Health & Safety Helpdesk Administrator

We’re on the hunt for a Health & Safety Helpdesk Administrator who will play a central role in supporting our clients and advisors through exceptional call handling, accurate information management, and high‑quality administrative support. This is a role where professionalism, empathy and attention to detail are essential, particularly when receiving and logging sensitive accident and incident notifications for major client contracts. While the core focus of this role is client support and helpdesk activity, there are opportunities for individuals with relevant experience or qualifications to contribute to more technical Health & Safety documentation. This makes the position suitable for both developing administrators and more experienced H&S professionals looking to progress.

Key Objectives

• Act as a primary point of contact for client enquiries, handling calls and emails with professionalism and accuracy.
• Receive, sensitively manage and accurately record accident, incident and VAB‑related calls in line with internal procedures.
• Support the creation, updating and uploading of Health & Safety documentation and resources, with the option to undertake more advanced work depending on experience.
• Assist with client onboarding, including issuing and managing access credentials for member portal areas.
• Support the assessment processes for contractors across various internal schemes.

Key Responsibilities

• Deliver high‑quality call handling, ensuring all clients receive prompt, supportive and accurate guidance.
• Manage sensitive or distressed callers with empathy, composure and clear communication.
• Accurately log accident and incident information, ensuring appropriate escalation where required.
• Provide professional support to clients via telephone and email, maintaining clarity and consistency in all communications.
• Maintain accurate, up‑to‑date information within the ERP and associated systems.
• Manage client expectations by clearly explaining processes, timeframes and next steps.
• Ensure all work meets the highest standards of quality and professionalism.
• Adhere to compliance and governance requirements, including FCA‑related standards, completing mandatory eLearning.
• Support the preparation or updating of Health & Safety Policies, Safety Leaflets and advisor documentation.
• Assist with Risk Assessments, COSHH Assessments, Method Statements and similar documentation when appropriate to skill level.
• Contribute to more complex or technical administrative tasks as knowledge and confidence grow.

Skills & Experience

• Strong call handling skills with the ability to manage sensitive conversations professionally.
• Excellent attention to detail and consistently accurate data entry.
• Calm, empathetic and confident communication style.
• Ability to work efficiently across multiple systems and manage competing priorities.
• Strong organisational skills and a proactive approach to problem‑solving.
• Experience in Health & Safety administration or a related field.
• Familiarity with H&S documentation, risk assessment processes, or compliance terminology.
• Relevant qualifications such as IOSH or NEBOSH, or an interest in working towards these.
• Experience handling incident reporting lines.

Everywhen is an equal opportunities employer, with a growing and thriving diversity, equity and inclusion strategy; we are committed to a working environment that is free from discrimination, is inclusive, and empowers our people to bring their whole self to work and reach their full potential.

If your application is successful, we will conduct relevant employment checks prior to you commencing employment with us. These will include verifying your recent employment, address, credit history and a standard criminal record check.

Please note: We may close a vacancy prior to the publish end date if the required quality or number of applications has been received.