file · web viewthe compliance manager is responsible for the effective management, ......

Issue No: 1.0 Issue Date: 07/2013Date Printed: 13/08/2012 1:16:00 AM Uncontrolled when printed

COMPLIANCE MANAGER

Document Reference: QMS-PD-7006

POSITION IDENTIFICATION

Title: Compliance Manager

Functional Area: Compliance, Head Office

Reports to: Director

POSITION OBJECTIVE

The Compliance Manager is responsible for the effective management, development, improvement and operation of all aspects of Quality Assurance, Safety, and the Company Management System throughout Trefoil Care Services.

GENERAL RESPONSIBILITIES

Ensure the Safe Work and Fit for Work Policies are followed and that the company is providing a safe place to work in all aspects, including ongoing reinforcement of all safe work practices, policies and procedures

Adopt a continuous improvement methodology for all quality, safety and environment systems, process and culture.

Self-manage time to ensure all tasks and objectives are met while prioritising urgent work such as incident investigations or documentation / auditing deadlines

Fulfilling objectives and targets, including Key Performance Indicators for this position. Work as part of a team and perform other tasks as requested by the Directors or other Senior

Management. Ensuring that Quality, Safety and environmental management system are established,

implemented and maintained in accordance with the requirements of the International Standard. Reporting to top management on the performance of the Quality Management system review,

including recommendations for improvement.

SPECIFIC RESPONSIBILITIES

IMS Duties Approx. hours

per week

CompanyManagement System

Company Management System Development - In conjunction with the Directors, manage the continual development, improvement and integrity of all aspects of the system including the Company System Document, QA, WHS & Environment Management Plans System structure and Procedures.

Manuals - Oversee the development and distribution of the company developed system manuals.

Distribution/ Implementation - Oversee the distribution, training and application of the System company-wide. Assist with the development of Intranet platform to access the system.

IMS System Review – Co-ordinate the annual System (Management) Review meeting in accordance with DHS or ISO9001 requirements.

Contract Management Plans - ongoing creation and updating / upgrading of individual Contract Management Plans annually, and as required by Council. Liaise with the Contracts Manager and Contracts Administration Officer.

11

Page | 1


COMPLIANCE MANAGER


QUALITY Duties Approx. hours

per week

Quality Management System

&

Certification to the DHS Standard

Quality Management System - Continuous development of the QSE component of the IMS. Responsible for content, accuracy, regulatory compliance

Document Management - Oversee the Document & Records Management Systems to ensure the company is operating in accordance with ISO9001 and QSE and DHS standards

Internal Auditing - Develop and implement the internal auditing system to include IMS Process Reviews and QSE Compliance as per ISO9001 requirements.

Style Guide – development and implementation Customer Service - manage systems for the recording and action of

customer complaints and customer service procedures as required by ISO 9001 and Council requirements.

Compliant to ISO9001 - ensure Solo Resource Recovery and Rico Recovery Systems and Industrial Services continue to remain fully compliant to all aspects of the standard.

Company representative for external certification auditing to ISO9001, ISO14001 and AS/NZS4801/ OHSAS18001

1

SAFETY Duties Approx. hours

per week

Work Health & Safety Management System (WHSMS)

Safety Management System – Continuous development of the WHSMS component of the IMS (QSE System). Responsible for content, accuracy and regulatory compliance of the system.

WHS Management Plan - ensure all aspects of the Plan are compliant to WHS legislation and to the standards

AS4801 Implementation – in conjunction with the Director, plan and co-ordinate the achievement of the certification at a later date and the subsequent rollout of the standard across future branches.

Pre-audit Checks – must be performed to ensure readiness for external auditing

Maintain Certification - Ensure the company remains compliant to the standard in all aspects, and rectify any non-conformances

Company representative - for external auditing to the standards

3

Emergency Management

Emergency Systems - oversee all Emergency Systems, Preparedness and Compliance to QSE

Ensure SEMP’s (Site Emergency Management Plans) remain compliant to Australian Standards & AS4801 / OHSAS18001 and are kept up to date and promoted within branches.

Co-ordinate - evacuation drills, First Aid officer nomination & training, Fire Warden Nomination & training. Fire fighting equipment, alarms. Ensure each site has sufficient first aid, wardens and signage.

1

Page | 2


COMPLIANCE MANAGER



per week

WHS Consultation

Committee and Safety Committees - ensure all branches are partaking in committee meetings or elected HSR or HSC (Committee). Arrange for training as necessary. Monitor HSR activity and HSC meetings are as per procedures.

Safety Notice Boards – ensure they are current, in use and widely used throughout the Company. Develop a checklist for (Chairpersons) on minimum content / requirements for notice boards.

Monitor WHS consultation in all branches to ensure we remain compliant. Promote the WHS Consultation Procedure and encourage employee

participation as per the procedure’s guidelines.

