SHE Co-Ordinator (Eastern Cape) at Sun International

Main Purpose of the Job

• The SHE Co -Ordinator will be responsible for the consolidation  of SHE  information from the various business areas for reporting purposes and to provide administrative  and general support to the department to ensure the seamless implementation and consistent delivery of services provided by the department to all clients and stakeholders, in line with legislative compliance and regulations.

Core & Personal behavioural competencies

• Analytical skills
• Planning and co-ordination
• Handling information / following instructions
• Clerical Administrative functions
• Problem-Solving
• Checking / attention to detail
• Writing formal correspondence
• Take initiative
• Dealing with customers / stakeholders

 Technical / proficiency competencies

• Conformance to Internal Standards
• Sun International Structure and Channels
• Communication skills – written and verbal
• Computer Literacy (MS Office)
• IFS (Purchase requisitions)
• Professionalism and Image
• Report writing
• Knowledge of SHE legislation and standards
• Knowledge of Kronos is an advantage

 Outputs

Office Administrative Support

• Provide administrative support to the SHE department (including e-mails, mail and telephone)
• Allocate and reconcile supplier invoices correctly and resolve all queries
• Submit expense claims to the Finance department as per company policy and procedures.
• Monitor staff leave as per department norms and company policy.
• Capture staff rostering into the system and distribution and communication of rostering schedules
• Order stationery, paper and other consumables (as per company procedures), ensuring availability on demand.
• Store confidential documents for safe keeping
• Troubleshoot and resolve issues with assigned clients and stakeholders, or escalate to relevant team members.
• Coordinate the flow of paper and electronic documents to the appropriate parties
• Follow through on outstanding issues and action lists from minutes
• Liaise with travel

 SHE Administrative Coordination

• Conduct research into relevant SHE activities, regulations and amendments
• Co-ordinate and compile newsletters / minutes/ presentations for communication with various stakeholders
• Develop a filing system (including records and reports) that enables others in the department to be able to access required documents from a reporting perspective
• Follow up with team members for SHE information from the business units
• Schedule audits with external stakeholders
• Update relevant registers on the Health and Safety and Environmental management system
• Enforce document control and control of records
• Coordination of inductions process for contractors and other companies working on site. Including the safety file inspection
• Assist in awareness day coordination
• Capture, consolidate and maintain SHE data in the SHE information system towards reporting for the business unit – including sustainability reporting on Safety Health and
• Environmental data and other requirements

 Meeting Co-ordination

• Send out meeting invitations in advance to stakeholders (within reasonable time period to accommodate delegates).
• Complete and distribute agenda and minutes timeously.
• Book meeting venues according to meeting requirements – number of people, equipment, times, access to floor, accessibility, refreshments, and time frames.
• Co-ordinate required equipment and ensure all in working order e.g. Air Conditioning, Laptop, Proxima etc.
• Arrange catering in line with RSVP’s and dietary requirements of the attendees.

 Job Complexity

 Know How

• Knowledge required involves the practical application of work procedures and processes.
• Planning is generally on a short-term basis (within 3 months) and within regular activity cycles.
• Communicates, co-ordinates and interacts with others in the value chain to deliver results.
• Manages one’s time and resources to ensure that objectives are achieved effectively and on time

 Problem Solving

• Interprets requirements in terms of services available and the applicable constraints.
• Takes initiative in making decisions which are made within well-defined, somewhat diversified procedures and limits of authority.
• Considers all the facts, options and possible outcomes prior to making decisions.
• Works independently, and is orientated towards solving customer queries.

 Accountability

• Takes ownership of enquiries, requests and requirements until resolution.
• Follows laid-down policies and procedures at all times, operating in line with rules, regulations, system parameters and internal controls.
• Interprets regulatory requirements in terms of services available and facilitates operational processes.
• Refers problems falling outside parameters to the team leader/manager for resolution.

Requirements

Education, experience and competencies required

• Grade 12
• Secretarial Diploma is an advantage
• A minimum of 2 years administrative / secretarial functions
• Exposure to and understanding of implementation of OHSAS 18001