Health, Safety & Environmental Administrator

We have a new opportunity to join our Facilities team as our Health, Safety and Environmental Administrator. This role will be based at either our London or Colchester sites with travel required across both on a weekly basis, and offered with hybrid working (2-3 days in the office per week).

Reporting to the Group Health, Safety & Environmental Manager, this key role will provide comprehensive support to the HSE team, working to streamline operations, improve the documentation processes and increase overall productivity.

This is a great opportunity to join us here at Penguin, and will suit a candidate who is organised, detail-focused and interested in developing a career in the HSE space. In this role you’ll collaborate with a variety of stakeholders (from the Warehouse Management team, to the Legal and HR teams and beyond), and will play a vital part in ensuring compliance and engagement with all HSE activities across the organisation.

About the team

The Health, Safety, and Environmental (HSE) team at Penguin Random House plays a vital role in fostering a safe, compliant, and sustainable working environment across all our sites. With a wealth of experience and expertise, we are a collaborative and proactive team that works closely with colleagues at every level to support a strong culture of safety and care. Guided by our “One Team” ethos, we ensure legal compliance, promote best practices, and drive continuous improvement in all aspects of health, safety, and environmental management. Every day brings a new challenge, from supporting operational teams, running training sessions, to responding to incidents and driving sustainability initiatives, making our work both dynamic and deeply rewarding.

The role

Key responsibilities:

• Prioritise and manage multiple Health, Safety & Environmental related administrative tasks.
• Maintain and track deadlines and ensure key compliance and training milestones are met.
• Manage scheduling, booking courses, and coordinating site visits and events.
• Provide support during audits and inspections across various sites.
• Draft and distribute internal communications, newsletters, and updates.
• Order PPE and supplies; conduct stock checks (with a focus on first aid and expiry dates).
• Take and circulate meeting minutes, track follow-up actions.
• Support in conducting and reviewing risk assessments and site inspections.
• Track and address issues reported via Health & Safety communication channels.
• Manage Ideagen WorkRite Learning Management platform – including training assignments for joiners/leavers.
• Book first aid and safety training courses.
• Support the planning and execution of Health & Safety training days and awareness events.
• Develop safety-focused communications, newsletters, and visuals.
• Collect, organise, and maintain sustainability and compliance documentation (e.g., inspection records, audit reports, environmental certificates).
• Coordinate data entry and consolidation of environmental performance metrics (e.g., energy, waste, emissions, water).
• Prepare reports and submissions.
• Monitor environmental legislation changes and assist the advisor with impact assessments.
• Produce sustainability-focused internal materials (e.g., posters, newsletters, briefings).

What you’ll bring

Essential criteria:

• Ability to handle sensitive incident or personnel data appropriately.
• Proficient in Microsoft Suite – particularly Excel, Word and PowerPoint.
• Willingness to travel between our main sites (London & Colchester).
• Strong organisational and multitasking skills, with the ability to prioritise tasks using own initiative.
• Excellent attention to detail.
• Clear written and verbal communication skills.
• Effective communicator with the ability to engage employees at all levels.
• Adaptable in a fast-paced, evolving environment.
• Ability to work both independently and as part of a team.

Desirable criteria:

• Knowledge of Health, Safety & Environmental practices or a willingness to learn and train in the area.
• Familiarity with environmental reporting and sustainability standards.
• Previous experience of supporting compliance-heavy teams.
• Experience in internal communications or media (e.g., newsletters, posters, awareness campaigns).
• Familiarity with warehouse operations.

Application instructions

Please apply with your CV by 23:59 on Friday 12th September. Applications will be reviewed on a rolling basis and the advert may close at any time. We would encourage you to apply as soon as possible.

Please note we are looking for someone to join the team as soon as possible, but we are also happy to accommodate a reasonable notice period for the right candidate.

Salary

The salary for this opportunity is up to £30,000, depending on how your skills and experience align to the role, plus a generous bonus scheme and benefits.

Hybrid working

While our offices across the UK are places to connect, collaborate and celebrate with colleagues, we recognise that flexibility around where you work is just as important. For this role we expect that you will work from either our Embassy Gardens office in London OR our warehouse in Frating, Colchester 2-3 days per week. You will be required to travel between both, so a willingness to do this is essential.

The recruitment process: You can read about our recruitment process at https://www.penguinrandomhousecareers.co.uk/how-we-hire/

As a Disability Confident Committed organisation, we're part of the offer an interview scheme. This is where disabled applicants who meet the essential criteria for the role can opt in to get to the next recruitment stage. There may be some situations where volume of applicants means we can't take all eligible candidates to interview.

We encourage you to tell us about any reasonable adjustments you may need by emailing PRHCareersUK@penguinrandomhouse.co.uk. Remember, you only need to share what you are comfortable to for us to support your request.

Please note, we are not able to accept agency CVs for this role. Any CVs sent speculatively will not be eligible for a fee.

 Company: The Random House Group Limited | Job ID: 282451