IMS Manager

Position: IMS Manager

Reports To: Managing Director 

Position Type: Full Time

Main Duties and Responsibilities:

·       Full maintenance of HSEQ management and training systems and associated records

·       Maintenance of certifications and memberships (including CECA, BSC)

·       Knowledge & Understanding of CDM, Achilles UVDB and Verify B2, NERS, CECA

·       Co-ordinate internal audit schedule and auditors

·       Assist with planning and maintenance of site/technical audit schedules/register

·       Co-ordinate internal and external audits / assessments (review and follow up)

·       Ensure for and assist with management of change requirements

·       Host monthly office meetings to review requirements

·       Register, analyse, maintain and report on accidents, incidents, observations and near miss logs

·       Assist with investigations, recording and follow up actions

·       Record and maintain nonconformities and opportunities for improvement and follow up

·       Maintain and monitor aspects/impacts register and register of legislation

·       Record feedback and follow up actions

·       Assist with update and development of system, procedures and policies to meet legislative, customer and HSEQ standard requirements

·       Ensure compliance with legislation, certifications and customer requirements

·       Correspond with external advisors

·       Assist with completion of pre-qualifications and questionnaires from certification bodies / customers

·       Assist managers with HSEQ information required for presentations

·       Evaluate, modify and assist with development of new systems to maintain requirements and minimise work loads

·       Oversee that all documentation / databases relating to works are correctly and efficiently used, assisting with adaptation of systems where required, to help personnel carry out work efficiently

·       Assist / monitor training of staff with related systems

·       Coordinate COSHH and RAMS renewals/reviews every 2 years or wherever there has been a related incident or update

·       Assist finance admin with carbon footprint submissions online, environmental and waster registers

·       Carry out specific focus audits / spot checks (in addition to audit schedule) where concerns regularly arise and develop further actions where necessary

·       Carry out and coordinate emergency desk top scenarios

·       Assist regularly with site audits and monthly checks within yard, stores and offices

·       Assist with maintaining HR legal requirements within terms and conditions of employment

·       Carry out checks on emergency folder and requirements on company eg fire extinguisher renewals, emergency lighting, fire drills

·       Carry out interim fire risk assessment within office/yard/stores and on site where required. (Main head office fire risk assessment suggested externally every 2 years)

·       Monthly management meetings minute taking, reporting on management system and following up on actions. Followed by collation of info and creation of agenda for next month.

·       Regular review of objectives, checking works taken on and HSEQ targets

·       Updates to job description and training matrix requirements also overseeing system operating as should

·       Van pack renewals

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Qualifications, Authorisation and Experience:

·       Minimum 3 years’ experience working with Health and Safety / Environmental / Quality systems

·       Accurate and efficient typing skills

·       Competent in use of Microsoft word, excel, access, PowerPoint, project

·       Business administration qualification preferable

·       Good experience all round within office environment preferably construction industry based

·       Driving license

·       Quality qualification

·       Auditing qualification

·       Health and Safety and Environmental qualification advantageous

HSEQ Responsibilities:

·       Ensure safe storage and usage of materials and equipment within the office

·       Waste correctly disposed of in accordance with legislation

·       Ensure safety of all personnel within office areas

·       Ensure any visitors are signed in and inducted where necessary

·       Report any accidents or near misses and assist with compiling investigation reports where necessary

·       Identify, segregate and dispose of any non-conforming materials and equipment

·       Advise managers and HSEQ representatives on compliance of external requirements

·       Follow PLPC Management System and procedures

·       Ensure all work is being carried out according to PLPC management system

·       Good awareness of CDM, certification/standard, IMS and customer requirements

·       GDPR and secure system requirements

Attributes:

Efficient, well organised and good attention to detail. Ability to communicate with all levels. Good timekeeping and language skills. Reliable, honest and trustworthy.

Additional Notes:

Assist with other office and reception duties eg answering calls, reception enquiries, typing, photocopying etc. Ability to assist with website, contract works, training, sales/purchases, insurance, utilities, timesheets, accommodation and meeting requirements. Offer and assist with any other additional administrative work where required.