1

Safety Training

Safe Work Program - Initiate and monitor a safety awareness and best practices program throughout the company

Assist the WorkCover Coordinator to Publish Safe Work Performance - Publish LTIFR & LTIIR figures as part of branch peer / incentive program

Toolbox Meetings - develop, implement and monitor a program of safety training ‘topics’ to be covered by supervisors as part of their monthly Toolbox Meetings.

WHS Training Sessions - manage a pro-active approach to training in the workplace. Conduct or co-ordinate in-house WHS training to ensure all staff are sufficiently skilled to perform their duties safely.

Supervisor Competency - Ensure all managers and supervisors are competent to perform their safety compliance duties including provision of staff training, inductions, mentoring, safety awareness, emergencies, Injuries & Incidents, Safety reviews

External Training - arrange training with external providers as necessary Respond to requests for Company Sponsored Licence Training Enforce the ‘Fit for Work’ program. Assist the Payroll/HR Manager with pre-

employment medical screening queries

3

Communication

Memos - author and distribute Safe Work / Compliance Memos (authorised by Compliance Manager) as required

Newsletter – co-ordinate the development of a Safety Newsletter as part of company newsletter

Ensure Safety Notices are supplied and displayed on all machinery Ensure all necessary communication with branches on WHS, Risk, Injuries,

Reporting, Update Advices occurs on a regular basis

2

Regulatory Compliance

IMS - monitor all WHS state and national legislation to ensure the IMS continues to comply in all areas

Regulatory Compliance Register – completion, accuracy and maintenance to AS4801 / OHSAS 18001 /ISO 14001

Records - Ensure subsequent updates are properly communicated to all affected staff; and relevant training organised & recorded. Ensure an audit trail is created and maintained for audit purposes.

Equipment Testing - Ensure equipment calibration & testing is performed and record-keeping done as per the standard.

SDS- Ensure maintenance and compliance by all branches to the SDS system including chemical stocktakes, chemical register and SDS folders.

2

Page | 3


COMPLIANCE MANAGER



per week

Auditing

Annual Safety Audit - detailed safety audits performed annually at all branches – Administration, Yard, Workshop, Transfer Station in accordance with AS4801/ OHSAS 18001

Internal IMS Auditing – Create calendar, oversee audit program for QSE Process Review and QSE Compliance in accordance with the ISO9001, ISO14001 and AS/NZS4801/ OHSAS18001 standards.

Non-conformances – issue, follow up of CAR’s; and trend analysis to meet ISO 9001 standard.

(WorkCover) Authority Audits – company representative where applicable, liaise with branches for pro-active preparation to ensure best outcome, fast rectification of any non-conformances

Reviews - Monthly Safe Work Reviews delegated and co-ordinated (Quarterly Workplace Inspections)

3

Record Keeping & Reporting

Safe Work Performance – collaborate information and assistance with the WorkCover Coordinator and gather reports on safety performance for all branches for LTI’s (including MTI’s, LTIIR, LTIFR, LTISR) Incidents, Hazards, JSEA’s, RA’s, audits, CAR’s, SWMS including trend analysis & report to the directors

Council Reporting - Provide Safe Work statistics and reporting to the Contracts Manager as required.

Annual Company Safety Report - compile and distribute

Records- Ensure all record-keeping is occurring as per the ISO9001, DHS, ISO14001 and AS/NZS4801/ OHSAS18001 Standards

2

Compliance Calendar

Create, distribute and monitor a Compliance Calendar for all branches. Include chemical stocktakes, test n tag, fire equip, evacuation drills, audits, inspections, committee meetings, toolbox meetings 1

Visitors & Contractors

Supply Supervision in branch administration: Ensure all branches are compliant with the Visitor & Subcontractor

Compliance system is implemented and maintained

Injury & Incident

Responding to incidents and investigating as required Ensure all reporting is done promptly, accurately and as per procedure Follow-up actions including Hazards, RA’s, CAR’s until close-out Return to work co-ordinator?

1

Drugs & Alcohol

Monitor the implementation of the Drug & Alcohol Policy & Procedure; and perform or co-ordinate random drug and alcohol testing throughout the company as directed by the Compliance Manager.

Authorised Testing Officer (ATO) allocation and training Co-ordinate random and blanket testing as required

1

Branch Requests

SWMS - develop or update SWMS and branch-specific safe work procedures as required by branches to meet customer requests

Audit Preparation – assist branches with preparation for external WHS audits as required

Commercial Customers - ensure the prompt response to WHS compliance forms from commercial customers as required

3

Page | 4


COMPLIANCE MANAGER



per week

Professional Development

Industry - stay abreast of waste industry news, WHS trends, innovations, etc that relate to safety - and forward or make recommendations as necessary

External Training - attend work-related training or seminars as authorised or requested by the directors

1

Annual review

Conduct the annual review on the WHSMS including, Fatigue Management, Risk Management, Emergency Management procedures as per AS4801 / OHSAS18001 requirements 1

ENVIRO Duties Approx. hours

per week

EMSSystem Management

&

Certification to ISO14001

Environment Management Plan (EMP) - ensure all aspects of the Environment Management Plan within the QSE Department is continually developed to achieve and remain compliant to applicable legislation and to ISO14001 / OHSAS18001

Environment Management System (EMS) – Continuous development of the EMS component of the IMS. Responsible for content, accuracy and regulatory compliance of the system.

