Operations Department, Research Support Division

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1 POSITION DESCRIPTION Position Details Position Title Department and Division Reports To WHS & Compliance Manager Operations Department, Research Support Division Chief Operating Officer The Institute The Westmead Institute for Medical Research is one of the largest medical research institutes in Australia with over 600 staff and students across 11 research centres. Its research spans infectious and immune diseases; cancer and leukaemia; liver and metabolic diseases; eye and brain related disorders and heart and respiratory disorders. Closely affiliated with the University of Sydney and Westmead Hospital, the Institute s research extends from the laboratory to the patient using the basic tools of molecular and cell biology, genetic epidemiology, imaging technology and clinical research. Biomedical research in the Institute extends into clinical research programs across a wide range of disciplines which may interface with the many clinical trials in progress at any one time. This bench to bedside approach enables greater translation of research from biomedical discovery to the development of new prevention strategies, diagnostics and more effective treatments. Medical research involves materials, equipment and procedures that present significant challenges in ensuring a safe workplace. WIMR is committed to meeting all regulatory compliance obligations and for providing and maintaining a safe healthy workplace for staff, students, contractors, volunteers, visitors and all other persons whose health or safety could be at risk through its research and operations. Overview of WIMR and Position Context The WIMR Research Support Division provides business planning, management and administrative services to support WIMR s research activities. Portfolios within the Division include: Human Resources Operations Governance and Policy Finance Marketing and Communications The Operations Department manages and administers the laboratories, specialised facilities and building services. A key component of service delivery is the management of the research floors and the facilities they host. Primary Function The objective of the role is to ensure the Institute achieves a high standard of safety and is positioned to meet statutory obligations and to maintain facility certification. The WHS & Compliance Manager reports to the Chief Operating Officer and is primarily responsible for: Understanding and effectively managing WIMR risk issues; development of strategic WHS approaches (based on activities/risks); Management, monitoring and improvement of the WHS management systems; and Provision of WHS support and guidance to all WIMR and Research Centre personnel. The role is one of development, education, support, facilitation and communication across all areas of Position Description WHS & Compliance Manager Westmead Institute for Medical Research 18/12/17 Page 1 of 9

2 research and operations, including areas of WHS, biosafety and chemical safety. The WHS & Compliance Manager is to consult and assist researchers, staff and management to ensure a practical implementation of WHS requirements within the facility. Key Responsibilities Frequency 1. WHS Management Provides strategic direction and improvement to the WIMR Board, Management Team and Operations to ensure the safety and well-being of all persons within the WIMR facility. Establishment of WHS concepts, approaches and resourcing to effectively meet planned objectives, targets and key performance indicators. Maintenance and improvement of the WIMR WHS Management Systems (WHSMS) (under development and implementation) to ensure a risk-based approach is used for all research activities, from inception through to ongoing assessment and completion review. 2. WHS for Scientific Research Projects Involvement and advice for harm elimination or minimisation with respect to new and amended Scientific Research Projects, commencing at the WIMR Governance Approval level. Application of risk management approaches to ensure legal and risk management obligations are being met, whilst working within the National Health and Medical Research Council Guidelines and WIMR Work Health and Safety Management System. 3. WHS within Research Centres Works with all stakeholders to support practical implementation of WHS and compliance across all areas of WIMR by: Utilising the WHSMS to understand and effectively control all risks, specifically critical risk issues such as, chemical safety, biosafety, and radiation safety. Ensuring that all research activities conducted by WIMR are performed to meet minimum regulatory obligations/requirements and industry best-practice, through the promotion of a culture of standardisation, safe work practice and support for research. Implementation and regular monitoring of risk management process(es) and use of tools to ensure that risks are regularly identified with appropriate (effective) controls implemented, e.g. development of Safe Work Practices (SWPs), training, education and control effectiveness reviews. Monitoring changes to relevant legislation and regulations, assessing potential impacts and management via a Change Management process. Supporting and advising Research Centres in the development of appropriate WHS and compliance requirements for new facilities, areas and equipment. Involvement and WHS support in Research Projects e.g. Governance, Project Approval, Legal and Other Regulatory Requirements, Facility Adequacy and Critical Risk Management (where applicable). Ensuring areas of critical risk are a priority, e.g.: o Biosafety physical containment levels PC2 and PC3 certification o Biosafety assessment of Flow Cytometry analysis and sorting projects that o are initiated by Westmead Research Hub partners Chemical safety facility wide chemical management inventory, standardisation of chemical storage and handling. Understanding and management of all stakeholder needs to minimise potential impacts to health and safety of personnel and research outcomes. Proactively seeking opportunities for improvement in WHS and compliance promotion. Position Description WHS & Compliance Manager Westmead Institute for Medical Research 18/12/17 Page 2 of 9

