OH Report Administrator

SUMMARY:

POSITION INFO:
About the Role Gijima HCM is looking for a highly organised and detail-oriented Report Editor / Administrator to join the Occupational Hygiene team based in Middelburg. The role is responsible for ensuring that Occupational Hygiene reports are accurate, professionally presented, properly controlled and issued to clients on time. The successful candidate will work closely with Occupational Hygiene professionals and internal quality and administrative stakeholders to support the finalisation, distribution and administration of client reports. This opportunity will suit a candidate with an exceptional eye for detail, strong written English skills and a preference for working with documents in a structured, quality-driven environment. Key Responsibilities Report Editing and Quality Checking Proofread and edit Occupational Hygiene reports for grammar, spelling, punctuation, formatting and presentation. Review reports prepared in Microsoft Word and Excel. Ensure consistency in document layout, headings, numbering, tables and formatting. Identify errors, omissions or inconsistencies and refer technical matters to the appropriate Occupational Hygiene professional. Ensure reports are professionally presented and ready for client distribution. Report Administration and Document Control Maintain and update the daily report editing register. Track reports through the editing and distribution process. Maintain accurate reporting databases and administrative records. Save approved reports and supporting documentation on the designated shared drive or server. Support effective document control, electronic filing, version control and recordkeeping. Client Report Distribution Distribute finalised reports to clients within agreed turnaround times. Ensure the correct final report and supporting documentation are issued to the appropriate client contact. Retain sent correspondence as proof of delivery. Respond professionally to report-related administrative queries and escalate matters where appropriate. Support a high standard of internal and external client service. Quality, Compliance and Office Administration Work in accordance with the Occupational Hygiene team's established quality management processes. Maintain accurate, complete, traceable and confidential documentation. Support document-control and quality administration requirements. Assist with maintaining the office safety file and related administrative records. Maintain confidentiality and discretion when handling client and business information. Team Support Work collaboratively with Occupational Hygiene professionals and administrative colleagues. Communicate requirements and queries promptly to the appropriate team members. Participate in team planning and problem-solving activities. Take ownership of allocated work and ensure agreed deadlines are met. Provide administrative support during periods of high report volumes. Minimum Requirements Grade 12 / Matric. Strong working knowledge of Microsoft 365, particularly Word, Excel and Outlook. Excellent command of written English, including grammar, spelling and punctuation. Strong document-formatting and proofreading ability. Good administrative, planning and organisational skills. A high level of accuracy and attention to detail. The ability to prioritise work and meet deadlines in a busy environment. Experience 2-3 years' experience in administration, report editing, document control or a similar role. Experience working with detailed or technical reports and documentation would be advantageous. Previous exposure to a technical, SHEQ, Occupational Health, Occupational Hygiene, laboratory, engineering or other quality-controlled environment would be advantageous. Advantageous A certificate or diploma in Office Administration, Business Administration, Communication, Document Control or a related field. Previous experience in report editing, technical administration or document control. Exposure to an Occupational Hygiene, Occupational Health, SHEQ or similar environment. Experience working within a formal quality management or controlled-document environment. Key Competencies - Exceptional attention to detail and accuracy - Confidentiality and discretion - Strong proofreading and written communication skills - Accountability, ownership and diligence - Planning and organisational ability - Ability to work under pressure and meet deadlines - Professionalism and client service orientation - Ability to work independently and as part of a team - Problem-solving ability What Success Looks Like You notice errors and inconsistencies that others may miss. You take pride in producing accurate, professional and client-ready documents. You are confident working extensively in Microsoft Word and Excel. You can manage several reports and deadlines without losing attention to detail. You maintain accurate records, document versions and proof of delivery. You communicate professionally with colleagues and clients. You take ownership of work from receipt through to final distribution .