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Administrative Assistant
3 weeks ago
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**Company**: Otraco International Pty Ltd
**Location**: Kewdale WA
**Jobtitle**: Administrative Assistant - Injury Management
**Reportingto**: National Health & Injury Management Advisor
**Primary objective**:
To provide accurate and timely administrative support to the HSEQ Department and Otraco site personnel. This person will need to possess initiative and drive and demonstrate a high level of attention to detail, ability to prioritise work and meet deadlines.
**Specifically, the role is accountable for**:
- Producing high quality scheduled NIMA monthly reports on time
- Publishing NIMA Health bulletins and alerts to our business.
- Managing and coordinating the required medical assessments and clearances across WA, NSW and QLD.
- Adhoc injury management support to the National Injury Management Advisor, including data recording.
COMPANY VALUES
Work in accordance with the Otraco values and demonstrate commitment, active involvement and leadership regarding safety, client, people and financial accountabilities.
OVERALL OBJECTIVES
- Manage the required medical assessments and clearances processes across WA, NSW and QLD to ensure currency of all site-based employees
- Monitor and maintain NIMA communications in Donesafe and follow-up missing acknowledgements.
- End of Month Reporting
- Provide Frequency rates and graphing.
- Collate the regional data for the monthly reports.
- Prepare statistical reports for distribution as required.
- Maintain the Emergency plans and procedure for the Office (Reviewed annually or as required).
- Safety Statistics for tenders as required.
- Maintain the Lost time Register.
- Produce and distribute toolbox talks and bulletins following guidance from HSEQ personnel as required.
- Assist with maintaining the Otraco Management / Quality System to ensure correctness of documents.
- Other responsibilities that may be required of the role as requested by National Injury Manager and HSEQT Superintendent.
TECHNICAL OBJECTIVES
- Enter all Preliminary injury data into the Donesafe database.
- Maintain Donesafe with accurate and current incident data and actions as required.
- Ensure Donesafe “action list” is monitored and maintained.
- Assist in ensuring that corrective action requests, hazard entries in Donesafe and other pro-active tools are being satisfactorily completed and advise HSEQT Manager and HSEQT Superintendent where deficiencies are identified.
- Maintain accuracy in information provided.
- Comply with legislation and both Otraco and Client requirements.
HEALTH, SAFETY, ENVIRONMENT AND TRAINING OBJECTIVES
- Actively promote a HSE culture across the region and lead by example.
- Ensure that all personnel work safely and comply with Otraco procedures and legislative Requirements.
- Assist with the investigation of hazards, incidents and unsafe work conditions and equipment, and implement actions to eliminate or reduce risks to acceptable levels.
- Ensure that all procedures are communicated, understood and complied with by all personnel.
- Review and recommend improvements to existing procedures, to encourage the adoption of best practice and standardisation across all Otraco operations.
**COMMUNICATION, TEAM AND RELATIONSHIP OBJECTIVES**:
- Promote HSET - commitment to the business responsibility to provide and maintain a safe working environment for all employees.
- Integrity and Ethical Behaviour - make every effort to be fair, honest, reliable and professional in the work environment.
- Cooperation and Teamwork - work effectively with all stakeholders to deliver optimum outcomes.
- Value Creation - focus on creating shareholder value by working safely and collaboratively.
- Client Relationships - being able to sustain maximum output with mínimal risks to ensure Client relations are preserved.
- Our People are Our Advantage - invest in individual development, promote genuine diversity and provide recognition, encouragement and direction through positive leadership.
- Innovation and Problem Solving - proactively look for improvements in processes, systems and procedures.
- High Performance - set achievable goals with an aim to reach, maintain and even surpass expectations.
**Job Specification**: (essential or desirable qualities required - i.e. education, knowledge / skills)
ESSENTIAL
- Good communication (written and oral) and facilitating skills.
- Competent computer user familiar with data bases, spreadsheets, and word processing packages.
- Provide p
