HSEQ Systems Assistant in Norwich

Our prestigious Norwich based client, part of a cluster of internationally renowned research organisations, is seeking a HSEQ Systems Assistant to join their busy team in a primarily administrative and coordination support role. This is a full-time position based on a 12-month FTC in Norwich. This position may be extended subject to business requirements and the satisfactory performance of the post holder.

Skills, Education & Qualifications:

• 5 GCSEs at grade C/4 or above, including English and Mathematics.
• Minimum Level 3 qualification in Business or Administration (e.g., NVQ Level 3 in Business Administration or equivalent experience).
• Working knowledge of UK Health and Safety legislation and relevant compliance standards e.g. Risk assessments, Code of Practices.
• Experience in a similar role.
• Supporting Health & Safety management systems, document control, or compliance monitoring in a facilities, research, or administrative environment.
• Managing documentation, version control, and workflows within a structured compliance framework.
• Advanced IT skills in Microsoft Word, Excel, and PowerPoint (knowledge of Power BI advantageous).
• Applicants must have the right to work in the UK.
• Able to handle sensitive and confidential information professionally.
• Willingness to work outside standard hours when required.
• Promote continuous improvement in HSE practices and performance through regular review and updating of policies and procedures.
• Full clean UK driving licence.

Main Activities & Responsibilities:

• Reviewing, updating, and migrating HSEQ and H&S Facilities-related documentation into the new H&S management system.
• Contributing to the implementation of HSEQ programmes and policies across the business, while also helping to coordinate a joined-up approach with the Facilities team and those involved in the new research building project.
• Supporting the review and transfer of risk assessments and other health and safety-related documents into the new Health & Safety Management System.
• Auditing existing HSEQ/Facilities policies, procedures, and records.
• Reviewing and updating documentation in line with the approved NBIP Health & Safety Policy and arrangements.
• Overseeing the structured upload, categorisation, and version control of documents within the new Environment Health and Safety (EHS) management system.
• Acting as a key point of contact for EHS system usage relating to document control and compliance tracking.
• Ensuring workflows and version controls are correctly established and maintained.
• Liaising with HSEQ, Facilities, and other stakeholders to collect, verify, and update relevant H&S documentation.
• Providing guidance and training to colleagues on new processes and system use.
• Identifying gaps in documentation or practice in line with H&S legislation and NBIP policy.
• Supporting the monitoring of compliance with the NBIP Health & Safety framework across all functions.
• Providing regular progress reports to the Head of HSEQ on implementation status.
• Contributing to the refinement and continuous improvement of health and safety arrangements.
• Providing cover and support to HSEQ team members during absences, particularly for engineering and construction queries.
• Maintaining accurate H&S records, including accident logs, training records, incident reports, and inspection checklists.
• Providing general administrative support, including monitoring email inboxes, responding to queries, assigning actions, and ensuring timely completion.
• Providing the Head of HSEQ with high-quality H&S compliance data and reports.
• Promoting a culture of health, safety, and environmental stewardship throughout the organisation.
• Any other duties commensurate with the nature of the post as agreed with the line manager.

Desirable Skills, Knowledge & Experience:

• A-levels or equivalent further education qualification.
• HND in Business Studies or equivalent qualification.
• A degree or equivalent qualification in a relevant discipline (e.g., Environmental Science, Facilities Management, Business Administration, or related field).
• Minimum Level 3 qualification in Occupational Health and Safety (e.g., NEBOSH National General Certificate or equivalent).
• NEBOSH Health and Safety or construction Certificate - or an equivalent qualification may be an advantage.
• Membership (or eligibility for membership) of a recognised professional body such as IOSH (TechIOSH or above).
• Formal training or certification in document control or quality management systems.
• Providing training, guidance, or support to colleagues on H&S procedures or digital systems.
• Exposure to EHS or risk management systems implementation projects.

For further details regarding this exciting opportunity please forward a copy of your CV today! Todd Hayes Ltd is an equal opportunities employer. Due to the large number of applications, we receive, we are unable to respond to everyone individually; however, your details will remain on file should another suitable opportunity become available moving forward. If we can take your application further, we will of course be in touch. Todd Hayes is acting as an Employment Business in relation to this vacancy.