RISK & COMPLIANCE ADMINISTRATOR

RISK & COMPLIANCE ADMINISTRATORISO | Quality Management Systems | Policies & Procedures | Regulatory Compliance

Employment Type: Permanent
Department: Risk & Compliance
Reporting To: Senior Management / Managing Director

PURPOSE OF THE POSITION

We are seeking a highly organised and compliance-focused Risk & Compliance Administrator with strong practical experience in ISO systems, compliance administration, policies and procedures, quality management systems, document control and audit preparation.

This is not purely a general administration position.

The successful candidate must be confident working within a structured compliance and quality environment and must understand the importance of maintaining accurate, current and auditable documentation.

The candidate will be responsible for supporting the organisation's ISO accreditation, regulatory compliance, risk management, quality management and policy/procedure framework, ensuring that documentation, registers, policies, procedures, audit records and accreditation requirements remain accurate, controlled and up to date.

A strong understanding of ISO requirements and the administration of policies, procedures and compliance documentation is essential.

KEY RESPONSIBILITIES1. ISO & Accreditation Administration

The successful candidate will take responsibility for the administration and maintenance of the organisation's ISO and accreditation requirements.

Responsibilities will include:

• Maintain and control ISO accreditation documentation.
• Ensure ISO-related records, registers, policies, procedures and supporting documentation remain current and accurate.
• Maintain databases relating to ISO accreditation and compliance requirements.
• Gather, collate and capture information required for ISO accreditation, surveillance audits and certification processes.
• Maintain an accreditation and certification calendar.
• Track accreditation renewal dates and important compliance deadlines.
• Develop and maintain accreditation action plans and schedules.
• Coordinate required activities ahead of external accreditation assessments.
• Liaise with relevant internal departments, auditors, certification bodies and specialists where required.
• Follow up on outstanding ISO documentation and corrective actions.
• Ensure documentation required for accreditation is available, controlled and audit-ready.
• Support preparation for external and internal ISO audits.
• Maintain accurate records of audit findings, actions and close-out documentation.

The existing job profile specifically requires maintenance of ISO accreditation documentation, accreditation data collation and scheduling/coordinating accreditation requirements.

2. Compliance Administration

• Maintain an up-to-date database of applicable:
• Legislation
• Regulations
• Industry standards
• Policies
• Compliance requirements
• Regulatory amendments
• Relevant standards and codes.
• Regularly research changes to legislation, standards and regulatory requirements.
• Identify changes that could affect the organisation.
• Communicate relevant amendments to management for review.
• Ensure approved compliance changes are incorporated into relevant documentation.
• Maintain compliance registers and supporting evidence.
• Assist with compliance reviews and internal assessments.
• Gather and collate evidence required for compliance audits.
• Check compliance documentation for accuracy and completeness.
• Track outstanding compliance actions.
• Follow up with responsible parties to ensure actions are completed within agreed deadlines.
• Investigate routine compliance queries and gather supporting information.
• Prepare compliance reports for management.
• Maintain an organised audit trail of compliance-related documentation.

Legislative and regulatory tracking is specifically identified as a functional competency in the supplied profile.

3. Policy & Procedure Management

This will be a key component of the role.

The candidate will:

• Coordinate the organisation's policy and procedure review process.
• Maintain a central policy and procedure register.
• Track review and expiry dates.
• Schedule annual and periodic policy reviews.
• Notify responsible managers when policies or procedures require review.
• Follow up consistently to ensure reviews are completed.
• Coordinate policy approval and sign-off processes.
• Maintain version control.
• Ensure obsolete versions are removed from circulation or appropriately archived.
• Maintain controlled copies of approved policies and procedures.
• Ensure policies and procedures are filed according to the organisation's document-control requirements.
• Assist departments with formatting policies and procedures according to approved templates.
• Check that documents contain appropriate:
• Document numbers
• Revision numbers
• Revision dates
• Approval details
• Effective dates
• Document owners.
• Maintain evidence of review, approval and distribution.
• Ensure employees and relevant departments have access to current approved documentation.

The supplied position specifically requires coordinating policy and procedure revisions, sign-off activities, tracking completion and filing approved policies and procedures.

4. Quality Management System Administration

• Support the administration and ongoing maintenance of the organisation's Quality Management System (QMS).
• Maintain quality records, templates, registers and supporting documentation.
• Maintain the Quality Audit Schedule.
• Schedule required quality audits.
• Ensure appropriate audit notifications and communications are distributed.
• Maintain a database/library of audit templates.
• Assist with internal quality audits.
• Gather evidence and supporting documentation for audits.
• Collate and prepare audit packs.
• Record and track audit findings.
• Assist with corrective and preventative action tracking.
• Follow up on outstanding audit actions.
• Maintain evidence of action closure.
• Identify recurring quality issues and trends.
• Escalate significant quality issues to management.
• Assist in recommending quality improvement initiatives.
• Prepare quality reports and statistics.
• Ensure quality records are complete, accurate and traceable.

The current profile includes maintaining quality audit schedules/templates, supporting audits, identifying complaint trends and producing quality reports.

5. Internal & External Audit Support

• Coordinate documentation required for:
• ISO audits
• Internal audits
• Compliance reviews
• Quality audits
• External certification audits.
• Prepare audit files and supporting evidence.
• Ensure records are complete before submission.
• Liaise with relevant departments to obtain outstanding information.
• Maintain audit schedules.
• Attend audit preparation meetings where required.
• Record findings and action items.
• Maintain corrective action registers.
• Monitor deadlines relating to audit findings.
• Follow up with responsible managers until actions are closed.
• Maintain evidence of corrective action and closure.

6. Risk Administration

• Provide administrative support to the risk management function.
• Maintain relevant risk registers and supporting documentation.
• Assist with gathering information for risk assessments and risk reviews.
• Track risk-related actions.
• Follow up with responsible stakeholders regarding outstanding actions.
• Maintain supporting evidence and records.
• Assist with the preparation of risk reports and presentations.
• Ensure risk documentation is appropriately controlled and filed.

7. Quality Complaints & Corrective Actions

• Receive and record quality-related complaints.
• Gather supporting information from relevant departments.
• Refer matters to appropriate managers or project teams.
• Maintain complaint registers.
• Track complaints through investigation and resolution.
• Identify recurring complaint