The Role 

 

This role sits at the heart of the business, working closely with the directors and senior management team across a wide range of operational and strategic activities. As part of this, the successful candidate will naturally be exposed to sensitive business information from financial discussions and commercial planning through to personnel matters and we therefore look for someone who brings the same professionalism and discretion to every aspect of their work. If you are someone who takes pride in being trusted with responsibility and understands the importance of confidentiality as part of a senior support role, you will fit right in here. 

This is a varied position that requires someone who combines strong organisational skills, highly organised with excellent attention to detail, with an understanding of management systems and business governance. You will also supervise junior administrative staff, providing guidance, support and day-to-day direction. 

 

Key Responsibilities 

 

Governance & Management Systems 

• Maintain and develop the company's Integrated Management System (IMS) in line with ISO 9001 (Quality), ISO 45001 (Health & Safety) and ISO 14001 (Environmental) standards 

• Lead internal audit programmes, manage non-conformance reporting and coordinate management reviews 

• Prepare and maintain documentation for external audits and certification renewals 

• Ensure all policies, procedures and governance documents are current, version-controlled and accessible 

• Support the management team with regulatory compliance, including HSE and environmental reporting obligations 

 

Document Control 

• Own and manage the company document control system, ensuring consistent naming conventions, version control and document lifecycles 

• Maintain accurate and up-to-date records across quality, safety, environmental and operational functions 

• Administer SharePoint and digital filing systems, ensuring all staff can access current controlled documents 

• Manage the review and renewal cycle for key company documents including risk assessments, method statements and compliance registers 

 

Business Administration & Operations Support 

• Act as a first point of contact for incoming calls, visitors, enquiries and general office administration 

• Support the management team with day-to-day business operations, scheduling and correspondence 

• Coordinate meetings, prepare agendas, take minutes and track actions through to completion 

• Support project teams with mobilisation documentation, travel arrangements, accommodation and logistics coordination 

• Liaise with clients, suppliers, subcontractors and external stakeholders as required 

• Assist with HR administration including training records, onboarding documentation and absence tracking 

• Maintain accurate records for carbon accounting, fleet management and general company reporting 

 

Team Supervision 

• Supervise and support junior administrative staff, providing day-to-day guidance and workload management 

• Support the development of the administration team, identifying training needs and driving process improvements 

 

Skills & Experience Required 

 

Essential: 

• Demonstrable experience working within a similar business administration and governance role 

• Proven working knowledge of ISO 9001, ISO 45001 and ISO 14001 management systems 

• Strong understanding of document control principles and information governance 

• Familiarity with HSE and environmental compliance requirements in an operational business 

• Excellent written and verbal communication skills with a high standard of accuracy 

• Strong organisational skills with the ability to manage multiple priorities and deadlines 

• Proficient in Microsoft Office (Word, Excel, Outlook, Teams) and SharePoint 

• Experience supervising or coordinating junior staff 

• Proactive, practical and confident working on own initiative 

 

Desirable: 

• Experience in a marine, offshore, engineering or technical services environment 

• Formal qualification in business administration, quality management or a related field 

• Experience with integrated management system software or business management platforms 

 

 

To apply, please email your CV and an introductory cover letter to ruth@cms-geoscience.co.uk.