CERN Accelerating science

The Administrative Services Section provides efficient and reliable administrative support to the HSE Unit and the HSE Groups and in particular in the following domains:

• Official travels • Document handling (EDMS, Sharepoint,…)
• Meeting/conference/seminar organisation
• Meeting room management
• Stationery
• Support to specific projects

In addition, the Administrative Services Section provides Departmental Administrative Office services, in particular:

• Administrative handling of the contracts for HSE personnel such as updates in the CERN Database, preparation of contract changes, follow-up of contracts of trainees, family situation,
• Welcome of newcomers (arrival entitlements, information session about HSE..),
• Management of special leaves, overtime summaries, roles and access rights, etc.

Finally, the Administrative Services Section acts as central information point for general or administrative information for the HSE Unit. To carry out the mandate of the Administrative Services Section its members are assigned to specific HSE groups and/or the Departmental Administrative Office.

Within the HSE-TS Group, the HSE-TS-IMS Section supports operational, radiological and conventional environmental monitoring, and related safety functions under the responsibility of the HSE Department through the design, development, procurement, production, installation, commissioning, operation, and maintenance of instrumentation and monitoring systems. These systems include handheld, mobile, and stationary devices.

In particular, the IMS Section ensures:

• The procurement of commercially available instrumentation and monitoring systems where possible and appropriate;
• The design and development of specialised systems required to address specific operational, radiological or conventional environmental monitoring or safety function related needs that are not available on the market;
• The installation commissioning and operation of these monitoring systems, including ambient dosimetry, airborne and liquid effluent monitoring, and monitoring of radiological and chemical parameters related to CERN facilities and activities;
• The management and execution of preventive and corrective maintenance activities for the instrumentation and associated monitoring systems under its responsibility;
• Technology watch, research and development activities in the fields of ionising radiation detection, conventional environmental monitoring, measurement electronics, and safety-related monitoring systems;
• The provision of technical expertise, advice, and support related to instrumentation and monitoring systems within the scope of the IMS Section’s mandate;
• The management of the HSE Radiation and Environmental Monitoring System (REMS) programme, providing CERN with the means necessary to protect workers, the public and the environment from undue radiation exposure and chemical hazards.

In line with the mandate of the HSE Unit, the HSE Safety Training Section supports the Organization in the implementation of its Safety Policy by providing Safety training services to all CERN contributors, raising awareness about hazards and risks present at CERN, as well as applicable Safety rules and procedures, and promoting safe behaviours and a strong Safety culture.

The Safety Training Section defines and delivers a training programme to provide all employees and external workers with adequate Safety training and/or instructions.

To this end, the Safety Training Section:

• Develops, maintains and implements a comprehensive set of training courses tailored to risks and functions, using appropriate, state of-the art learning methods and formats.
• Manages learning tools, including CERN’s Learning Management System, and associated processes and procedures.
• Plans, schedules and organises training sessions, in close collaboration with the hierarchy, who is responsible for defining Safety training needs for the persons under their responsibility.
• Sources and manages internal and external trainers.
• Develops, maintains and operates training facilities and equipment.
• Provides guidance and support to the hierarchy to facilitate workplace induction in matters of Safety.

For the avoidance of doubt, the Safety Training Section’s mandate does not cover professional or technical training, including certifications, the management of external training activities or records or the enforcement of access authorizations and controls

Within the HSE-TS Group, the HSE-TS-TP Section supports HSE activities and processes, in particular through:

• The establishment, maintenance and interpretation of CERNs regulatory framework in matters of Safety • This includes the establishment and revision of CERN Safety rules as well as of CERN Safety policies and associated implementation procedures. It also covers assistance in the implementation of HSE related CERN legal requirements.
• Proactive communications
• This includes drafting and updating of a communication plan (covering HSE internal, CERN wide and external HSE related communications) and its implementation, as well as the overall management of the HSE website;
• Space and car fleet management;
• Assistance in the implementation of Data Privacy Protection requirements and quality assurance processes.

The HSE-TS-TP Section further provides administrative and legal support (including secretariat and minutes) to some HSE committees and processes, such as the Safety Policy Committee (SAPOCO), and to the implementation of the Tripartite Agreement on Radiation Protection and Radiation Safety between CERN and its Host States.