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Join to apply for the EHS & Energy Systems Administrator role at Vhi
The Vhi People & Sustainability Operations team (Services) have a full-time permanent vacancy for the role of an EHS & Energy Systems Specialist based in Dublin.
The successful candidate will be responsible for the administration and coordination and documentation control of all operations activities with specific focus on ISO standards around Energy, Environmental and H&S activities across the Group and for coordinating and administering of specialist project around new document management software systems to assist in managing ISO systems (or other systems), audits and reports. You will work within the P&S Operations (Services) team working closely with the H&S manager and the Environmental and Energy specialists. This role reports directly to Head of Services.
Role Purpose
* Responsibility for the administration of the Vhi Group ISO Standards 45001 (aligned to standard), 14001 Environmental, 50001 Energy & FM and Property as required.
* Maintain, organise and update documents for the business in conjunction with the owner of the documents.
* Implement and assist in the developing and migration of documents to new documentation control software system (MEG or future alternative system).
* Assist and collate data sets for repositories or current software documentation systems.
* Use the document management software to upload or scan paper documents, retrieving documents for authorized personnel and ensuring document storage to comply with laws and regulations.
* Collect and register all technical documents such as drawings, audits, risk registers, corrective actions in the company’s system.
* Review and update documents for maintenance and quality control
* Maintain confidentiality regarding sensitive documents.
* Establish and maintain record retention timelines.
* Organise, keep minutes and attend numerous meetings across the business around document control and updates on audits and corrective actions or other meetings as required.
* Administer the day-to-day documentation control and administration tasks associated with Energy, Environmental and Health & Safety.
* Provide Group Insurance with incident and accident data from software system as becomes available.
* Assist in coordination and administration of training requirements and record as part of ISO.
* Assist as and when instructed by Head of Services the entire operations team on any ad-hoc duties or requirements in relation to the operations team or office administration duties as required.
* Assist in Internal Audits for ISO accreditation audits as necessary, filing audit reports, drafting audit reports, assisting in compiling dashboards, reports and quality assurance checks on data as required and train as an internal auditor within the role.
Key criteria
Education and experience
* Third Level degree qualified preferable or qualifications in business administration.
* Experience or qualification in Health & Safety, Environmental or Energy a distinct advantage.
* At least two years in a similar role around ISO documentation control, management and administration (Interaction with risk, H&S, Environment and Energy a distinct advantage)
* Experience in working with document control/quality control software systems required.
* A strong business acumen and willingness to learn.
* SharePoint experience desirable.
Interpersonal skills and ability
* Highly numerate and analyticalwith a structured and organised mindset
* Excellent communication skills, both written & verbal
* Ability to work on own initiative but also as part of a team
* Strong organisational skills with excellent attention to detail.
* Strong influencing skills with a proven ability to proactively seek solutions
* Advanced word, excel and PowerPoint required.
* Strong knowledge on quality or document control software systems
* Report writing experience desirable.
* Demonstrated alignment to the Vhi values
Vhi is an equal opportunities employer.
Seniority level
* Seniority level
Entry level
Employment type
* Employment type
Full-time
Job function
* Job function
Information Technology
* Industries
Insurance
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