SUMMARY:
RISK & COMPLIANCE ADMINISTRATOR
ISO | 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.
POSITION INFO:
RISK & COMPLIANCE ADMINISTRATOR ISO | 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 RESPONSIBILITIES 1. 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 complaints and quality trends. Assist management in identifying possible corrective actions. Follow up to ensure agreed actions are implemented. Maintain documentation relating to complaint resolution. 8. Document Control The successful candidate must have excellent document-control discipline . Responsibilities include: Maintain structured electronic filing systems. Ensure documents are correctly named, filed and easily retrievable. Maintain document registers and databases. Manage document revisions and version control. Ensure only approved\/current versions are in circulation. Archive superseded documentation appropriately. Maintain audit trails. Ensure documentation is complete and accurately filed. Protect confidential compliance and business information. Ensure compliance documentation can be produced quickly when required during an audit. Document management and database management are both specifically listed as core functional competencies for the role. Quality Reporting Gather data from different departments. Analyse information for completeness and accuracy. Prepare regular: Compliance reports Quality reports Audit reports Accreditation status reports Outstanding-action reports. Maintain compliance dashboards and trackers where required. Escalate overdue actions. Prepare management presentations where required. Ensure reports are submitted within agreed deadlines. 10. Meeting Administration Schedule risk, quality and compliance meetings. Prepare meeting agendas. Distribute meeting packs. Record accurate minutes. Maintain attendance records. Prepare action lists. Allocate actions to responsible persons. Track actions through to completion. Follow up consistently on outstanding matters. Maintain records of meetings and resolutions. Risk and compliance meeting administration, including agendas, minutes, attendance and action lists, forms part of the existing position. Qualifications NQF Level 5 qualification in Administration, Quality Management, Risk Management, Compliance or a related field preferred. Relevant practical experience may be considered where the candidate does not hold the preferred qualification. The supplied profile currently specifies an NQF Level 5 Administration qualification, with relevant experience considered in its absence. Experience NON-NEGOTIABLE Candidates must have demonstrated experience in: ISO administration \/ ISO Quality Management Systems Compliance administration Policies and procedures Document control Audit preparation and audit support Maintaining compliance\/quality registers and databases Tracking corrective actions and compliance deadlines Candidates whose experience is predominantly general administration with little or no ISO\/compliance exposure will not be suitable for this position. Preferred Experience Approximately 2-4 years' relevant administration experience . At least 2 years' practical ISO \/ Quality \/ Risk \/ Compliance exposure . Experience maintaining a formal Quality Management System . Experience working with policies, procedures and controlled documentation. Exposure to internal and\/or external audits. Experience interpreting or tracking legislation and regulatory requirements. Fire protection industry experience would be advantageous, but should not outweigh strong ISO\/compliance expertise. The underlying specification lists 2-4 years' administration experience, with ISO\/Quality\/Risk & Compliance and fire-protection experience as preferred experience. Risk and Compliance Administrat… REQUIRED KNOWLEDGE The ideal candidate should have a working knowledge of: ISO Quality Management Systems ISO accreditation\/certification processes Quality management principles Compliance administration Regulatory and legislative tracking Policy and procedure control Internal audit processes External audit preparation Corrective and preventative actions Document control Version control Risk registers Quality registers Compliance registers Audit schedules Accreditation schedules Records management Reporting and data analysis. ESSENTIAL SKILLS & COMPETENCIES The successful candidate must demonstrate: Exceptional attention to detail Strong administrative discipline Excellent document-control skills Strong follow-up ability Ability to work to strict deadlines Ability to manage multiple compliance deadlines simultaneously Strong organisational and planning ability Analytical thinking Ability to identify gaps or inconsistencies in documentation Accurate record keeping Excellent written communication Professional verbal communication Strong report-writing ability Confidence dealing with management and different departments Ability to maintain confidential information Ability to work independently Ability to take ownership of outstanding actions Strong Microsoft Office skills Good Excel\/database skills Professional approach to internal and external stakeholders. IDEAL CANDIDATE PROFILE We are specifically looking for someone who has worked in an environment where ISO, policies, procedures, audits, quality and compliance form part of their day-to-day responsibilities . The ideal candidate will be the type of person who: Notices when a policy is overdue for review. Understands why document revision numbers matter. Keeps an ISO audit file continuously ready rather than preparing only when an audit is announced. Follows up persistently on outstanding corrective actions. Maintains accurate registers and evidence. Understands controlled versus uncontrolled documentation. Can coordinate policy reviews from initial revision through approval and final filing. Is comfortable working with auditors and senior management. Takes ownership of compliance deadlines. Understands that documentation must be accurate, current, approved, traceable and audit-ready .
