Toyota Tsusho Corporation
Location
Portsmouth, Hampshire | United Kingdom
Job description
Please note, this role is a 12 month FTC maternity cover role.
This is a critical role, you will be an all-rounder, ready to use your knowledge and skills to promote a positive health &safety and sustainable culture in the business, collaborating with our premises partner, third party contractors and People & Culture to ensure our facilities deliver a safe, secure and customer friendly welcome and help us deliver environmental excellence for our people and visitors. You will also have a thirst for compliance matters and a desire to assist with other compliance topics that you may not have experienced previously.
You will be responsible for ensuring that safety legislation is implemented and applied to Company policies and that opportunities for improvement are fulfilled by maintaining a safety management system. Day to day you will focus on keeping the business environment running smoothly to minimise operational losses and occupational health problems, and you will manage our front of House function to ensure adherence to our policies for security and the environment.
By learning and reaching out to the appropriate individuals and organisations, you will develop your own knowledge and understanding of government security requirements so that you can become a trusted adviser and subject matter expert to the business on physical and human security matters.
It is an imperative that you are meticulous in your record keeping and report writing and lead our business to regulatory success, never losing sight of our DNA to deliver customer service with care, warmth and pride.
Your responsibilities will cover 5 disciplines:
Health & Safety
• Maintain and review Company Health & Safety Policies developing and reviewing appropriate procedures consulting with site management where applicable.
• Provide competent advice and technical guidance where necessary to enable the Statutory Directors to discharge their legal duties.
• Develop and monitor Risk Assessments and make recommendations to ensure a safe effective workplace, ensuring that Fire Plans, Fire Risk Assessments and Business Continuity Plans are produced and kept up to date to reflect changes in personnel or process.
Deliver and organise staff training in relation to Health and Safety policies, practice and procedures, including the induction of all new starters with regards to health and safety.
• Carry out ergonomic assessments on employee workstations and conduct manual handing risk assessments to identify how risks could be reduced
• Coordinate all Company first aiders and fire wardens ensuring relevant qualifications are up to date
• Maintain a record of accidents, analyse trends and take remedial action where necessary to improve or reduce accidents /injuries. Investigate accidents or near-misses. Prepare accident reports including recommendations to prevent a recurrence. Report Injuries, Diseases and Dangerous Occurrences in line with RIDDOR reporting. Assist and support operational managers in the preparation of risk assessments and safe working procedures.
• Provide Management Information as required.
• Chair Health and Safety Committee - provide effective leadership for site health and safety committee members, ensuring that issues raised are minuted. Provide action plans from each meeting to demonstrate improvement. Ensure that issues raised to the committee are dealt with swiftly and effectively.
• Provide reports to the MB and OLC as requested by the Board and / or GC.
Environmental Management
• Ensure that the business complies with all applicable Environmental and Sustainability regulations.
• Identify opportunities for continuous environmental improvement and promote and coordinate environmental management and sustainability where practicable.
• Take ownership of the Streamline Energy & Carbon Reduction (SECR) Policy and reporting, working closely with the Legal & Compliance Department. Compile energy usage and reduction plans.
• Guide the Kinto business to set environmental policies, goals and objectives. Help the business maintain or exceed these.
• Contribute to all business tenders in pursuit of new business, presenting our plans and innovations in this area both in writing and face to face.
• Deliver and organise staff training in relation to Environment and Sustainability policies, practice and procedures, including the induction of all new starters.
• Achieve and maintain the ISO 14001 Standard.
• Provide reports to the MB and OLC as requested by the Board and / or GC.
Security
• Act as the deputy Security Controller and Clearance Contact for all government contracts requiring security measures.
• Coordinate appropriate arrangements for the personnel security clearance of employees involved with any secure government contract. Maintain SC register.
• Prepare and implement, in conjunction with the IT Security Manager, the Company Security Instructions
• Co-ordinate the planning of appropriate security controls for a new contract or for the alteration of buildings where classified assets are to be handled, stored or produced.
• Arrange for appropriate security education and awareness training, particularly for new, young or inexperienced employees, to ensure that they understand the scale, nature of the threats and protective security controls required.
• Ensure that any security incident involving government classified information is reported to the General Counsel / Security Controller.
Office Management
• Manage the Front of House function ensuring that contractors, suppliers, customers and other irregular visitors to the site comply with relevant legislation and safety policies issuing and controlling the use of permits, security cards and keys to work on-site.
• Manage the performance of 2 part-time receptionists, who are responsible for providing refreshments for external visitors, arranging meeting rooms, welcoming visitors to site for meetings with the executive team and operating a range of small administrative and facilities duties.
• Manage a range of contracts and suppliers such as air conditioning, pest control, confidential waste disposal and stationary providers, working with our Head of Procurement upon contract renewal to ensure all are approved for 4 Cs.
Facilities Management
• Be responsible for the operation and maintenance of building systems and services at our offices in Lakeside, by reacting quickly to ensure that issues are rectified to reduce lost time or operational efficiency liaising with the on-site site maintenance team and supervising contractors accordingly.
• Develop and maintain a site maintenance schedule for all equipment including pat testing and fixed wiring.
• Be responsible for overall security arrangements of the premises including ensuring that staff are aware of procedures on security and the use of alarm system, that there is an appropriate system of key holding management, that periodic reviews are conducted and that appropriate progress is followed through.
• Be responsible for the maintenance and periodic checking of fire and other safety equipment by specialist contractors and liaising with our premises partner to execute emergency evacuations and fire drills.
• Work with all departments to ensure the effective and efficient management and disposal of waste
• Ensure that standards of cleanliness are high by liaising with the contract cleaners
• Control an annual programme for maintenance and decoration of the offices.
• Understand tenant obligations under lease.
• Manage and control CCTV for the KINTO UK Office.
Essential
• Application of the ABC model to include an emphasis on general safety and health activators and consequences
• Experience of maintaining or reaching externally audited management standards such as ISO 14001, 4500 and OHSAS 18001
• Working knowledge of relevant codes of practice/legislation, or able to learn fast
• Available to assist with emergency calls out of hours liaising with suppliers to ensure urgent attendance
Desirable
Demonstrable experience writing process documents, management reports and employee bulletins
• Experience of working with senior management
• Excellent written & verbal communication skills in order to work with, provide advice to, train, and promote excellence in Health & Safety and Environmental issues to all staff
• Understanding of TPS/LEAN principles and techniques and to shape the Health & Safety function
• Understanding of the Road to Zero government policy
• Understanding of the SECR Policy and its implications for business
KINTO UK is an equal opportunities employer. We welcome applications from anyone who is excited by the opportunity of joining us and will thoroughly consider all applications without attention to ethnicity, religion, sexual orientation, gender, identity, family or parental status, national origin, veteran, neurodiversity status or disability status.
OUR RECRUITMENT PROCESS
At KINTO we value everyone and are pleased to be recognised as a Disability Confident Employer, which is a national standard that ensures our processes are accessible to all.
For this role we follow a 1st and 2nd round interview process with a member of HR and the hiring Manager/s. The interview will be via Teams and/or Face to Face, so that we ensure you have the best experience.
Everyone is unique, and that means what works for some may not work for everyone. When it comes to recruitment, please do let us know if we can adjust our process to be meet your accessibility needs.
Some examples of how we might be able to help are listed below:
We are happy to review any adjustment on a case-by-case basis, so please let us know how we can support you to be your best self.
On the job training will be provided, we recognise we all learn differently, and we want to ensure that our training will suit your learning style. We are open to talking to you about how we can make learning your new role in the most positive way.
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