Site Administrator / Document Controller in Bath

A fantastic opportunity has arisen for a Site Administrator and Document Controller, working with one of the leading construction companies in the UK & Ireland. In this role you will be seen as an integral member of the site management team and the position is a stepping stone for those who wish to progress quickly to higher level management, given the right characteristics and circumstances.

As the Site Administrator you will also assume the role of onsite quality representative in conjunction with your duties as a site administrator. The basic duties of this role are as follows:

• To administer on site the ISO 9001:2015 procedures and ensure that the guidelines outlined in the Company Quality Manual are adhered to.
• Maintain site filing in accordance with the companies site file structure in softcopy format.
• Ensure that you are copied on all incoming correspondence and outgoing correspondence so that a complete filing system is maintained in softcopy format.
• On completion of project all documentation not already in softcopy format is to be scanned and saved into project file.
• Update site whiteboard daily.

Key Duties

• The day-to-day administration and accuracy of HammerTech (a construction safety and site operations software platform) on site, including:
• Maintaining the site dashboard to ensure all operatives on site hold valid and in-date competencies, licences and certifications.
• Supporting the site team with inductions, ensuring all new starters have completed the correct induction prior to accessing site.
• Monitoring and escalating expired or expiring competencies, permits, and documentation to site management for action.
• Assisting the Site Manager and HSEQ Team with the management of Subcontractor RAMS, Permits to Work, Daily Safe Starts, Equipment and plant records.
• Ensuring records accurately reflect who is on site at all times, supporting audit readiness and emergency procedures.
• Supporting audits by ensuring records are complete, accurate, and inspection-ready at all times.
• Assisting with the collection and upload of site-level environmental data, including (where applicable) such as waste transfer notes and waste streams.
• Training, toolbox talks, and engagement records.
• Ensuring supporting evidence uploaded is clear, complete and traceable for external ISO audits.
• Client reporting.
• Tender and ESG submissions.
• Working with the Site Manager and Group Environmental & Quality Manager to ensure monthly data is submitted on time and reflects actual site activity.
• Supporting the maintenance of high-quality ESG records, recognising that SustainIQ data feeds directly into board reports, external disclosures, and client submissions.

In the absence of the site Health & Safety Officer you would be responsible for:

• Maintaining health and safety files.
• Ensuring that the necessary test certificates for all plant are kept up to date.
• Carrying out site inductions for all new persons entering the site and ensuring that all health and safety documentation is adequate.
• Ensuring that all persons on site have the relevant safe pass and certification for the works they are carrying out.
• Completing the necessary safe pass; construction skills and induction register and from time to time carry out “spot checks” to ensure that all documentation is in place.
• Ensuring that all sub-contractors’ site specific safety plans and method statements are handed over prior to commencement of works.

Background and Experience:

Ideally applicants will hold a secretarial degree/diploma or other relevant qualification and experience in a similar role. You should have at least 2 years relevant experience on building projects and possess a “hands on” approach; proactive attitude and good rapport with people is essential in this sometimes-pressurised role.

Training:

• Safe pass
• First Aid
• Manual Handling

This is a great opportunity to join an award winning company who pride themselves on delivering a hands-on, first-class service, to ensure the highest standards are achieved on every project. To apply for the role please send a copy of your CV to Vincera Consulting using the link provided.