Incident Reporting Administrator

Hyde Park Winter Wonderland is the UK's largest and most iconic festive event, attracting approximately 2.5 million visitors each year. Held annually in the heart of London's Hyde Park, it features world-class attractions, live entertainment, Christmas markets, hospitality experiences, and immersive seasonal attractions delivered on a large-scale operational footprint.

Bringing the event to life requires a dedicated workforce of event professionals who play a vital role in delivering safe, memorable and high-quality experiences for guests throughout the season. We are looking for an Incident Reporting Administrator to support the delivery of an efficient, accurate and effective incident reporting function across Hyde Park Winter Wonderland. Working closely with the Incident Reporting Manager, the Operations team, the MARI Health & Safety team, medical providers and operational departments, you will play a key role in ensuring incidents, accidents and near misses are properly documented, investigated and recorded.

This is a fast-paced and varied role that combines administrative support, operational response and data management. You will attend incidents when required, gather supporting information and evidence, maintain incident records and support the production of high-quality reports. Through effective record keeping and attention to detail, you will help ensure that incidents are accurately documented and that key information is available to support investigations, compliance and continuous improvement.

Role Deliverables:

• All incident records are accurately entered into OSHENS and maintained within agreed timescales.
• Supporting evidence and documentation are obtained, organised and attached to incident reports promptly.
• Incident records remain accurate, complete and audit-ready throughout the event period.
• Information requests from operational, safety and management teams are responded to efficiently and professionally.
• Trends, repeat incidents and outstanding actions are identified and escalated appropriately.
• The Incident Reporting Manager receives effective operational and administrative support, enabling timely investigations and reporting.

Requirements

• Experience working in an administrative, operational or customer-facing role.
• Experience maintaining accurate records and handling detailed information.
• Experience working in a fast-paced environment with changing priorities.
• Experience communicating with a wide range of stakeholders and colleagues.
• Strong understanding of the importance of confidentiality and data protection.
• Exceptional attention to detail and commitment to producing accurate records.
• Strong organisational skills with the ability to manage multiple tasks simultaneously.
• Excellent written communication skills with the ability to produce clear and professional documentation.
• Strong verbal communication and interpersonal skills.
• Ability to remain calm and professional when dealing with incidents and sensitive situations.
• A proactive and inquisitive approach to gathering information and resolving issues.
• Ability to work independently whilst operating effectively as part of a wider team.
• Strong time management skills and ability to prioritise workloads in a busy operational environment.
• Confident using Microsoft Office applications, particularly Outlook, Word and Excel.
• Ability to quickly learn and use incident management and reporting systems.
• Strong integrity and ability to manage sensitive information appropriately.
• Flexible, reliable and willing to support wider operational requirements where necessary.
• A positive and professional approach with a strong commitment to safety and customer experience.