Safety Clerk (Contractor)

GIBB Mining is a multi-disciplinary engineering design and project management enterprise specialising in innovative and sustainable techno-economic holistic solutions for mining projects from concept stage to commissioning and handover. Here you will find an environment conducive to helping you make the most of your abilities and skills.

GIBB Mining a subsidiary of the GIBB Group is looking for another talented professional to complement their team in the form of a Safety Clerk.

We welcome your application if you meet the requirements listed below for this position.

The below listed responsibilities and requirements is assessed during the interview stages and will further be confirmed with the relevant professional references that you currently are or have reported to in your previously two positions.

Core purpose:

To provide accurate timely and efficient safety-related administrative support including capturing site safety data maintaining safety documentation coordinating safety communication and supporting the safety team to ensure compliance with project and client safety standards.

Key Performance Areas

• Maintain accurate site safety statistics and safety related documentation records
• File management
• Document control
• Internal communication
• Meeting support
• Information flow
• Timeliness
• Accuracy
• Responsiveness

Core Competencies

• Communication Skills - Clear verbal and written communication with contractors site staff and management. Ability to draft professional safety statistics in EXCEL format extract graphs all for incorporating into a Power Point presentation. Active listening to ensure instructions and updates are correctly understood.
• Attention to Detail - Accuracy in documentation safety documentation filing and compliance records. Vigilance in identifying errors or inconsistencies in contractors safety reports and statistics.
• Organizational Ability - Prioritizing tasks effectively in a fast-paced site environment. Managing multiple deadlines without compromising quality. Maintaining structured filing and document control systems.
• Confidentiality & Integrity - Handling sensitive project and personnel information discreetly. Upholding ethical standards in HR-related tasks.
• Adaptability & Flexibility - Adjusting to changing site schedules priorities and unexpected challenges. Willingness to learn new digital tools or processes.
• Interpersonal Skills - Building positive relationships with site staff contractors and external stakeholders. Diplomacy in resolving minor conflicts or misunderstandings. Team-oriented mindset to support site operations.
• Problem-Solving - Proactive in identifying administrative bottlenecks and suggesting improvements. Resourcefulness in handling logistical or documentation issues.
• Time Management - Meeting deadlines for reports and compliance submissions. Balancing routine tasks with urgent requests.
• Professionalism & Reliability - Consistent punctuality and dependability. Presenting a professional image as the first point of contact for visitors.
• Stress Management - Remaining calm under pressure during peak construction phases. Maintaining efficiency despite tight deadlines or demanding stakeholders.

Responsibilities

• Establishing and maintaining a safety data capturing system capturing of safety stats for the site.
• Coordinate contractors safety statistics and related documentation ensuring that they comply to the standards required by GIBB and the Client
• Maintain a filing system for individual contactors
• Typing and distributing of SHE meeting minutes.
• Maintaining and updating Safety Information Boards and safety stats boards
• Ensure Safety Topics are communicated to the contractors and displayed on the notice boards
• Communicating with the project document controllers ensuring that documents are received and distributed effectively and efficiently and respective document transmittals are received.
• Management of personnel and vehicle tags. Making sure that they are issued when new equipment and personnel come onto site and the cancellation and recovery of tags when equipment and people leave the site.
• Make and coordinate booking for medical examinations and site inductions.
• Ensures that all outgoing typed correspondence are spell checked and as far as is practical conform to standard formats
• Notifies the Construction Manager / Chief Safety Officer of safety meeting appointments on both a weekly and daily basis and any urgent deadlines
• Where requested arranges safety meetings by contacting each individual concerned to ensure availability and subsequently confirms by memorandum.
• Informs the Construction Manager / Chief Safety Officer when person to be telephoned is not available and follows up until directed otherwise
• Maintains control over incoming and outgoing emails regarding the HSE of the project.
• Distributes emails received (letters procedures messages etc.) to the relevant personnel as soon as possible after receipt
• Maintains a filing system for the Chief Safety Officer
• Is at all times smartly dressed and well groomed
• Treats all information with confidentiality
• If and when required work reasonable overtime to expedite timeous work completions
• Persons employed by GIBB are responsible for ensuring that they act according to agreed procedures and work instructions and make themselves familiar with all the procedures that relate to their sphere of activities

Qualifications

• Grade 12

Experience

• Must have experience in safety related administrative work and capturing safety data in an office environment preferably on a construction site
• Computer literacy Microsoft Word Microsoft PowerPoint Microsoft EXCEL
• SharePoint will be an advantage