Quality Systems Officer[JobTitle]

Transcription

1 Position Description Quality Systems Officer[JobTitle] Created: 22 May 2017 Group: People & Corporate Services Job family: Strategy and Governance Position number: TBA Hours worked per week: 35 Manager s title: Quality Management System Manager Status of PD: Final Does the employee need to drive a vehicle as part of the role? Yes may need to drive to other sites from time-to-time Number of direct reports: Nil Manager once Removed s title: Head of Risk Work location: 1 Smith Street, Parramatta Does the employee have to provide a car for work purposes (budgeted in their TRP?) No Number of indirect reports: Nil Level of Role Staff or Specialist Manager Manager once Removed To be completed after evaluation by job evaluation coordinator only: Evaluated grade: EA 13 Section 1: Purpose and context Purpose of the Position Provide Quality subject matter expert support and administrative support for the implementation of the Sydney Water Quality Management System project The structural context for the position It may be helpful to sketch the position, who it reports to and who reports to it, below. Include the EA pay level/ice band for the manager, peers and direct reports where you can. The position reports to the QMS Manager within the Risk business area in the People and Corporate Services Group. 1 [JobTitle] Page 1 of 6

2 What are the direct and indirect (dotted line or staff-once-removed) reports to the position? Section 2: Key accountabilities and outcomes/tasks Leadership expectations Technical accountabilities Assist in the implementation of an Enterprise wide ISO9001:2015 Quality Management System by providing quality SME support to the business. This will include assisting with: the development of quality related processes and procedures monitoring of relevant action plans to prepare the business for certification of its ISO9001:2015 QMS in 2018 supporting the deployment of QMS related training and awareness programs to assist the business adopt the QMS. assist in preparation for the annual management review cycle efficiently and accurately enter required documentation into relevant templates and enter these into the document management system meeting management including taking of minutes and preparation of agendas assist in coordination of contractors working on the project undertake relevant data entry for management of project status reports manage QMS enquiries via the phone or team inbox Systems accountabilities Sound experience using IT systems like Excel, Word, O365. Experience using Excel formulas to analyse and report data. Experience analysing data and compiling reports using MS Word and Powerpoint. Process accountabilities * Identify, investigate and propose improvements to Enterprise business processes. * Assist with continuous improvement and implementation of process change. * Ensure realisation of benefits from process change. [JobTitle] Page 2 of 6

3 Internal working relationships This position will be part of a multi-disciplinary team that is delivering an Enterprise-wide quality management system. The successful candidate must have the demonstrated ability to communicate clearly, in plain English with well-developed written & verbal communication skills. They must have the ability to communicate using and other technology. The position will be required to support various stakeholders across the business and be able to communicate effectively to managers, customers and co-workers 1 on 1 in and in meetings. Customers (external) Impact of position Contribution Spectrum1F2 Delivery Operational Tactical Strategic This position works in the QMS project team who are delivering an Enterprise wide quality management system as one of Sydney Water s transformational Lifestream projects. This role will support the team to deliver an ISO9001:2015 certified QMS as per the requirements of Sydney Water s Operating Licence. Financial Nil Innovation and Complexity Innovation Make/recommend minor changes Develop improved day to day processes Make major improvements or changes to ways of working Lead innovation and change Safety Comply with Sydney Water s Health & Safety Management System. - Cooperation with relevant Health & Safety improvement strategies. - Report any incidents or hazards identified in the course of work. - Take care of Health & Safety for self and others at work. 3 2 Delivery deliver own output by following set procedures, or according to operational targets Operational Set and achieve objectives which has an impact on others Tactical Provide input into or develop new products or processes Strategic Establish and implement business strategies with a longer-term focus [JobTitle] Page 3 of 6

4 - Properly maintain any issued safety equipment. Section 3: Knowledge/skills/experience Relevant tertiary education and Quality Management related qualifications. Experience in providing quality management and business administration support in areas such as: development of ISO based quality processes, procedures, training materials, auditing tools, data entry, records management, contract administration, reporting and general administration duties. Ability to work largely unsupervised but cooperatively with other team members. Demonstrate effective time management, and management of customer expectations. Demonstrated experience suggesting and implementing improvements to quality practices and associated processes and procedures. Additional notes: Experience operating within a large, fast paced complex business. Experience as a quality auditor would be highly desirable. Sydney Water expects all staff to do other projects and perform additional duties as required. [JobTitle] Page 4 of 6

5 Appendix Appendix People management accountabilities Manager once Removed accountabilities Ensure consistency across the business unit and integrate the work of teams Provide subordinates once removed with someone to talk to if they feel they are not being treated fairly by their manager or if they want to appeal a decision made by their manager Ensure the quality of management for subordinates once removed Answer the question about future of the subordinates once removed by making a clear judgment of potential and providing feedback Build capability for future roles Plus manager and planning accountabilities below Manager accountabilities Provide leadership to direct reports Ensure direct reports fully understand my role (as a manager), accountabilities and authorities Build and maintain a strong, two way, trusting working relationship with my staff based on achieving the business goals and enabling subordinates to work to their fullest potential Ensure my direct reports can answer key questions of: o o o Where are we going? What is their work? How their performance will be assessed? Set clear tasks by explaining the background to the work (context), the purpose, how much is required and to what quality, the resources available and the time Make accountabilities and authorities clear and ensure subordinates have the financial, people, and physical authorities needed to be able to achieve their work Set effective baseline conditions for productive work by completing important people management processes of selection, induction, contribution assessment and provide development for the position so staff can complete tasks effectively Ensure the team works in a way that each team member actively contributes to the decisions made and moves in a set direction with commitment Communicate with direct reports, in person about, change wherever possible Quickly address discomfort or tension so problems are resolved before they develop into conflict Lead culture change within your team Role model corporate behaviours and ethics Guide and support direct reports, so they are focused and connected to the Safe and Well Together vision and strategy Positively encourage and coach direct reports with respect to their Safe and Well Together visible Leadership behaviours Ensure accountability for Health, Safety and Wellbeing leadership is demonstrated through personal safety action plans Demonstrate commitment to being Safe & Well Together in meetings such as sharing lessons learned and Safety moments Participate in health, safety and wellbeing activities such as wellbeing support activities, Incident investigations, safety meetings, safety inductions and safety training. Plus planning accountabilities below [JobTitle] Page 5 of 6

6 Planning accountabilities Appendix Ensure systems of work and processes are effective, that the structure of the team supports the work to be done and that work is aligned across members of my team Develop team business plans and ensuring effective execution of those plans Ensure work occurs at the right level and outcomes are delivered to the agreed requirements. Integrate work across team/s Apply Sydney Water policies and procedures consistently and fairly Communicate what is required for the business and why. Signature behaviours All staff are accountable for demonstrating Sydney Water s signature behaviours of: Focus on solutions (Positive attitude, change ready, improvement and insight) Stand up and contribute (Participation, collaboration, courage and respect) Do what you say (Honesty, integrity, transparency and trust) Support and Encourage (Encouragement, communication, empathy and cooperation) Own the outcome (Ownership, accountability, results and accomplishment) [JobTitle] Page 6 of 6