Find a job 
Featured Companies 
Featured Universities 
For Companies At a Glance
- Tasks: Coordinate health & safety activities and provide office admin support at our London HQ.
- Company: Join a growing company that values diversity and inclusion in a collaborative environment.
- Benefits: Flexible working arrangements, competitive salary, and opportunities for professional growth.
- Other info: Work in a vibrant office with a supportive team and great career development opportunities.
- Why this job: Make a real impact on health & safety while supporting a dynamic office environment.
- Qualifications: Experience in admin roles, strong organisational skills, and proficiency in Microsoft Office.
The predicted salary is between 30000 - 40000 £ per year.
The Health & Safety and Office Administrator is responsible for the coordination and administration of health and safety activities across all EXA locations, alongside providing office administration support for the London headquarters. The role ensures that health and safety documentation, records, and compliance activities are maintained in line with company policies and applicable regulatory requirements. It supports the delivery of EXA’s Health & Safety framework and does not hold formal responsibility for statutory H&S sign-off or technical certification. In addition, the role supports the efficient day-to-day operation of the London office through the provision of consistent and effective administrative services.
Key Responsibilities
- Health & Safety (All EXA Locations)
- Maintain and support the effective operation of health and safety processes, including the management of records, documentation, and policies.
- Liaise with local office representatives to ensure consistent health and safety standards are implemented across all locations.
- Ensure emergency procedures, fire safety measures, and first aid provisions are in place and regularly reviewed.
- Support the completion and regular review of risk assessments, ensuring they remain current and compliant.
- Record and monitor incidents, accidents, and near misses, ensuring appropriate logging, follow-up, and support for investigations where required.
- Assist with internal audits and compliance reviews.
- Coordinate health and safety training and maintain accurate training records.
- Monitor adherence to company health and safety policies and procedures.
- Act as a point of contact for health and safety matters, providing guidance and escalating issues where appropriate.
- Provide administrative support to designated members of the Executive Team, including diary management, travel coordination, and expense processing.
- Manage incoming calls to the main company line, ensuring calls are directed appropriately and messages are recorded.
- Administer the EXA signature inbox, ensuring documentation is processed, signed, and distributed in a timely manner.
- Manage front-of-house responsibilities, acting as the first point of contact for visitors and ensuring a professional office environment.
- Coordinate meeting rooms, including scheduling, setup, refreshments, and post-meeting clearance.
- Manage incoming and outgoing post, including arranging courier services.
- Order and maintain office supplies, including stationery and refreshments.
- Provide general administrative support, including raising purchase orders and resolving invoice queries.
- Develop and maintain structured documentation and filing systems.
- Maintain and regularly update the London HQ Office Management Guide.
Key Skills & Experience
- Previous experience in an administrative or office support role.
- Strong organisational and time management skills.
- Experience or confidence managing health & safety processes.
- Comfortable managing shared inboxes and coordinating actions.
- Strong communication skills with the ability to interact professionally with visitors and stakeholders.
- Proficiency in Microsoft Office (Outlook, Word, Excel, Teams).
Personal Attributes
- Proactive with a strong sense of ownership.
- Detail-oriented and highly organised.
- Professional and approachable.
- Confident communicator.
- Adaptable in a fast-paced, multi-site environment.
We are committed to working in the location where we do our best work. As a small and growing company with great offices in great locations, most employees will aim to be in the office 3 days a week and 2 days working from home/other locations. Here at EXA, we believe the future includes everyone; we are open to all applications to create an environment and culture that includes one and all. We are a proud global community that wants to drive diversity of thought through our employees and culture. We want you to come as you are and make yourself and EXA successful. Due to the amount of applications, we may not be able to respond to all applicants. If you do not hear from EXA in 3 weeks after applications, you have been unsuccessful. All successful applicants will go through background screening.
Health & Safety and Office Administrator in London employer: Exa
Contact Detail:
Exa Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Health & Safety and Office Administrator in London
✨Tip Number 1
Network like a pro! Reach out to people in the health and safety or office administration fields. Use LinkedIn to connect with current employees at EXA and ask for insights about the company culture and role. A friendly chat can sometimes lead to a referral!
✨Tip Number 2
Prepare for the interview by researching common health and safety scenarios. Think about how you would handle them and be ready to share your thoughts. This shows you're proactive and have a solid understanding of the role's responsibilities.
✨Tip Number 3
Show off your organisational skills! Bring examples of how you've managed multiple tasks or projects in the past. Whether it's coordinating meetings or handling office supplies, demonstrating your ability to juggle responsibilities will impress the hiring team.
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets seen. Plus, it shows you’re genuinely interested in joining EXA and being part of our awesome team.
We think you need these skills to ace Health & Safety and Office Administrator in London
Some tips for your application 🫡
Tailor Your Application: Make sure to customise your CV and cover letter to highlight your experience in health and safety and office administration. We want to see how your skills match the key responsibilities outlined in the job description.
Show Off Your Organisational Skills: Since this role requires strong organisational abilities, give examples of how you've managed multiple tasks or projects in the past. We love seeing candidates who can juggle responsibilities like a pro!
Be Professional Yet Approachable: In your written application, strike a balance between professionalism and approachability. We’re looking for someone who can communicate effectively with both colleagues and visitors, so let your personality shine through!
Apply Through Our Website: Don’t forget to submit your application through our website! It’s the best way for us to keep track of your application and ensure it gets the attention it deserves.
How to prepare for a job interview at Exa
✨Know Your Health & Safety Basics
Make sure you brush up on the key health and safety regulations relevant to the role. Familiarise yourself with common practices, documentation, and compliance requirements. This will show that you're proactive and ready to take ownership of health and safety processes.
✨Show Off Your Organisational Skills
Prepare examples from your past experiences where you've successfully managed multiple tasks or projects. Highlight your time management skills and how you keep things organised, especially in a busy office environment. This will demonstrate your ability to handle the administrative side of the role.
✨Practice Your Communication Skills
Since you'll be interacting with various stakeholders, practice clear and professional communication. Think about how you would explain health and safety procedures to someone unfamiliar with them. This will help you convey your confidence and approachability during the interview.
✨Be Ready for Scenario Questions
Expect questions that ask how you would handle specific situations, like managing an incident or coordinating a training session. Prepare by thinking through potential scenarios and your responses. This will showcase your problem-solving skills and adaptability in a fast-paced environment.