QHS Administrator Assistant

About the role

Are you an organised, detail-driven administrator looking to build a career in a field that genuinely makes a difference? We have an exciting opportunity for a QHSE Administrative Assistant to join our team and play a key role in keeping our quality, health, safety, and environmental function running smoothly.

This is a fantastic entry point into the world of QHSE — you don't need to be a technical expert. What matters most is that you're reliable, methodical, and take pride in getting things right. You'll work closely with our QHSE team, supporting audits, maintaining records, coordinating training, and helping to embed a strong safety culture across the organisation

What you'll be doing

✓     Maintaining and updating QHSE records, registers, and databases with accuracy and attention to detail.

✓     Supporting document version control — filing, distributing, and managing controlled documents.

✓     Coordinating training bookings, tracking employee certificates, and flagging upcoming renewals.

✓     Helping to prepare audit packs and tracking corrective actions through to close-out.

✓     Logging incidents and near-misses, assisting with investigation tracking and safety alerts.

✓     Organising QHSE meetings, briefings, and toolbox talks — including taking and circulating minutes.

✓     Supporting food safety administration — including HACCP records, MPI compliance documentation, allergen registers, supplier approvals, and hygiene audit records.

✓     Coordinating in-factory testing activities — maintaining test schedules, records, and sign-off documentation, and tracking any non-conformances through to close-out.

✓     Supporting the development, formatting, and review of Safe Work Instructions (SWIs), ensuring they are clear, consistent, and kept up to date.

✓     Collating QHSE performance data and maintaining KPI dashboards and monthly reports.

✓     Providing general administrative support to the wider QHSE team as needed.

What we're looking for

Essential:

✓     Proven experience in an administrative or support role.

✓     Strong IT skills — proficient in Microsoft Word, Excel, Outlook, and PowerPoint.

✓     Excellent attention to detail and a methodical approach to record-keeping.

✓     Good written and verbal communication skills, with a professional manner.

✓     Ability to manage multiple tasks, meet deadlines, and work independently.

✓     Discreet and trustworthy — able to handle sensitive information appropriately.

✓     NCEA Level 2 or equivalent, including Literacy and Numeracy.

Desirable:

✓     Previous experience in a QHSE, compliance, or regulated environment.

✓     Familiarity with QHSE management software such as iAuditor .

✓     New Zealand Certificate in Business (Administration and Technology) Level 3 or 4, or equivalent qualification.

✓     New Zealand Certificate in Health and Safety Practice (Level 3 or 4), or willingness to work towards this.

✓     Food Safety Supervisor certificate or New Zealand Certificate in Food and Beverage Processing (Level 3 or 4).

✓     Awareness of HACCP principles and food safety management systems (e.g., SQF, FSSC 22000, or MPI-recognised programmes).

✓     Awareness of the Health and Safety at Work Act 2015 (HSWA) and WorkSafe NZ guidelines.

✓     Familiarity with ISO management standards (ISO 9001, 14001, 45001, or ISO 22000).