Workplace Coordinator

The role The Workplace coordinator supports the Health & Safety manager in achieving compliance with Display Screen Equipment (DSE) best practice by using the custom software PACE. Take ownership of the outstanding cases and proactively ensure completion. Support all offices and hybrid/homeworkers by completing online DSE assessments.

Main Responsibilities (but Not Limited To)

• Carry out DSE (Display Screen Ergonomics) / workstation assessments on hybrid users.
• Assist site-based workplace co-ordinators / team leaders by contacting users to complete DSE assessments, offer advice and make relevant referrals.
• Contact users to close any outstanding actions.
• Updating PACE system.
• Provide support as and when required to users or the wider site-based teams.
• Produce dedicated PACE reports and then dissect the report to ensure that the findings have been actioned.
• Emailing users to ensure prompt closure.
• Hold monthly drop-in workshops for the workplace team to ensure that they are working through their outstanding cases.
• Fully support the workplace team proactively contacting users and closing actions.
• Ensure that all hybrid workers have purchased sufficient recommended equipment or been referred to the Health and Safety manager for escalation.
• Arrange, facilitate and coach users and assessors on the PACE software.
• Proactively escalate concerns to HR and H&S manager to ensure all DSE risks are resolved.
• Check case manager, risk manager, and DSE mailboxes for noncompliance and confirm all user cases are resolved.
• Ensure all users have adequately completed profile, training, and assessment modules. Help directly if not completed.
• Conduct office staff workstation (DSE) assessments; update records and escalate high-risk findings to the Health & Safety Manager.
• Coordinate with external suppliers for virtual assessments and follow up actions, obtaining budgetary approval as required.
• Always ensure confidentiality and professionalism. Demonstrating a good work ethic and reliability.
• Proactively look ahead at workload and highlight concerns to H&S Manager.
• Order any equipment required and close actions. This includes furniture, aids and IT equipment, seeking the necessary budgetary approval before placing orders.
• Regularly review outstanding case notes and ensure these active cases are resolved by either contacting the workplace team with an action plan/assisting to completion or by proactively resolving independently.
• Support H&S manager with projects, issue training certificates, update the training matrix, produce reports of outstanding training, review COSHH and risk assessments annually, and ensure compliance with policies and procedures.
• Assist in taking minutes to local and national H&S meetings.
• Co-ordinate wellness and H&S week activities.
• Produce and organise desk top audits under the direction of H&S manager.
• Work along side H&S manager to produce Microsoft forms to collect data on weekly, monthly and quarterly checks.
• Provide support in the absence of H&S manager under the direction of the national property and workplace manager.
• Support the national property and workplace manager with additional admin tasks and support ISO14001 EMS by updating procedures and forms.

Essential Qualifications

• Ability to work independently and organise workload to achieve weekly targets.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams)

Desired Qualifications

• Working knowledge of PACE digital software (Cardinus Risk Software)
• DSE assessment experience
• IOSH Managing safely / basic health and safety training will be provided.

The firm Shoosmiths is the law firm clients choose for excellent service, incisive thinking and above all for our ability to focus on what matters. From offices across the UK and Brussels, we support some of the world’s most exciting and ambitious businesses; amazing clients making an impact. We empower our people to be their authentic selves and deliver together in supportive teams committed to excellence and innovation. The first top 50 law firm to achieve ‘Platinum Standard’ Investors in People, our values and culture are not just words on our website but are the heartbeat of the firm. We have an outstanding benefits package to complement our competitive remuneration system. In addition to the competitive salaries, great working environment and high-quality work, we believe that all staff should be rewarded for their commitment to the continued success of the firm through a comprehensive and flexible range of benefits. To discover more about our benefits, please visit: Benefits Package Strategy Shoosmiths strategy is to transform Shoosmiths from being a really good firm with a really solid reputation, into an excellent firm with a reputation for excellence . So that by 2030, we will excel in our chosen markets. At the heart of our new strategy is focus . Intense focus on what we do well. And a bold commitment to doing it even better.

Equal opportunities Our approach to our people is underpinned by our approach to diversity, inclusion and well-being. Our ambition is to build a diverse and ambitious workforce that reflects all backgrounds and talents, and a workplace that is supportive and inclusive, recognises and nurtures talent, and has a strong sense of community between colleagues. This means that everyone who either applies to or works for the firm is treated equally, whatever their gender, age, ethnic origin, nationality, marital status, disability, sexual orientation or religious beliefs.