Job Description

Hillhouse Group is a family-owned business operating throughout Scotland. The company is a major supplier of aggregates, asphalt, readymix concrete, concrete products and road surfacing and civil engineering services to the construction industry and civil engineering sectors.

We are seeking a proactive and detail-oriented Administrator to join our Safety Department. This role supports the day-to-day administrative functions of the safety team by assisting with the coordination of safety documentation within our internal management system, reporting, scheduling, and communication. The successful candidate will play a key role in ensuring that safety operations run smoothly, supporting the team in maintaining a safe working environment for all employees.

Main Duties and Responsibilities:

Safety Documentation Management:

Assist in the preparation, filing, and organisation of safety-related documentation, including risk assessments, method statements, safety inspections, and incident reports. Ensure all safety documents are accurately recorded, updated, and easily accessible. Maintain a system for tracking safety-related training certifications, ensuring timely renewals and compliance.

Scheduling and Coordination:

Coordinate and schedule safety training sessions, inductions, and safety audits. Help organise and track the completion of safety inspections and audits across different sites. Support the Health and Safety Manager with the scheduling of safety meetings and reporting deadlines.

Communication and Reporting Support:

Assist in the preparation of safety reports, incident logs, and accident investigations for internal records and regulatory requirements. Help with communication between the safety department, site managers, contractors, and regulatory bodies. Distribute safety updates, notices, and bulletins to the workforce to ensure awareness of policies, procedures, and ongoing safety initiatives.

Data Entry and Record Keeping:

Ensure accurate data entry for safety performance metrics, incident logs, and compliance reports. Assist in maintaining records of site safety statistics, training logs, and compliance documents. Track and update safety-related equipment and PPE inventories, ensuring availability and readiness.

Support in Safety Audits & Inspections:

Assist in preparing documentation for safety audits and inspections by ensuring that all required information is up to date and organised. Accompany safety officers on site visits, audits, and inspections as required, taking notes and helping to document findings.

General Administrative Support:

Provide general administrative support to the Health and Safety Manager and team members as required. Handle incoming inquiries, manage safety-related correspondence, and assist with general office duties. Maintain filing systems and ensure confidentiality of sensitive safety-related information.

Skills and Qualifications:

Education:

A relevant administrative qualification or coursework in health and safety and / or operations is desirable.

Experience:

Previous experience in an administrative role, preferably in construction, quarrying, or a safety-related field. Familiarity with safety protocols, health and safety regulations, and industry standards is advantageous. Proficiency with office software such as Microsoft Word, Excel, and PowerPoint.

Skills:

Excellent organisational and time-management skills. Strong attention to detail and accuracy in managing documents and data. Good written and verbal communication skills. Ability to work under pressure and meet deadlines. Familiarity with safety management systems and software is a plus.

Person Profile:

Strong work ethic, with the ability to handle multiple tasks efficiently. A proactive and self-motivated individual with a positive attitude. Ability to work as part of a team and build strong working relationships. Strong problem-solving skills and ability to manage routine administrative tasks independently. A commitment to maintaining high standards of safety and organisational integrity.

Why Join Us?

Competitive salary and benefits package. Opportunities for career growth and professional development in the safety field. Supportive and collaborative work environment. Be part of an organisation dedicated to ensuring the health, safety, and well-being of its employees and contractors.

Benefits:

24 days annual leave plus 8 bank holidays Company pension Life insurance Cycle to work scheme Health & wellbeing programme On-site parking

Location:

The base location for this role will be dependent upon the location of the successful candidate. Our offices are based in Troon, Glasgow and Glenrothes.

This role is ideal for someone looking to start or build a career in health and safety within the construction and quarrying industry. If you are a detail-oriented, organised individual with an interest in safety, we encourage you to apply!

Hillhouse Quarry Group Ltd is an equal opportunities employer and positively encourages applications from all suitably qualified and eligible candidates regardless of race, disability, age, sexual orientation, gender or religion.

Please do not apply for this role if you do not currently have the legal right to work in the UK, or if that right is about to expire. We do not offer sponsorship for any vacancies.

We will only contact applicants who are being invited for interview.

Job Type: Permanent

Pay: 28,000.00 per year

Schedule:

Monday to Friday
Application question(s):

Do you have any experience as a Health and Safety Administrator? Which would be your preferred base location: Troon, Glasgow or Glenrothes?
Work Location: In person

Application deadline: 09/07/2025
Reference ID: HQG10/25