Managing completion of Health and Safety Files

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  • #2017092
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Stephen B.
Social Buzzing ..Khairuddin S.Laura B.Amir A. + 2 others have already sent a proposal.
  • 13


Experience Level: Entry
We are a small Health and Safety Consultancy based in Nottingham and working in London and the Midlands. To get an idea, look at our website

A lot of our work is preparing documents under the CDM Regulations 2015. When a construction project finishes we have to produce a Health and Safety File. The name is misleading - its really a building archive. So for a domestic residence the H&S File would contain details of who was involved in the project; any hazards left (like managed asbestos); operating manuals for boilers etc; cleaning and maintenance instructions for floors etc; drawings, certificates and schedules and so on.

I would like to appoint someone to take over management of completing H&S Files for 6 projects to start with. Some need finishing, some you would start from scratch. We have templates and instruction manuals on all aspects of the work. You will be working on your own, and will report progress using a simple feedback form every week, by close of play every Thursday. I will then respond with comments and help, and if it is helpful, we can speak on the phone. All documentation is held on our Google Drive, and you would have access to the folders you need. You will be given a Beech Hill Safety email address.

You must be UK based but are not required to come to our offices.

You do not need previous experience or technical knowledge (although some understanding of construction would be an advantage). You do need to understand and learn the process quickly.

Part of the job is to contact architects, designers and contractors to ask them for documentation. So you need to have good English and email skills. You will have to chase people, so you need to be determined but polite! Occasionally it may work better if you phone someone rather than send another email.

We pride ourselves on producing accurate and well-produced documents. You need to be someone who cares about spacing, formats, widows and orphans, correct indices etc so that your documents are and look professional.

In the past we have supplied H&S Files in hard copy (printed) and as PDF files on a CD. Some of these are still to complete but we are moving to electronic based Files only, so in the future there will be less scanning and printing.

We will pay up to £12.50 an hour to start with and, after 6 months, if you are doing well we will increase that to £15 or pro rata. You can bid less than this, but not more. You will invoice us every 2 weeks or monthly (up to you). We always pay within 14 days and 98% of the time we pay invoices immediately,

ESSENTIAL (do not reply if these don't apply)
Based in UK (sometimes stuff has to be posted).
Modern computer systems, printer, scanner, good internet access.
Excellent English, written and spoken.
Competent and efficient user of Word for Windows and PDFs.
You must be accurate. A H&S File is a legal document.
You should notice correct formatting and spacing so that the final document looks good.
You must be happy doing detailed work; lists of drawings, putting documents in the right order.
You MUST agree to send a report in as described above. Without that the system doesn't work.
You must be willing to learn our way of doing things and do it our way.
Your hourly rate must be at or below £12.50.
You must sign and adhere to a standard Non Disclosure Agreement.

ADVANTAGE (good if these apply to you but not a deal breaker)
Some understanding / experience of CDM 2015
Some understanding of building / construction
You use Apple computers (we do)

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Clarification Board Ask a Question

  • Theresa H.

    Hi james,
    Can you tell me how many hours work you are expecting the work to take in the short term, and how this may increase going forward. I'm asking to see how this would fit in with other commitments.

    James T.21 May 2018

    It is a good question. My best guess is that a H&S File should take 10-15 hours to complete, over a period of 2 months. These are not huge projects. Let's say 12 hours per File, and say you managed 6 projects? That would be 72 hours over 2 months so that's about 1.5 hours per working day.

    You can be flexible with when you work, the only deadline is the Thursday evening feedback form. So you can easily leave work for a couple of days if you are busy. But you need to be persistent if people aren'e giving you the documents you need.

    I hope that helps. James

  • Vipul J.

    Dear James,

    Are you looking for applicants based only in UK?

    Kindly confirm.


    James T.21 May 2018

    Yes, this is clearly listed under "Essential". Sometimes heavy files of documents have to be sent by post.

    Vipul J.21 May 2018

    Dear James,

    What if I send the post from here in India when requured, will that be ok with you?

    Kindly confirm.