Back to search
H&S and Fleet Administrator Vacancy
(Ref: R&P-ADMIN0325)
Location: Swindon, Wiltshire
Type: Full Time
Category: Commercial, Industrial, Government, Health Care, Local Authority, Education
Rate of Pay: £Competitive Hourly Rate of Pay
The Company:
Roberts & Prowse, based in Elgin Industrial Estate, Swindon, Wiltshire, is a Mechanical and Electrical Services Contractor operating throughout the Home Counties, South West & South East of the UK. Due to sustained success and business growth, we are looking to recruit a H&S and Fleet Administrator to support our busy team.
The Role:
The Health & Safety Administrator plays a crucial role in supporting the organisation's commitment to maintaining a safe and compliant workplace. This position involves assisting with the monitoring and management of H&S documentation, ensuring all records are accurate, up-to-date, and readily accessible. The H&S Administrator will be responsible for reporting pertinent data to the respective line managers.
Key responsibilities also include updating and maintaining databases related to health and safety, training records, and compliance documents. The H&S Administrator will collaborate closely with various teams to monitor fleet management activities, ensuring adherence to safety standards and regulations. This role requires strong attention to detail, excellent organisational skills, and the ability to communicate effectively across departments.
You will work predominantly at our Swindon Head Office, with occasional travel to our Bucks Office & Wales Office if required with travel expenses reimbursed. This position is based upon a 6-month probation period.
Duties and Responsibilities:
Fleet Management & Vehicle Administration
-Scheduling vehicle servicing, MOTs, and repairs
-Managing fuel cards and mileage tracking (See Company Fuel Cards Below)
-Coordinating vehicle leasing and rental agreements
-Monitoring vehicle tracking systems to ensure they are working correctly and reporting the correct vehicle
-Managing driver license checks and compliance
-Recording accident reports and insurance claims
-Ensuring compliance with transport regulations
-Weekly vehicle inspection tests logging & maintaining records
-Updating vehicle matrix with correct information from weekly vehicle inspection tests
Company Fuel Cards (e.g., Shell) General Admin Tasks
-Managing fuel card applications for new employees and vehicles
-Assigning fuel cards to drivers and tracking card usage
-Handling lost, stolen, or damaged fuel card replacements
-Ensuring compliance with company fuel usage policies
-Tracking fuel consumption and generating usage reports for management
-Monitoring card expiry dates and arranging renewals
-Coordinating with fleet directors for fuel efficiency analysis
-Ensuring fuel cards are returned and deactivated when employees leave the company
CSCS (Construction Skills Certification Scheme) General Admin Tasks
-Maintaining records of CSCS cardholders and their roles
-Assisting employees with CSCS card applications and renewals
-Scheduling CITB Health, Safety & Environment Tests for employees
-Ensuring all site workers have valid CSCS cards before deployment
DBS (Disclosure & Barring Service) General Admin Tasks
-Processing DBS checks for new employees and subcontractors
-Maintaining a database of employee DBS clearance statuses
-Tracking expiry dates and scheduling periodic rechecks
MOD Clearance Applications and Renewals:
Identify the Need for Clearance
-Determine which employees require security clearance based on project requirements.
-Verify clearance levels needed (BPSS, SC, or DV) with the client or government authority.
Employee Information Collection
-Request and verify full name, date of birth, address history (past 5-10 years), nationality etc.
-Obtain employee consent for background checks.
-Gather identity documents (passport, driving license, birth certificate).
-Collect employment history, including previous roles, employer details, and periods of unemployment.
-Obtain details of any past security clearances.
Criminal Record & Background Checks
-Conduct a Disclosure and Barring Service (DBS) check (Standard/Enhanced where applicable).
-Request a financial background check (credit history) for SC/DV clearance.
-Check any existing government security clearances via the UKSV portal (United Kingdom Security Vetting).
Reference Checks
-Request professional and personal references (for SC & DV).
-Verify any gaps in employment history.
-Confirm educational qualifications where relevant.
-Check any existing government security clearances via the UKSV portal (United Kingdom Security Vetting).
Post-Clearance Administration
-Record and track clearance levels of employees on a month-by-month basis.
-Ensure clearance renewal reminders are set (SC: typically, every 7-10 years, DV: every 5-7 years BPSS 2-5 years).
-Maintain secure storage of clearance documents in compliance with GDPR and MOD security policies.
-Update client or project management teams on clearance statuses as required
Admin Tasks Employee Training Matrix Updates
-Maintain and regularly update the training matrix for all employees.
-Record completed training sessions, certifications, and expiration dates.
-Identify upcoming renewals for mandatory training and schedule refresher courses.
-Ensure compliance with industry regulations and company policies.
-Coordinate with training providers for external courses and certifications.
-Track apprenticeship progress and update records accordingly.
-Manage onboarding training for new hires, ensuring completion of induction modules.
-Notify employees and managers of upcoming training requirements.
-Store training documents and certificates in HR files or digital databases.
-Generate reports on training completion rates and gaps for management review.
-Ensure compliance with health & safety training (e.g., manual handling, first aid, fire safety).
Health & Safety Administration (Whilst working with our H&S Manager)
-Coordinating staff training on health and safety – Toolbox Talks & Log Confirmation of receipt, understanding and acknowledgement.
-Managing accident and incident reports
-Coordinating staff training on health & safety courses & Log eg Asbestos Awareness, Slips, Trips, Falls, Working at Heights, Manual Handling, COSHH etc
-Coordinating LOLER and PUWER equipment for statutory inspections and calibrations.
-Maintaining PPE database.
Our Offer:
£Competitive Salary (Negotiable)
Company Pension Scheme
28 days a year holiday (inclusive of eight recognised Bank Holidays)
Company Mobile
Private Healthcare (After probation period)
Death in Service Benefit (After probation period)
Travel expenses reimbursed
Industry training and development provided
The Person:
To excel in this role, you must demonstrate a high level of professionalism, exceptional organisational skills and the ability to work effectively in a fast-paced environment. The ideal candidate will have:
- Proven experience in H&S and Fleet administrative roles within a fast-paced business environment.
- Strong attention to detail and accuracy in record-keeping and document preparation.
- Excellent communication and interpersonal skills to interact with colleagues and external stakeholders professionally.
- Ability to multitask and manage workload effectively under tight deadlines.
- Competency in IT systems, including Microsoft Office Suite (Word, Excel, Outlook) and database management.
- A proactive and problem-solving mindset, demonstrating initiative and adaptability.
- Ability to maintain discretion and confidentiality at all times.
- No previous offences, with a DBS check an advantage, to support MOD clearance for handling SC & DV application processes for our skilled engineer workforce.
A full UK driving licence is essential, as occasional travel between our offices may be required. Primarily based at our Head Office in Swindon.
How to Apply:
Ready to join our team and contribute to our growing success? Please submit your CV below.
We’re excited to learn more about you and your skills! If your application is shortlisted, a member of our recruitment team will be in touch to discuss the next steps.
Thank you for considering Roberts & Prowse as your next career move.
