QUALIFICATIONS, SKILLS AND EXPERIENCE

• Microsoft Office
• Business/administrative qualification
• Excellent communication skills.
• Attention to details
• Ability in dealing with staff at all levels both internally and externally.
• The ability to multi task and prioritise
• Extensive experience in a related function, preferably in the marine industry (HSQE) and particularly working with ISM, ISO 9001 and ISO 14001.
• Experience of working with reporting and analysis software
• Strong administration background.
• A good working knowledge of Microsoft Office packages including Word and Excel.
• Honesty and reliability
• Discretion and an understanding of confidentiality issues
• Knowledge of the PURE incident management system

ROLE OVERVIEW

The Quality & Assurance Administrator will report to the Head of Quality & Risk and will provide administrative support for the Quality & Risk department.

PRINCIPAL ACCOUNTABILITIES

• Update internal audit programme, maintain records of audits and circulate audit reports.
• Logging of recommendations from Incident Investigation Findings into PURE.
• Logging of audit findings in PURE.
• Assist the Head of Quality & Risk in controlling the documentation that is part of the company management system, including but not limited manuals, forms, security plans, port emergency plans, work instructions, safety alerts, marine bulletins, technical bulletins, legal register, aspect register, intranet page, etc.
• Maintain KPI’s as set by the Department.
• Assisting the Quality Assurance Manager in the co-ordination and management of internal and external audits.
• Providing a full administrative support for the Quality & Risk Team.
• Uploading documents to the Company Management System.
• Point of contact to provide support for Document Change Request entry into PURE.
• Providing guidance and support for PURE.
• Providing guidance and support for CMS.
• Responsible for including any changes to the Company Management System in the Weekly Management System Update
• Assist in issuing the Weekly Management System Update as required.
• Carry out checks on Emergency Response Room to ensure all equipment/documentation is up to date and available.
• Raising Purchase Orders through CPS, taking delivery/receipt and check invoicing data.
• Maintain master Forms folder and responsible for allocating new form numbers as requested.
• Responsible for allocating new Work Instruction numbers as requested.
• Responsibility for collecting updates, maintaining accuracy and publishing of organisation charts and role profiles.
• Regular liaison with vessels, sending out documentation that is required on board.
• Run reports via PURE.
• Provide weekly update of outstanding actions to Head of Quality & Risk.
• Support the Head of Quality & Risk in the co-ordination and management of the Emergency Exercise Programme.
• Administer the Assurance Review Group Monthly Meetings.
• Co-ordination of Risk Reviews with departmental heads on a quarterly basis.
• Assist in the administration of the Corporate Risk Register.
• Administration of Whistleblowing cases.