Global Health

GENERAL DESCRIPTION

The Global Health & Safety Specialist is a key support role within the Global H&S Team, providing high-quality administrative, organisational and systems support to enable the effective delivery of the Global Health & Safety Strategy. Based within the global function, the role focuses on:

•Ensuring robust document management, records and action tracking.

•Supporting assurance activities, training delivery and events.

•Acting as an administrator and "super user" for global H&S IT systems.

This role works closely with the Global H&S Director and Global H&S Leads (Implementation, Systems & Assurance, ERCM, Safety by Design, Data & Communication) to support a consistent, well-governed and learning-focused H&S function across all Business Units and projects.

MAIN ACCOUNTABILITIES

Administrative Support to Global H&S Team

• Provide comprehensive administrative support to the Global H&S team, including scheduling, meeting logistics, minutes, and follow-up of actions.

• Support the organisation of global H&S forums, committees, workshops and communities of practice, ensuring agendas, materials and records are well prepared and stored.

• Assist with departmental procurement processes (e.g. raising purchase requests, managing invoices, coordinating with suppliers). 2. Document Management and Records

• Maintain a structured and accessible document management system for Global H&S (policies, standards, procedures, guidance, templates, reports).

• Ensure H&S records (e.g. training, audits, inspections, management reviews, actions) are complete, accurate and kept up to date in line with company and ISO requirements.

• Support document control activities, including version control, approvals and archiving. 3. Action Tracking and Follow-Up

• Maintain and monitor central action logs arising from audits, inspections, reviews, incidents, campaigns and governance meetings.

• Coordinate with Global H&S Leads and country/project H&S teams to track progress, deadlines and closure evidence.

• Prepare regular summary reports on action status for Global H&S leadership. 4. H&S IT Management System Administration

• Act as administrator / super user for global H&S IT tools and systems (e.g. incident management, action tracking, training records, document control).

• Support user management (access, permissions), configuration changes (e.g. forms, fields, workflows) as directed by Global H&S Leads.

• Liaise with IT / BPE and system providers to log issues, support enhancements and tests, and help implement updates.

• Provide basic user support and guidance to H&S colleagues and other stakeholders. 5. Support to Assurance Activities

• Support lead auditors and inspectors during assurance activities as a participating member of audit and inspection teams.

• Assist with preparation of audit plans, checklists and documentation, and with capturing evidence and observations.

• Help compile audit reports and action plans, ensuring appropriate filing and follow-up. 6. Support to H&S Training Delivery and Events

• Support the planning, logistics and administration of H&S training delivery (e-learning, workshops, drills, exercises).

• Maintain training records and support tracking of training completion and competency requirements.

• Assist in the production of H&S presentations and events, including slide preparation, materials, invites and attendee tracking.

ACADEMIC BACKGROUND

College/Graduate level education or equivalent LANGUAGES Candidates must be fluent in English both spoken and written. Other languages (e.g. Spanish, French, Polish, Korean, Portuguese) will be highly valued.

PROFESSIONAL EXPERIENCE

• Experience in an administrative, coordination or support role in a technical, operational or corporate environment.

• Experience in Health & Safety, utilities, infrastructure, energy or another high-risk industry is desirable but not essential, provided there is strong motivation to develop in H&S.

• Proficient IT user with strong skills in Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams).

• Experience working with business systems (e.g. H&S management systems, training or action tracking tools) is an advantage.

• Experience with SharePoint and/or other document management systems.

SKILLS

• Strong organisational skills with the ability to prioritise and manage multiple tasks.

• High attention to detail and commitment to accuracy and completeness.

• A self-starter with a proactive and practical approach.

• Genuine interest in health, safety and supporting others to work safely.

• Good verbal and written communication skills in English.

• Ability to build effective working relationships across functions, countries and cultures.

• Team player, comfortable working in a hybrid, international environment.

• Ability to learn new systems and processes quickly.

• Willingness to develop deeper H&S and systems knowledge over time.

OTHER REQUIREMENTS

Based in Edinburgh or Madrid, with potential need to travel domestically and internationally. A hybrid work home/office policy is in place.