SHEQ Administrator

Position Title

SHERQ Administrator (Safety, Health, Environment, Risk and Quality)

Department

SHERQ

Reporting To

SHERQ Officer / SHERQ Manager

Location

Cape Town, Western Cape, South Africa

Employment Type

Permanent

POSITION PURPOSE

The SHERQ Administrator provides administrative and coordination support to the SHERQ department within a steel manufacturing environment. The role ensures accurate record keeping, efficient documentation control, and effective tracking of safety, health, environmental, risk, and quality processes.

The incumbent plays a key support role in maintaining compliance with statutory requirements, ISO systems, and internal SHERQ procedures by ensuring that all documentation, reports, and registers are accurate, up to date, and audit ready.

KEY RESPONSIBILITIES

SHERQ Documentation Management

• Maintain and control all SHERQ documentation, including policies, procedures, and records.
• Ensure proper filing (electronic and manual) of SHERQ-related documents.
• Update and distribute controlled documents to relevant departments.
• Ensure version control and document traceability in line with ISO requirements.
• Maintain document registers and archives.

Incident and Accident Administration

• Capture and log all incidents, accidents, and near-misses.
• Maintain incident registers and tracking systems.
• Assist in compiling incident reports and investigation documentation.
• Track corrective and preventive actions (CAPA) until closure.
• Ensure timely submission of incident-related documentation.

Audit and Compliance Support

• Assist in preparation for internal and external SHERQ audits.
• Maintain audit records, findings, and corrective action logs.
• Track audit non-conformances and follow-up actions.
• Compile audit packs and supporting documentation.
• Support ISO 45001, ISO 14001, and ISO 9001 compliance requirements.

Training Administration

• Maintain SHERQ training records and attendance registers.
• Schedule training sessions in coordination with SHERQ team.
• Track employee training compliance and expiry dates.
• Assist in arranging induction and refresher training sessions.
• Maintain training certificates and competency records.

Risk and Safety Registers

• Maintain risk assessment registers and updates.
• Assist in updating hazard identification records.
• Track implementation of risk mitigation actions.
• Support maintenance of safety observation registers.
• Ensure accurate and up-to-date risk documentation.

Environmental and Quality Records

• Maintain environmental monitoring records and reports.
• Assist in tracking waste management documentation.
• Maintain quality inspection records and non-conformance reports.
• Ensure proper filing of environmental compliance documentation.

Reporting and Data Management

• Compile weekly and monthly SHERQ reports.
• Assist in preparing dashboards and performance statistics.
• Capture and analyse SHERQ data for reporting purposes.
• Maintain accurate databases for incidents, audits, and inspections.
• Provide administrative support for management reports.

Contractor and Visitor Administration

• Maintain contractor SHERQ documentation and compliance records.
• Assist with contractor induction records and permits.
• Ensure visitor safety documentation is completed and filed.
• Support contractor compliance tracking systems.

Meetings and Communication Support

• Schedule SHERQ meetings and prepare agendas.
• Take minutes during SHERQ committee meetings.
• Distribute meeting minutes and track action items.
• Follow up on outstanding SHERQ actions.

System and ERP Support

• Capture SHERQ-related data into ERP or SHERQ management systems.
• Ensure accuracy and integrity of system records.
• Assist in system updates and improvements.
• Support digital transformation of SHERQ documentation.

Health, Safety and Compliance

• Ensure compliance with Occupational Health and Safety Act (OHSA).
• Adhere to ISO 45001, ISO 14001, and ISO 9001 documentation standards.
• Maintain confidentiality of SHERQ information.
• Report any non-compliance or risks to SHERQ management.

General Administrative Support

• Provide general administrative assistance to SHERQ Officers and Managers.
• Manage correspondence, filing, and office coordination.
• Assist with procurement of SHERQ-related stationery and materials.
• Support day-to-day departmental operations.

Any other duties which may be reasonable required, due to the operational requirements of the business.

QUALIFICATIONS

Minimum Requirements

• Grade 12 (Matric).

Preferred Qualifications

• Certificate or Diploma in:
• Office Administration
• Safety Management
• Environmental Management
• Business Administration

Advantageous Training

• Basic SHERQ awareness training.
• ISO 45001 / ISO 14001 / ISO 9001 awareness.
• Incident reporting or safety administration training.

EXPERIENCE

Minimum Requirements

• 1–3 years’ administrative experience.

Preferred Experience

• Experience in SHERQ, safety, or compliance administration.
• Exposure to manufacturing, steel, mining, or industrial environments.
• Experience with document control systems and audit preparation.
• Experience using ERP or safety management systems.

KNOWLEDGE REQUIREMENTS

The incumbent should have knowledge of:

• Basic SHERQ principles (Safety, Health, Environment, Risk, Quality)
• Document control and filing systems
• Incident reporting processes
• ISO management systems (basic understanding)
• Occupational Health and Safety Act (basic awareness)
• Data capturing and reporting systems

SKILLS AND COMPETENCIES

Technical Skills

• Document management and filing.
• Data capturing and reporting.
• Microsoft Office (Excel, Word, Outlook).
• Record keeping and administration.
• Report formatting and coordination.

Behavioural Competencies

• High attention to detail.
• Strong organisational skills.
• Ability to work under pressure.
• Time management.
• Integrity and confidentiality.
• Good communication skills.
• Reliability and consistency.

KEY PERFORMANCE AREAS (KPAs)

Key Performance Area

Performance Measure

Document Control

Accuracy and up-to-date records

Incident Administration

Timely capture and tracking

Audit Support

Readiness and completeness of records

Training Records

Accuracy and compliance tracking

Reporting

Timely submission of SHERQ reports

Risk Registers

Updated and maintained records

Contractor Administration

Compliance documentation accuracy

Meeting Support

Accurate minutes and follow-ups

Data Management

System accuracy and integrity

General Admin

Efficiency and responsiveness

DIRECT REPORTS

This position has no direct reports.

AUTHORITY LEVEL

The SHERQ Administrator is authorised to:

• Capture and maintain SHERQ data and records.
• Request information from departments for SHERQ documentation.
• Schedule meetings and training sessions.
• Escalate compliance issues to SHERQ Officers or Manager.
• Maintain controlled documents within assigned systems.

WORKING CONDITIONS

• Office-based role within an industrial manufacturing environment.
• Exposure to operational plant environment during inspections or audits (limited).
• Deadline-driven work, especially during audits and reporting cycles.
• Occasional overtime during compliance or audit preparation periods.

SUCCESSION PATH

This position may progress to:

• SHERQ Officer
• SHERQ Coordinator
• Compliance Administrator
• Safety Administrator / Document Controller

Pay: R10 000,00 - R12 000,00 per month

Education:

• High School (matric) (Required)

Experience:

• ISO Document Control: 1 year (Required)
• SHERQ, Safety or compliance Administration: 1 year (Required)

Work Location: In person