Quality, Health, Safety, Environment and Energy

Company Description

SGS is the world's leading inspection, verification, testing and certification company. SGS is recognized as the global benchmark for quality and integrity. SGS operates a network of over 2,600 offices and laboratories around the world.

Job Description

Reporting Line

• Administratively to GBS IOS Manager; Operationally to Affiliate QHSSE Manager

Primary Responsibilities

• To work as part of the Affiliate QHSSE team providing a key administrative support function that will assist in the delivery of a cohesive, efficient and secure QHSSE transactional service to all parts of the Affiliate business.
• Supporting the Affiliate QHSSE team in general day-to-day administration of the department.

Specific Responsibilities

• At all times, complies with SGS Code of Integrity and Professional Conduct.
• Supplier Database
• Maintain the Affiliate QHSSE supplier assessment database through the issue and recovery of supplier questionnaires to ensure that the central supplier approved supply list always reflects work in progress.
• Complete desk-based supplier screening process on questionnaires supplied.
• Maintaining QHSSE Learning Pathway Campus User groups.
• QHSSE Software User Administration (starters, leavers and changes).
• Weekly report generation for interface with QHSSE Power BI tools.
• Document Control
• Implementing change requests, amendment and management of documentation updates– as a centralized Document Coordinator.
• Asset Data Management
• Maintenance of the asset database and equipment activity records.
• General QHSSE data entry into various systems including Q Pulse, Crystal, Chemanager.
• Inputting national QHSSE KPI data into Crystal
• Non-Conformities raised through audits executed by the Affiliate QHSSE Team
• Audit report records and maintenance of the audit programming database
• Generating management of change records and actions
• Respond to queries whenever possible or distribute to the correct members of the QHSSE team or other departments within Affiliate to ensure queries are responded to quickly and customer satisfaction is maintained.
• Promptly follow-up and respond to enquiries from internal customers in a timely manner to maintain efficient and effective communication on QHSSE matters.
• At all times, adopt a safe behavior by exercising due regard for the health and safety of yourself, colleagues and clients, in line with the Company's policies and procedures.
• Ensure full compliance with the Company's Code of Integrity & Professional Conduct, and at all times adopt behavior in accordance with Affiliate's Equality & Diversity policy.
• Maintain focus on key accountabilities through peaks in workload and unforeseen demands.
• Build good working relationships with a great QHSSE team and earn the trust of employees and managers by offering a professional and accurate QHSSE administration service involving going above and beyond to help solve problems.
• Interacts with other colleagues to achieve Team objectives.
• Performs other related duties as may be assigned either in collaboration of departmental goals or for his/her personal or professional training, education or development as programmed by his/her Line Supervisor.
• Ensures work area in GBS is kept clean and presentable at all times.
• Remains familiar with SGS quality assurance procedures.
• Complies to all SGS QHSE and HR policies and procedures.

Qualifications

Profile

• Must have at least a University and or College Degree or have completed an equivalent Technical/Vocational course.
• Previous administrative experience, gained in a busy office environment.
• Previous experience working in a customer focused environment, to tight deadlines.
• Experience working in a secure and confidential environment.
• Experience of working with QHSSE systems/databases a plus.

Required Skills

• Must possess good oral and written communication skills in English.
• Excellent working knowledge of Microsoft Excel and Word.
• Ability to extract data and manipulate/analyze information, particularly in excel using pivot tables and conditional formatting, etc.
• Excellent attention to detail while working to tight deadlines.
• Ability to work in a secure and confidential manner which is required within a QHSSE department.
• Able to work flexibly, learn quickly and adapt to changing demands and priorities.
• Excellent communication skills, both verbal and written, including the ability to deal with colleagues at various levels within the organization.
• Ability to see things from the customers point of view and ensure they receive a professional, friendly, quick and accurate service at all times.
• Able to demonstrate a commitment to customer service.
• Team player.
• Able to build certainty, respect, and confidentiality.
• Acts quickly and conclusively.
• Though rare, able work on weekends and on rotation shift basis (Morning, Mid or Night Shift) as needed.