Safety & Administration Officer – Duty List
Daily
- Record and maintain Material Safety Data Sheets of inventory.
- Compile and maintain Safe Work Method Statements onto network drive (current safety file)
- Liaise with site contacts/contractors and ensure all compliance issues are met eg. Public liability insurance, licensed, white card etc.
- Data entry and general administration tasks.
- Check and action emails
- Oversee recording of workplace health and safety legislation compliance and monitoring.
- Provide administration support to Manager of Works and Services, Works Supervisor, safety representatives and other relevant staff.
- Data entry and other general administration tasks.
- Ensure all enquiries are conducted in a timely and professional manner.
- Maintaining accurate databases and records.
- Collate daily timesheets of works crew for signing by Works Supervisor.
- Maintain records and reports of accidents, incidents, injuries, property damage and mishaps at the workplace. Logging of incident reports in book provided and recorded.
- Registration of incoming and outgoing correspondence.
- Provide professional customer service by providing accurate information and effective assistance in a timely manner.
- Maintain file records and orders.
- Ensure sufficient supplies of coffee, tea, sugar, milk etc. is maintained in the works depot.
Weekly
- Record vehicle pre-starts and log faults on S:/ network drive
- Maintain pin up safety board with incoming Safety Alerts.
- Improve works administration processes to ensure compliance.
- Identify and implement strategies to improve workplace safety and health.
- Co-ordinate and maintain PPE and uniform orders for outside staff.
- Assist and maintain workers compensation documentation and return to work programs.
Fortnightly
- Prepare and submit fortnightly timesheet.
- Document inductions for new employees and contractors and supply documentation to payroll officer for filing.
- Manage and maintain small tool and minor plant registers.
Monthly
- Co-ordinate and attend Toolbox Safety meetings and preparation and distribution of Agenda and Minutes – Works Crew.
- Depot inspections to meet safety compliance, and log data onto network drive
- Record and distribute WHS Meeting minutes and preparation of OSH Agenda and follow up actions, schedule calendar invitations to committee meetings.
- Monitor, coordinate test and tagging of shire equipment eg. Fire extinguishers, defib and electrical equipment with safety requirements.
- Maintain, review and update staff training register.
- Manage training schedules and booking courses and testing eg. First Aid qualifications, Traffic Management, White card, safety courses, driver training and supply certificates to payroll for recognition.
- Arranging and co-ordinating staff meetings.
- Inspect Shire buildings and ensure safety compliance procedures are met eg. RCD testing logbook, Asbestos Register,
- Logging traffic management plans and diaries
- Maintain status report and follow up actions on hazards identified in safety audits.
- Undertake emergency evacuation drills at depot and administration office.
- Prepare list of staff training requirements for annual budget preparation and estimated cost in consultation with Manager of Works and Services.
- Co-ordinate health and wellbeing program including vaccinations, hearing tests, skin checks.
- Complete monthly and annual stocktake of sundry materials and PPE for expiration and re-ordering.
- Manage and maintain plant and equipment registers including monitoring usage and arranging servicing.
- Review Hazardous Substances Registers.
Title
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Safety & Administration Officer
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Department
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Works
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Award
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Local Government Industry Award 2010
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Parttime
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30 Hours Fortnight
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Level
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2 Step 1 - Local Government Industry Award 2020
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- The Safety and Administration Officer will oversee recording of workplace health and safety legislation, compliance and monitoring and provide support to the Manager Works and Services, Works Supervisor, depot staff, safety representatives and other staff.
- Liaison with site contacts and processing relevant documentation.
ORGANISATIONAL RELATIONSHIPS
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Reporting to: Manager Works & Services
Works Supervisor
Responsible for: Nil
Liaison with: General public including ratepayers and residents, suppliers of goods and services, contractors, government departments, Councillors & staff.
Workplace Health and Safety Management
- Schedule WHS meetings and send calendar invitations to committee members.
- Prepare WHS Committee Agenda and minutes and follow up actions from meetings.
- Maintain status report and follow up actions on hazards identified in safety audits.
- Maintain safe work practices, procedures and records.
- Undertake emergency evacuation drills at depot, administration office and public buildings.
- Coordinate test and tagging of shire equipment. Coordinate delivery of organisational safety related initiatives as required.
- Maintain records and reports of accidents, incidents, injuries, property damage and mishaps at the workplace.
- Co-ordinate uniform orders for outside staff.
- Document inductions for new employees and contractors.
- Assist Administration Officer with workers compensation and return to work programs.
Records Management
- Registration of incoming and outgoing correspondence.
- Ensure accurate records are maintained.
Training
- Maintain, review and update staff training register.
- Arrange and coordinate works staff training.
- Prepare list of staff training requirements for annual budget preparation and estimated cost in consultation with Manager of Works and Services.
- Coordinate health and wellbeing program including vaccinations, hearing tests, skin checks.
Works Administration
- Provide professional customer service by providing accurate information and effective assistance in a timely manner.,
- Provide general administration support to Works Supervisor.
- Organise regular toolbox meetings.
- Complete monthly and annual stocktake.
- Manage and maintain plant and equipment registers including monitoring usage and arranging servicing.
- Manage and maintain small tool and minor plant registers.
- Maintain file records and orders.
- Review Hazardous Substances Register.
Other duties
- To assist the Manager Works and Services, Works Supervisor and administration staff to ensure excellent service is provided to customers. Collect, open & process all incoming mail as per Council procedures
- Collaborate with administration staff to organise social activities and events with inside and outside teams.
Occupational Safety and Health
- Comply with the Shire’s Risk Management Policy Procedures;
- Conform with the duty of care requirements, ensuring their own safety and that of others, through the prevention of any adverse acts or omissions;
- Comply with the safety procedures and directions agreed between management and employees with nominated or elected safety and health representatives
Risk Management
- Comply with the Shire’s risk management policies and procedures; and
- Responsible for reporting possible risks in relation to operational procedures.
Skills
- Developed administrative, written, verbal and interpersonal skills
- Highly organised and ability to work effectively within a team environment
- Ability to take initiative and problem-solving skills.
- High level of organisational and time management skills.
- High level of commitment to safety.
- Knowledge of workplace health and safety will be highly regarded.
- Ability to work effectively in a team environment, accept responsibility and work with limited supervision
- Sound knowledge of Microsoft Office including Word documents and spreadsheets.
Knowledge
- Working knowledge of administration and office procedures.
- Developing knowledge of records management policies and procedures.
- Demonstrated customer service ability.
Experience/ Qualifications
- Current ‘C’ Class Driver’s licence
- Operates under the general direction of the Manager of Works and Services and Works Supervisor.
- Authority to sign documents and purchase orders as delegated;
- Exercises a degree of autonomy however, freedom to act is governed by role, policy and budget constraints.