Safety Office Intern

Descripción del puesto:

[What the role is]This internship supports PA's Safety Management System through secretariat and administrative work. The intern will also support research, internal communications, and general office administration.

[What you will be working on]
Secretariat Duties for PA Safety Management System Committees
* Schedule steering committee and working committee meetings, book meeting rooms, send out calendar invites, prepare and distribute agendas, ensure all necessary materials are prepared ahead of time, take minutes and circulate them to stakeholders upon vetting.
* Provide proactive support to supervisors and team members by managing calendars, coordinating appointments, and ensuring smooth, conflict-free scheduling to optimize their time and productivity.
* Assist in preparing documents such as meeting agendas, reports, presentations, or other communication materials. Ensure documents are printed, bound, and ready for meetings.

Safety Policy and Governance
* Maintain records of incident reports, risk assessments and safety audits.
* Update safety manuals, procedures, and training materials.
* Assist supervisor to staff submissions on safety policy and safety management matters.

Research & Development
* Assist supervisor to conduct research on safety, or operational topics, and prepare clear, actionable reports with recommendations to support informed decision-making by the team.
* Help drive the institutionalisation of PA's safety culture by supporting creative marketing efforts and impactful internal communications.

Management Reporting
* Assist in preparing periodic safety performance reports to senior management.
* Assist in updating internal databases with relevant information and ensure they are organized and easily accessible for future references.

Internal Communications
* Answer phone calls and direct them to the appropriate person or department.
* Assist Quality Service Manager (QSM) to respond to emails and inquiries as needed, ensuring that they are addressed promptly and professionally.
* Assist with the internal communication flow by ensuring all stakeholders and partners are updated on key activities, meetings, or changes in schedule.

Office Administration:
* Help with setting up meetings, including arranging necessary equipment (e.g., projectors, laptops), preparing agendas, and taking notes or minutes during meetings as needed.
* Greet visitors or guests and ensure they are properly coordinated with the visitor management system.
* Assist in identifying areas of improvement in office processes and suggest enhancements for greater efficiency (e.g., streamlining document filing or optimizing scheduling processes).

[What we are looking for]
* Undergraduates from any discipline
* Strong organisational skills and attention to details.
* Proficient in Microsoft Office (Word, Excel, PowerPoint).
* Excellent verbal and written communication skills.
* Ability to multitask and work independently.
* Strong interpersonal skills with a team-oriented mindset

Period of Internship
* Interested candidates shall clearly indicate their period of internship in their résumés