At a Glance
- Tasks: Support the HSSEQ team with dynamic administration and documentation management.
- Company: Join a growing agency in the oil and fuel sector with exciting opportunities.
- Benefits: Gain valuable experience, develop your skills, and work in a supportive environment.
- Other info: Opportunity for career growth and occasional travel to different sites.
- Why this job: Be part of a crucial team ensuring health, safety, and quality in a thriving industry.
- Qualifications: Good GCSEs, previous admin experience, and advanced IT skills required.
The predicted salary is between 30000 - 40000 £ per year.
An opportunity has arisen within our HSSEQ function (Health, Safety, Security, Quality & Environmental), as we seek to appoint a dynamic Administrator for this small and very busy Department, to be based at our OFD (Oil Fuel Depot) at Garelochhead, Helensburgh, Argyll & Bute. This is an exciting time to join the OPA as the Agency is growing commercially and taking on facilities overseas.
Candidates need to be self-motivated, able to multi-task, have good organisation and administration skills with attention to detail and accuracy being essential. Able to deliver the outputs needed to strict deadlines in order to provide comprehensive high-end technical administration and support for the development, control, and management of documentation, audits, and a wide range of activities for the HSSEQ team, particularly the management of correspondence, including correspondence to the Competent Authorities (CA) who include HSE, EA & SEPA. Good interpersonal skills are essential to forge strong positive working relationships with all stakeholders, at all levels within the business and externally, especially influencing skills to obtain the necessary information required. As some occasional travel to other sites may be required, candidates will need to have a full (preferably clean) driving licence.
Responsibilities include:
- General administration, including preparation of presentations using standard packages.
- Collate HSSEQ information for monthly CE Report and KPIs from various sources within time frames set.
- Collate/manage documentation for the HSEQ Committee meetings.
- Compose and respond to routine correspondence on behalf of HSSEQ members.
- Be system Administrator for our Incident, audit, and MOC software, including uploading actions.
- Be system Administrator of Risk register system software.
- Manage diary, including the arrangement of meetings, and email system for HSSEQ and communicate any changes to all those affected by the change.
- Arrange travel and accommodation for the HSSEQ Team and others (when other Administrators are away).
- Co-ordinate various HSSEQ processes through collation of papers, documents and agendas and circulation to owned distribution lists.
- Organise and maintain appropriate electronic filing systems.
- Handling confidential matters and cover for other Administrators/PA when they are on leave.
- Highlight deadlines for reports and documents.
- Process Purchase Requisitions and invoices using Focal point as required.
- Liaise with other Administrators.
- Document formatting to ensure standardised approach.
- Assist with monitoring of regulatory actions.
- Provide technical administration support in the provision of information.
- Manage correspondence, including CA correspondence.
The Candidate:
Candidates must have good GCSE qualifications (or equivalent) with previous experience in a PA/Senior Administrative role, preferably in a technical post. Project coordination experience would be a distinct advantage. Applicants must have advanced IT skills, particularly MS Office, Word, PowerPoint & Excel.
Stage 1 Interviews: 5 August 2026 (By Teams)
Stage 2 Interviews: 26 August 2026 (Face to Face at Site)
Administrator in Helensburgh employer: The Oil & Pipelines Agency
Join our dynamic team at the Oil Fuel Depot in Garelochhead, where we prioritise a supportive work culture that fosters professional growth and development. As an Administrator in our HSSEQ function, you'll benefit from a collaborative environment, opportunities for skill enhancement, and the chance to contribute to meaningful projects within a growing agency. With a focus on health, safety, and quality, we offer a rewarding career path in a location that values both personal and professional achievements.
Contact Details:
The Oil & Pipelines Agency Recruitment Team