3 4. Education and training Works in collaboration with the research management team and relevant stakeholders to provide training, ongoing education and support in WHS and compliance, including: Development of a Training Management System to identify WIMR WHS training needs, provision of training, assessment and management of refresher training and training records. Training for new staff in (but not limited to): o WHS (risk assessment; staff responsibilities; supervisor s responsibilities; basic chemical management); and o Physical containment (covering OGTR; GMO; staff responsibilities; supervisor s responsibilities, PC2 sign off). Proactive communication of relevant legislative developments and changes to all WIMR stakeholders. Coordinating appropriate equipment/technical super users to ensure/support on SWP and compliance in highly specialist areas. 5. WHS Monitoring and Reporting Strategic planning, monitoring, reporting and review of WHS approaches and concepts to determine and validate meeting of planned objectives and targets. Monitoring of effective management and control of WIMR risk issues, as defined in the WHS Risk Registers. Timely and effective investigation of all incidents and near misses to identify all causal factors with relevant preventative/corrective measures implemented (to prevent recurrence). Regular reporting to stakeholders of WHS and compliance matters as relevant to stakeholder needs. Conduct regular communication of WHS decisions and actions of working groups and committees across WIMR. 6. Audit, accreditation and certification Work, in collaboration with the research management team and relevant stakeholders, to ensure relevant accreditation and certification requirements are met: Manage a database of certification and compliance Assist with identifying and coordinating specialist training and advice (e.g. identifying equipment super users to provide expert support) Provide oversight of accreditation of specialised facilities e.g. NATA accreditation 7. Emergency Preparedness and Response Participate in emergency preparedness and response planning and disaster recovery planning, relevant to WIMR potential emergency scenarios, specifically sample/reagent integrity. Assist in design and implementation of emergency response processes, e.g. management of temperature controlled devices and associated equipment. 8. Primary Roles Act as the Institute s Work, Health and Safety officer. Act as the Institute s Biosafety officer. Act as the Institute s Chemical Safety officer. Act as the Institute s Radiation Safety officer. The accountabilities listed below relate to each of these four areas. Position Description WHS & Compliance Manager Westmead Institute for Medical Research 18/12/17 Page 3 of 9

4 9. Other duties as assigned Performs work activities relevant to the role s key accountabilities as approved by the Director of Operations and Chief Operating Officer. As required. Key Performance Metrics The following KPIs are metrics for the WHS & Compliance Manager: 1. WHS, safety, legislation and policy compliance record 2. Training and education 3. Researcher satisfaction 4. Performance to budget Key Relationships Internal Chief Operating Officer Director of Operations Research Operations teams Research Centre Directors Governance and Policy Manager Human Resources Manager WHS Working Group Institutional Biosafety Committee Risk Management Committee External Hub Partners and Affiliates Office of the Gene Technology Regulator (OGTR) Primary industries / AQIS (Australian Quarantine and Inspection Service) Professional and industry networks Other relevant Commonwealth and State Government agencies Decision Making and Delegation of Authority The WHS & Compliance Manager is responsible for operationalising, implementing and managing all decisions that relate to operational management and administration of the WHS & legislative and regulatory compliance. They will apply professional judgment to make day-to-day decisions ensuring alignment to policy and procedure, will exercise independent judgement and have significant decision-making autonomy. The incumbent has responsibility for exercising authority in accordance with WIMR s Delegations Manual. Position Dimensions POSITION Full-time position. STAFF DATA DIRECT REPORTS: INDIRECT REPORTS: Research Management teams Scientific Platforms teams Researchers and other facility users FINANCIAL DATA SALARY BUDGET Position Description WHS & Compliance Manager Westmead Institute for Medical Research 18/12/17 Page 4 of 9

5 NON-SALARY BUDGET GRANT AMOUNTS/BUDGET OTHER AMOUNTS Key Challenges Maintaining current knowledge of legislation changes and best practice in WHS and compliance Ensuring a safe workplace for users in a facility where significant risks are present Providing education, support, advice and instruction to a range of users with varying levels of experience Working with researchers to facilitate practical safe work practices and manage appropriate risk profile Selection Criteria Qualification and Experience A tertiary qualification in Work Health and Safety (or equivalent) is desired. A minimum of 5 years experience working in a specific health and safety role is recommended to ensure a sound understanding of WHS risk issues, systems and methods of management to facilitate effective and practical WHS decision-making. Experience in a research facility may not be necessary, however, diversity of experience in different industries may be an advantage. Knowledge Sound working knowledge and acute awareness of WHS Legislation and Regulatory requirements is essential. Knowledge and understanding of WHS Management Systems, Codes of Practice and Australian Standards is essential to ensure effective systems design and practical implementation. Understanding of operating procedures within a laboratory environment and/or experience working with biological and chemical hazards would be an advantage. Sound planning and strategic thinking experience is desired with a strong understanding of people behaviours and how to initiate cultural change would be of benefit. Skills Excellent verbal and written communication skills, must be a skilled presenter, communicator and educator. Be able to assess and prioritise WHS and compliance risks with the support of the organisation. Demonstrated ability to design and implement systems (processes) that underpin high quality safe work practices in a research environment. Ability to sustain productive collegial working relationships, is interested in collaborative problem solving, encouraging growth and development in people and when necessary providing feedback in a thoughtful, considerate and encouraging manner. Can engage, negotiate and collaborate with multiple stakeholders on complex issues. Can coach, mentor and assist others to address emerging challenges and risks. Drives strong proactive engagement with key stakeholders. Excellent time and workload management skills with demonstrated ability to prioritise effectively, manage multiple tasks, meet deadlines and achieve required outcomes. Position Description WHS & Compliance Manager Westmead Institute for Medical Research 18/12/17 Page 5 of 9

