Permit To Work Office Assistant

Mission

The MMSP Permit to Work (PTW) Office Assistant provides administrative, document-control, and coordination support to the PTW Manager in the day-to-day operation of the MMSP Permit to Work system. The role helps ensure permit applications for track, rooms, the Depot, Mainline, stations, and associated work fronts are accurately registered, checked for administrative completeness, progressed, and recorded in accordance with the Construction Commissioning Rail Rule Book (CCRRB), project procedures, and applicable safety requirements.

Main Responsibilities

Permit to Work Administration

• Receive, register, and log PTW applications and supporting documents, including the relevant PTW reference, RAMS, and other required attachments where applicable.
• Check submissions for administrative completeness against approved checklists and submission deadlines, and follow up missing or corrected information.
• Prepare permit packs and electronic records for review by the PTW Manager and other authorised reviewers.
• Maintain the live PTW register, including application status, work location, validity period, Work Party Supervisor (WPS), approvals, suspensions, cancellations, and closure details.
• Distribute approved permits and status updates only as directed by the PTW Manager, ensuring the correct revision reaches authorised stakeholders.
  
  

• Compile weekly permit schedules and summaries of planned work across the Depot, Mainline, stations, rooms, and associated work fronts.
• Identify and flag potential overlaps in location, timing, access, isolations, rail vehicle movements, or contractor activities to the PTW Manager for resolution.
• Arrange PTW planning and coordination meetings and prepare agendas, attendance records, minutes, and action trackers.
• Follow up applicants, contractors, and internal stakeholders on outstanding information, revisions, approvals, and close-out actions.
  
  

• Liaise, as directed, with the Construction Railway Operations Manager, Rail Movement Controller (RMC), Worksite Safety Supervisors (WSS), Works Train Managers (WTM), Work Party Supervisors (WPS), contractors, and other authorised persons.
• Provide accurate permit-status information and controlled copies to support safe worksite planning and construction railway operations.
• Maintain current contact and distribution lists and support clear handover of active, suspended, cancelled, and closed permits.
• Immediately refer operational conflicts, unclear controls, disputed conditions, or requests outside procedure to the PTW Manager; do not make safety-critical or approval decisions.
  
  

• Maintain complete, accurate, and traceable PTW records in accordance with the CCRRB, PTW procedures, document-control requirements, and retention rules.
• Verify that required signatures, approvals, references, and supporting documents are present before records are distributed or archived.
• Control permit versions and templates and prevent superseded or unauthorised documents from being circulated or used.
• Support audits, inspections, incident reviews, and performance reporting by retrieving records, compiling data, and tracking assigned actions.
• Report expired, overdue, incomplete, inconsistent, or potentially non-compliant permit records to the PTW Manager without delay.
  
  

• Diploma, certificate, or equivalent qualification in administration, document control, construction, railway operations, or a related discipline; relevant experience may be considered in lieu.
• At least 2 years' experience in administration, document control, or operational support, preferably within construction, infrastructure, rail, or another safety-critical environment.
• Experience supporting a Permit to Work, access-control, document-control, or similar controlled workflow.
• Strong attention to detail and the ability to maintain accurate records while managing multiple deadlines and changing priorities.
• Basic understanding of construction safety, permit controls, and the importance of escalation within a safety-critical environment.
• Confident communication and stakeholder-coordination skills, with the ability to follow up actions professionally.
• Proficiency in Microsoft Office, particularly Word, Excel, and Outlook, and confidence using electronic permit or document-management systems.
• Strong written and verbal English communication skills.