Intern, Safety Office

[What the role is]

The intern will support the Safety Office in secretariat duties, safety policy and governance, research, management reporting, internal communications, and general office administration. This includes scheduling and minuting committee meetings, maintaining safety records, assisting with safety performance reports, and supporting internal communications to drive PA's safety culture.

[What you will be working on]

Secretariat Duties for PA Safety Management System Committees

• Schedule steering committee and working committee meetings, book meeting rooms, send out calendar invites, prepare and distribute agendas, ensure all necessary materials are prepared ahead of time, take minutes and circulate them to stakeholders upon vetting.

• Provide proactive support to supervisors and team members by managing calendars, coordinating appointments, and ensuring smooth, conflict-free scheduling to optimize their time and productivity.
• Assist in preparing documents such as meeting agendas, reports, presentations, or other communication materials.  Ensure documents are printed, bound, and ready for meetings.

Safety Policy and Governance

• Maintain records of incident reports, risk assessments and safety audits.
• Update safety manuals, procedures, and training materials.
• Assist supervisor to staff submissions on safety policy and safety management matters.

Research & Development

• Assist supervisor to conduct research on safety, or operational topics, and prepare clear, actionable reports with recommendations to support informed decision-making by the team.
• Help drive the institutionalisation of PA’s safety culture by supporting creative marketing efforts and impactful internal communications.  

Management Reporting

• Assist in preparing periodic safety performance reports to senior management.
• Assist in updating internal databases with relevant information and ensure they are organized and easily accessible for future references.

Internal Communications

• Answer phone calls and direct them to the appropriate person or department.
• Assist Quality Service Manager (QSM) to respond to emails and inquiries as needed, ensuring that they are addressed promptly and professionally.
• Assist with the internal communication flow by ensuring all stakeholders and partners are updated on key activities, meetings, or changes in schedule.

Office Administration:

• Help with setting up meetings, including arranging necessary equipment (e.g., projectors, laptops), preparing agendas, and taking notes or minutes during meetings as needed.
• Greet visitors or guests and ensure they are properly coordinated with the visitor management system.  
• Assist in identifying areas of improvement in office processes and suggest enhancements for greater efficiency (e.g., streamlining document filing or optimizing scheduling processes).

[What we are looking for]

• Undergraduates from relevant field of studies
• Strong organisational skills and attention to details.
• Proficient in Microsoft Office (Word, Excel, PowerPoint).
• Excellent verbal and written communication skills.
• Ability to multitask and work independently.
• Strong interpersonal skills with a team-oriented mindset
• Interested candidates please indicate your period of internship in your résumés.