6 Organisational Capabilities Achieving Results Collaborative Relationships Professionalism Achieve results through efficient use of resources with a commitment to quality outcomes. Plans work to achieve prioritised outcomes and can respond flexibly to changing circumstances. Thinks, analyses and considers the broader context to develop solutions to problems. Demonstrates a responsible and accountable approach to own work, adheres to legislation and policy and proactively addresses risks. Interested in sustaining productive working relationships, is interested in collaborative problem solving, and provides input in a thoughtful, considerate manner, listening to the others and responding with respect. Collaborate with others by sharing knowledge to facilitate the flow of information and accelerate innovation. A positive and proactive approach to building networks, alliances and partnerships to do what we cannot do alone The ability to negotiate with others to resolve differences and settle conflicts effectively. Champions and acts as an advocate for the highest standards of ethical and professional behaviour. Comply with relevant legislative or policy requirements and act in accordance with the principles of good governance, social, economic & environmental sustainability. Makes a positive contribution to the reputation of the organisation. Capacity to consider alternative views and negotiate mutually satisfactory outcomes wherever possible. People Management Capabilities Leadership Excellence Leading People Translates organisational strategy and business plans into operational activity. Facilitates the introduction of change to the workplace, promotes innovation, champions change and assists others to engage with organisational/cultural change. Takes responsibility for meeting objectives and progressing work. Shows initiative and does what is required, commits energy and is driven to see that goals are achieved. Collaborates and set meaningful goals aligned to the organisational strategy, establishes priorities, recognises and celebrates achievement. Collaboratively sets performance measures to track progress and achievement of important goals, provides timely and constructive feedback about overall performance and / or the behaviour, knowledge, skills that support successful outcomes. Delegates authority appropriately and supports others in the execution of their authority. Collaborates with team members to establish development plans, coaching / mentoring opportunities or training that will help the individual make a positive contribution. Position Description WHS & Compliance Manager Westmead Institute for Medical Research 18/12/17 Page 6 of 9

7 Cultural Commitment All staff are expected to make a positive contribution to WIMR as a workplace that is free from discrimination and harassment and a work environment that embraces and appreciates diversity. WIMR is a workplace where fair decisions are made on the basis of non-discriminatory criteria. In the situation where behaviour is witnessed that breeches our policies all staff are expected to raise and refer such a matter in a timely, respectful and confidential manner to either their supervisor or human resources. Work Health and Safety (WHS) Statement All Staff and Affiliates are expected to: Understand the WIMR s Work Health & Safety Management System and relevant Centre WHSMS, including Safe Working Practices to ensure awareness of personal responsibility for workplace health and safety (WHS). Engage in safe work practices, taking reasonable care for your own health and safety and that of others who may be affected by your acts or omissions. Cooperate with the Institute to ensure compliance with WHS legislation and WHSMS requirements. Report all incidents and injuries, and hazards or WHS issues of concern. Seek WHS information or advice, before carrying out new or unfamiliar work. Regularly identify potential risk issues and consult on the management of WHS risks that may affect you. Follow Institute policies and procedures as relevant to work/research activities. Wear appropriate clothing, footwear and protective equipment for the work being done and properly use relevant safety devices. Do not wilfully place at risk the health, safety or wellbeing of others or misuse safety equipment. Familiarise yourself with local and Institute wide emergency procedures and cooperate with directions from emergency wardens. Position Description WHS & Compliance Manager Westmead Institute for Medical Research 18/12/17 Page 7 of 9

8 Organisational Chart Executive Director Chief Operating Officer Deputy Director of Research Director of Operations WHS & Compliance Manager Scientific Platforms Manager Research Manager Position Description WHS & Compliance Manager Westmead Institute for Medical Research 18/12/17 Page 8 of 9

9 Authorisation Position Title Centre/Department and Division Reports To HR Position Review completed Executive Director WHS & Compliance Manager xxxxxx, Research Services Division Chief Operating Officer Name: Date: Name: Professor Tony Cunningham Date: Acknowledgement By signing here I acknowledge that I have reviewed and understand the requirements of the position. Position Incumbent Name: Date: Signature: Position Description WHS & Compliance Manager Westmead Institute for Medical Research 18/12/17 Page 9 of 9

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