you in control of your career to lead and grow in any way you want. We have a culture of care, from safe working environments to diversity and inclusion. We’re renowned for innovation, adopting new ideas, and daring to be different. We are building a more sustainable future and our projects impact infrastructure for generations.

About Us: Step into the world of Colas Rail, where a century of expertise merges with a daring spirit to shape the future of rail infrastructure. At Colas Rail, we deliver transport solutions for sustainable mobility. We are a leading rail infrastructure business with on‑track plant and freight capabilities. As a subsidiary of the Colas Group, we are part of over a hundred years’ experience in delivering major innovations across our sector. Every day, thousands of trains run on tracks built, designed, or maintained by Colas Rail.

Leading by our Values: Respect, Commitment, Pioneering and Sharing are at the heart of everything we do. These values feed into our main strategies and accompany us daily in realising our ambitions. We Respect our employees, celebrate diversity and foster a culture of safety, care and respect for everyone we interact with. We care about our employee’s wellbeing and create an environment of inclusivity and support. We Commit by showing up wholeheartedly. When we commit together, we invest in everyone’s success. We invest in our customers, our teams and our colleagues, and we lead with safety, integrity, passion, purpose, ethics and transparency. We Share as we all hold knowledge that could and should be shared, enabling us to grow and making us a strong collective. We have a passion for excellence, celebrating achievements and nurturing talent. We Pioneer to push boundaries, imagine what does not yet exist and dare to do what others do not. We innovate with ambition, and we find solutions.

Even if you don’t meet every requirement, please don’t rule yourself out – we still encourage you to apply if your skills, values and experience align to the role.

Purpose of the Role: The role of the QHSE Administrator is to support the QHSE team in delivering day‑to‑day tasks and activities. Duties include supporting the Information Manager in managing accident & incident and proactive assurance statistics in the local and corporate databases and preparing, as instructed, high quality, punctual and accurate reports which meet the company and industry requirements. Duties also include drafting presentations and other QHSE materials as and when requested, and supporting the QHSE team in managing and updating systems and collating records and evidence for external audits that help meet requirements of the ISO Standards (H&S, Quality, Environmental, Energy & Carbon, and Collaboration). To maintain effective filing systems for information required by the QHSE team.

Key Responsibilities:

• QHSE Performance Reports
• Drafting S&S reports as instructed by the Information Manager
• Supporting in drafting CEO, BUR or other QHSE reports as instructed by the Information Manager
• Support in updating all accidents on the master Accident spreadsheet
• Support the Information Manager in the collation of Close Call data for the periodic (NR) CCS report
• Supporting in the administrative element of the QHSE evidence and data collation for any regulatory or formal investigations
• CARL App
• Supporting in administrative functions for the CARL App for adding/removing Users and other changes
• Support in updating briefing and training material on the use of CARL App
• Acciline
• Supporting Information Manager in maintaining accident statistics and information required for inputting into the Acciline reporting system
• Support in producing reports as and when requested using Acciline data
• Online Nonconformance Trackers
• Oversee the management of the SharePoint nonconformance trackers
• Working collaboratively with divisional teams to keep NC tracker up to date, and follow‑up on overdue nonconformances
• Report periodically to Head of Assurance on any overdue nonconformances
• Produce reports on nonconformances stats as and when requested
• Document Management System
• Liaising with Document Owners to upkeep the DMS Policies and Procedures, which includes following up with Document Owners for documents due to expire and ensuring new/updated documents are in correct format and standard
• Monthly ESG Central Brief
• Communicate the monthly ESG Central Brief to the business and make it available on the Intranet’s internal Information SharePoint page
• LMS QHSE Modules
• Periodic liaison with L&D department and report to Head of Assurance on status of completion rates on mandatory H&S module and DSE module, as well as any other business mandated training modules
• Iso/Risqs/Pcl
• Supporting in the administrative activities related to ISO, RISQS and PCL certification and licenses through collating records and evidence required for the audits as per instruction from Head of Assurance
• Work with operational teams to ensure records provided are relevant and current
• Look to new and innovative ways of capturing the information required
• Sypol
• Downloading periodic report from SYPOL and chasing expired COSHH Assessments with named owners
• Learn practical knowledge of key systems used by the QHSE team and the wider business
• Learning new Business Systems to support the business as and when required
• Provide support to the wider QHSE teams and other departments as and when requested
• Provide support to the QHSE team in prepping for campaigns, events, and relationship building with external stakeholders
• Support in internal audits as and when requested
• Any other reasonable duties as required from time to time

What We Offer:

• Competitive Salary
• 26 days Annual Leave
• Industry leading Life Assurance
• Healthcare Cash Plan
• Wellbeing Employee Assistant Programme
• Pension Scheme
• Eye Care Vouchers
• Long Service Award
• Season Ticket Loan

We are committed to fostering an inclusive and diverse workplace. We believe that diversity drives innovation and creativity, and we actively seek to create an environment where everyone feels welcome, heard, valued and respected. Regardless of background, disability, age, race, religion or gender, everyone is welcome at Colas Rail. We strive to promote equity and eliminate discrimination, actively seeking to create a workforce reflective of communities we serve. We welcome applicants from all backgrounds, offering flexible and inclusive adjustments to the interview process. As part of a positive action drive to address under‑representation we encourage applications from women, ethnically diverse individuals and people with disabilities, along with all candidates who identify with protected characteristic groups under the Equality Act 2010. We are proudly part of the Disability Confidence Scheme, and as such we operate a Guaranteed Interview Scheme if you meet the minimum requirements. On joining Colas Rail you’ll have access to our growing Employee Network Groups including Railbow (representing the LGBTQ+ community), BeyonDisability (representing those with disabilities) and Cross Culture (representing people from ethnic backgrounds). Everyone is welcome to join our network groups whether you are part of the community or an ally. Work life balance is important to us; flexible working options are available where feasible and dependant on the role. Please discuss this during the interview process. Join us in making a positive impact! Apply and be part of a team that values diversity and embraces unique perspectives.