Business Support Assistant (QHSSE and Supply Chain)

Date: 24th January 2018

Location: Westhill, Aberdeen


Job Purpose

To provide efficient administration support to the QHSSE and Supply Chain Departments.

Key Activities


  • Tender administration
  • Project Quality administration support
  • Assist with the implementation and administration of SharePoint (metadata adjustments, uploads, re-formatting of documents
  • Process Goods Received paperwork including saving on SharePoint
  • Scanning and filing any documentation related to contractors working on site (outside of SS Schedules ones)
  • Scanning and filing Hazard Observation Cards and logging them into the system for HSE to review and action
  • Scanning and filing Waste Transfer Notes, HSE training records, etc.
  • Scanning, filing and uploading of QC documents, calibration records to SharePoint and update of relevant register
  • Logging HSE inspection findings from reports into registers
  • Logging internal audit findings, HSE events from reports into registers
  • Maintain database of vaccinations
  • Maintenance of HSE Training records and matrix, including issuing HSE training requisitions
  • Administration of subscriptions systems, i.e. ISN, FPAL
  • Updates to Document Register based on e-mails received from QHSSE
  • Administration of bi-annual departmental procedures review (sending notifications and processing responses)
  • Ordering of PPE
  • Co-ordination of the Handyman on a weekly basis
  • Any other duties as and when required


Supply Chain

  • Tender administration
  • Prepare shipping documentation such as Commercial Invoices ensuring important documents are completed and filed
  • Keep master logs up to date
  • Issuing requests for quotation to suppliers and collating document packs
  • Collate and reporting quotation data
  • Ensure KPIs are tracked on a monthly basis
  • Creating expedite reports, issue to suppliers and reporting of responses
  • Raising Purchase Orders as required
  • Coordinating supplier review meetings including: booking meeting rooms, preparing agenda, organising lunches and taking minutes of meetings
  • Processing transmittal sheets for issue of information to suppliers
  • Updating supply chain forms as required
  • Any other duties as and when required



Essential:      Must have completed a good level of secondary education.

Preferred:     Any relevant further education or qualification.

Experience / Competence / Skills / Knowledge


  • Previous experience in an QHSSE or Supply Chain role.
  • Previous experience in tender administration.
  • Technical document control experience preferable but not essential.
  • Good working knowledge and experience of Word, Excel, PowerPoint, Outlook, SharePoint and internet research.
  • Demonstrate an ability to effectively utilise resources, and the ability to plan, prioritise, and take responsibility for own work.
  • Demonstrate good communication skills, along with an ability to work in a team environment, as well as an ability to work unsupervised and exercise initiative to resolve potential problems


  • Experience of ERP system


How to apply:

We offer a competitive salary, comprehensive benefits package and the opportunity to join us at a very exciting time of company growth and development.

If you are interested in the role, please send your current CV, together with a cover letter via the form below.