Yugo

Building Safety & Fire Administration Assistant

• Location: Home based with occasional travel to client sites as required
• Contract: 6 months' Fixed-term Contract
• Reports to: Building Safety & Fire Manager
• Department: Health & Safety
• Salary: £30,000

Role Purpose

The Building Safety & Fire Administration Assistant will provide administrative and coordination support to the Building Safety & Fire Manager in delivering operational compliance activities under the Building Safety Act 2022.

The role will assist in maintaining the Golden Thread of information, coordinating compliance documentation, monitoring actions, updating trackers and supporting communication with operational teams, consultants and clients. The postholder will play a key role in ensuring building safety records remain accurate, organised and up to date.

Key Responsibilities

Administration & Document Management

• Maintain electronic filing systems for Building Safety and Fire Safety documentation.
• Assist with maintaining the Golden Thread of information for allocated buildings.
• Upload, organise and version control compliance documentation.
• Ensure records are complete, accurate and easily accessible.
• Support the collection of documentation from operational teams, contractors and consultants.

Building Safety Management System

• Support the Building Safety & Fire Manager in maintaining the client's Building Safety Management platform.
• Upload Building Safety documentation, evidence and compliance records to the system.
• Produce reports and data extracts from the system to support compliance monitoring.
• Assist with resolving routine system administration queries.

Compliance Coordination

• Maintain Building Safety Act trackers and action logs.
• Monitor outstanding actions and issue reminders to relevant stakeholders.
• Assist in preparing documentation for Building Safety Cases and Building Safety Case Reports.
• Support the administration of Building Safety Regulator portal documentation where required.
• Assist with monitoring statutory compliance deadlines.

Fire & Health & Safety Action Management

• Support the Building Safety & Fire Manager in monitoring actions arising from Fire Risk Assessments (FRAs), Health & Safety Risk Assessments and Building Safety reviews.
• Maintain action trackers and update progress as evidence is received.
• Chase outstanding actions with operational teams and contractors.
• Record completion evidence and ensure documentation is filed appropriately.
• Prepare reports highlighting outstanding actions and upcoming deadlines for review by the Building Safety & Fire Manager.
• Escalate overdue documentation or missing evidence to the Building Safety & Fire Manager.

Mandatory Occurrence Reporting

• Maintain the Mandatory Occurrence Register.
• Record incidents and supporting information as directed by the Building Safety & Fire Manager.
• Track actions arising from Mandatory Occurrence investigations.
• Prepare updates and reports for internal and client review.

Resident Engagement

• Assist in distributing resident engagement materials to Residence Managers.
• Maintain records of resident engagement activities.
• Support the preparation of communications relating to building safety.

General Administration

• Provide day-to-day administrative support to the Building Safety & Fire Manager.
• Respond to routine enquiries relating to compliance documentation.
• Support continuous improvement of document management systems and administrative processes.

Scope of Authority

The Building Safety & Fire Administration Assistant provides administrative and coordination support only.

The role does not:

• Make compliance decisions on behalf of the client.
• Provide technical Building Safety advice.
• Submit information to the Building Safety Regulator.
• Undertake the responsibilities of the Building Safety & Fire Manager, Principal Accountable Person (PAP) or Accountable Person (AP).

Person Specification

Essential

• Previous administrative or compliance support experience.
• Excellent organisational and document management skills.
• High level of accuracy and attention to detail.
• Strong communication and interpersonal skills.
• Ability to manage multiple tasks and deadlines.
• Proficient in Microsoft Office, including Excel, Word and Outlook.

Desirable

• Experience working within Health & Safety, Fire Safety, Property or Facilities Management.
• Knowledge of the Building Safety Act 2022 or compliance management.
• Experience using document management or compliance systems.
• Experience within residential property, student accommodation or facilities management.

Key Competencies

• Organisation and planning
• Attention to detail
• Communication
• Teamwork
• Customer focus
• Time management
• Problem solving
• Continuous improvement

Success Measures

• Compliance documentation maintained accurately and on time.
• Golden Thread records kept organised and up to date.
• Compliance trackers maintained with minimal errors.
• Actions monitored and progressed within agreed timescales.
• High-quality administrative support provided to the Building Safety & Fire Manager.
• Positive feedback from colleagues and clients.