Gain Certification -plan and co-ordinate certification to ISO9001, ISO14001 and AS/NZS4801/ OHSAS18001 and work toward the implementation and certification in each state by end of 2017

Maintains Certification - Ensure the company remains compliant to the standard in all aspects, and rectify any non-conformances. Perform pre-audit checks to ensure readiness for external auditing to the standard.

Legislative Compliance - oversee all planning, reporting, auditing and compliance for the body to remain compliant.

Company representative - for external auditing to ISO9001, ISO14001 and AS/NZS4801/ OHSAS18001

3

Total Hours Per Week 40

KEY COMPETENCIES REQUIRED

The following competencies are required for this position:

Communication Good written and oral communication skills with the ability to encourage development and co-operation between relevant parties.

Team Work Ability to work effectively in a team environment and also individually.Problem Solving Ability to analyse operational problems and formulate appropriate solutions.

Self Management Have good time management skills in order to efficiently and effectively manage fluctuating workloads and meet any deadlines.

Planning and Organisation Ability to operate efficiently under pressure and deal with competing demands.

Technology Good computing skills in excel, word and outlook. Acquire competent and accurate keyboard skills.

Learning Ability to learn new applications and effectively use established ones.

Initiative and enterprise

Ability to identify business opportunities and pass on to sales. Ability to work and make general operational decisions without constant supervision.

Page | 5


COMPLIANCE MANAGER


KEY PERFORMANCE OBJECTIVES

Outputs Key Performance IndicatorCertification Audits to DHS Standard ISO9001 and AS4801

Zero non-conformances at certification and intermediate audits

safety or quality audits Zero non-conformances, 14 day turnaround on CAR’sAnnual Safety Report Completed and submitted by 15th January each yearAnnual IMS System Review Completed and documented by 31st October each yearIMS Process Auditing Full cycle completed every 1-3 years (according to process rating)

Page | 6


COMPLIANCE MANAGER


PERSON SPECIFICATION (QUALIFICATIONS/ KNOWLEDGE/ EXPERIENCE)

Qualifications – Essential:

(a) Cert. IV Training & Assessment

(b) Cert. IV OHS

Qualifications – Desirable:(a) Degree in Business Management, Risk Management or Environmental Health

(b) Diploma of OHS

Knowledge, Skills & Experience (Essential):

(a) 5 years experience and extensive knowledge of business management systems

(b) 5 years experience in OHS in a medium to large company

(c) Working knowledge of ISO9001, ISO14001 and AS4801

(d) Auditing experience with third party certification bodies

(e) Intermediate to advanced IT skills in MS Word and MS Excel

Knowledge, Skills & Experience (Desirable):

(a) Experience in multi-site operations

(b) Experience in the Waste Management Industry.

(c) Experience in OHS software systems

WORK HEALTH AND SAFETY OBJECTIVES

The Work Health and Safety Objectives form an essential part of this role and it is imperative that these objectives are achieved. The achievement of these objectives will form part of the employee’s annual Staff Development Review. (a) Ensure employees care for their own health and safety and that of others.

(b) Follow all Company policies, procedures and practices as detailed in the Code of Conduct and other applicable areas of the Safety Management System; including the wearing of PPE, observing safety signs, immediate reporting of hazards, use of lock out tags and awareness of emergency procedures.

QUALITY OBJECTIVES

(a) Ensure that the dealings with customers and other company staff is supportive of the Company’s commitment to quality service.

(b) Perform all duties of the position in accordance with all policies and procedures of the Quality Management System (QMS).

Page | 7


COMPLIANCE MANAGER


ENVIRONMENTAL OBJECTIVES

(a) Abide by all aspects of the Company Environment Policy as it applies to you.

(b) Be environmentally aware and pro-active in the approach to environmental management.

(c) Promote recycling in the workplace and community to minimise waste to landfill.

ORGANISATIONAL RELATIONSHIPS / AUTHORITY

ORGANISATIONAL RELATIONSHIPS

Reports to: DIRECTOR

Manages:

Internal Contacts: All Head Office personnelBranch / Contract ManagersOperations

External Contacts: Training Organisations Workcover and Worksafe AuthoritiesSubcontractorsSuppliers

ACKNOWLEDGEMENT

This Position Description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualification required of employees assigned to the role.

Page | 8

file · web viewthe compliance manager is responsible for the effective management, ......

Documents