Administrative Assistant (Safety)

Role of Position The Safety Assistant provides administrative, coordination, and digital system support to the Safety/EHS Department to ensure the effective implementation of workplace safety programs, regulatory compliance, and safety management initiatives. The role supports safety documentation, safety training coordination, certification tracking, safety system administration, audits, and incident management while assisting in the digitalisation and continuous improvement of safety processes. Main Duties and Responsibilities Safety Administration & Documentation • Provide day-to-day administrative support to the Safety/EHS team. • Maintain accurate and up-to-date safety records, reports, permits, certifications, incident reports, and Safety Data Sheets (SDS). • Ensure proper filing, storage, and retrieval of safety-related documents, both physical and digital. • Compile and prepare documentation for audits, inspections, regulatory submissions, and compliance reporting. • Prepare meeting agendas, record meeting minutes, and distribute meeting notes. • Maintain confidentiality of sensitive safety, employee, and incident-related information. • Assist in incident investigation processes by coordinating documentation and follow-up actions. • Prepare safety communications, newsletters, alerts, and bulletin board updates. Training & Certification Management • Coordinate and schedule safety meetings, training sessions, safety campaigns, and safety events. • Conduct safety orientation programs for new employees. • Track employee certifications and competencies, including WSH, First Aid, Fire Safety, and other mandatory qualifications. • Monitor facility, equipment, and statutory licenses and certifications to ensure timely renewals. • Develop and maintain user guides, training materials, and standard operating procedures related to safety systems. Safety Systems Administration • Administer safety-related digital platforms, including but not limited to Electronic Permit-to-Work (EPTW), Novade, Hubble, and other safety management systems. • Provide end-to-end user support, onboarding, troubleshooting, and account management for system users. • Monitor system utilization and user engagement, identifying and addressing recurring issues. • Act as the primary internal point of contact for safety system functionality and support. • Liaise with external vendors and technical teams to resolve issues, implement enhancements, and test new features. • Track system performance indicators and generate periodic reports for management review. Digitalisation & Continuous Improvement • Lead the digitalisation of safety documents, forms, records, and reports. • Ensure accuracy, completeness, and compliance of digitized records. • Identify opportunities to improve administrative processes and system efficiency. • Provide recommendations for enhancing safety management systems and workflows. • Support continuous improvement initiatives within the Safety/EHS Department. General Administration • Handle incoming and outgoing communications, including emails, telephone calls, and correspondence. • Prepare reports, presentations, and departmental summaries as required. • Support departmental projects and special assignments. • Perform any other duties assigned by management to support departmental and organizational objectives. Qualification • At least Diploma in Safety, Engineering, IT, or related discipline. Approximate Years of Experience • Minimum of 1 year of administrative experience, preferably with exposure to safety-related responsibilities.