Operations and Safety Administrator

Operations and Safety Administrator

Reports To: Manager, Health and Safety

Summary

Working under the supervision of the Manager, Health and Safety, the Operations and Safety Administrator is responsible for directly supporting corporate operations specific to health and safety. This role includes timely and accurate organizing, creating and filing of records pertaining to corporate operational activities, CHC’s health and safety program, and the preventative maintenance program.

Core Competencies

• Communication
• Team Work
• Problem Solving/ Analytical Skills
• Dependability
• Initiative and Accountability
• Good Verbal & Written Skills
• Customer Service Focus
• Flexibility/Adaptability

Primary Job Duties

• Receive and organize data and inspections on designated substances such as asbestos.
• Update and electronically distribute copies of designated substance reports for access by employees, contractors, and tenants.
• Receive and organize incident reports and records to publish corporate summary reports.
• Organize Corporate health and safety training; help the Manager, Health and Safety develop and maintain a training plan, coordinate logistics for delivery of training by the Manager, Health and Safety and others. Make copies of training materials, summarize course evaluations, organize training records, and produce reports for the Manager.
• Update manuals, procedures, training material, forms, and flowcharts based on technical information provided by the Manager, Health and Safety.
• Provide administrative support to the Health and Safety Manager related to the Manager’s JHSC co-chair responsibilities by tracking: JHSC recommendations and closure, Inspection findings and closure, and organization of JHSC activities.
• Prepare and distribute materials for the JHSC bulletins boards.
• Assist with the operationalization and ongoing maintenance of the preventative maintenance programs related to health and safety and fire safety; organize health and safety/fire safety inspections for all CHC properties; create and maintain all inspection schedules and reports in the database.
• Complete ongoing updates, report pulling, maintenance and organization of the database information, including, but not limited to:
• Enter the list of equipment required and the preventive maintenance or inspection tasks required; establish and communicate timelines for completion.
• Provide inspection schedules, work sheets, and required documentation to internal staff and/or outside contractors in a timely manner prior to the next scheduled inspection or maintenance task.
• Where defects or deficiencies have been reported, enter all notes and recommendations for repair/replacement into the database and advise the appropriate parties of need for corrective action; confirm deficiencies have been corrected and update the database, as required.
• Enter and track all annual preventative maintenance inspections/ tests and regulatory reporting records.
• As directed by the Manager, Health and Safety, create work orders (internal and external) for corrective action items and purchase orders to ensure proper and sufficient stock for the health and safety programs and the annual fire safety inspections and testing .
• As directed by the Manager, Health and Safety, update operation and maintenance manuals in the database, as required.
• Maintain confidential filing systems and accurate records at all times.
• Provide excellent customer service to internal and external stakeholders.
• Recommend best practices for improvement of administrative processes for corporate operations, health, and safety.
• Participate in the rotational coverage of the main reception desk.
• Other duties as assigned by the Manager, Health and Safety.

Minimum Requirements

• Must possess or be willing to obtain the St. Clair College Occupational Health & Safety Studies Certificate within one (1) year of appointment.
• Minimum 2 year post-secondary diploma in office administration or similar.
• Minimum of 3 years administrative work experience demonstrating the ability to work with accuracy in a fast paces environment and the ability to handle multiple tasks.
• Must have work experience that includes knowledge of tasks and language related to preventative maintenance and general health and safety topics.
• Proficiency in using Microsoft Applications (Word, Excel, Outlook), with the proven ability to work in Power Point.
• Organizational skills required to prioritize a varied workload, schedules, and ability to organize meetings within specified deadlines.
• Must be able to handle confidential information in an ethical and professional manner.
• Strong work ethic and positive team attitude.
• Effective attention to detail and a high degree of accuracy.
• Strong problem identification and problem resolution skills.
• Sound analytical thinking, planning, prioritization, and execution skills.
• Ability to respond appropriately in pressure situations with a calm and steady demeanor.
• Able to effectively communicate both verbally and in writing.
• Strong customer service focus.
• Highly conscientious, along with an energetic and dedicated approach to his or her work.

Working Conditions

• Office Setting
• Manual dexterity required to use desktop computer and peripherals.