BIBH Duty Statements and Governance chart reviewed and approved April BIBH Executive Governance & Management Arrangements

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1 BIBH Duty Statements and Gvernance chart reviewed and apprved April 2014 BIBH Executive Gvernance & Management Arrangements BIBH COMMITTEE CEO - Paul O Cnnell Executive Secretary - Brian Firth Executive Treasurer Klaus Buechler Cmmittee Member - Dan Hansn Cmmittee Member - Kate Milne BIBH All Crdinatr Glenn White BIBH Management Review Cmmittee Quality Manager Jackie Mden CEO - Paul O Cnnell Executive Secretary Brian Firth Executive Treasurer Klaus Buechler BIBH Curriculum Review Cmmittee Duty Statements fr the fllwing BIBH psitins fllw: BIBH Executive Cmmittee Duty Statement BIBH Chief Executive Officer Duty Statement BIBH Executive Secretary Duty Statement BIBH Executive Treasurer Duty Statement BIBH Management Review Cmmittee BIBH Curriculum Review Cmmittee BIBH Quality Manager Duty Statement BIBH All Crdinatr Duty Statement 1

2 BIBH Duty Statements and Gvernance chart reviewed and apprved April 2014 BIBH Executive Cmmittee Duty Statement The BIBH Executive Cmmittee is respnsible and accuntable fr the verall strategic directin f the BIBH and in uphlding its values. The BIBH Executive Cmmittee is respnsible fr the develpment and mnitring f cdes, standards and guidelines f its members including Buteyk Practitiner Trainers and Buteyk Practitiners. The BIBH Executive Cmmittee must ensure that the BIBH is perfrming effectively, is slvent, and cmplies with all its bligatins. The BIBH Executive Cmmittee maintains standards f educatin and the training f Buteyk Institute Practitiners and accepts respnsibility fr setting standards f ethical and prfessinally apprpriate cnduct. The supprting principles are: Cmpliance The BIBH Executive Cmmittee must ensure that the BIBH cmplies with its wn gverning dcument, relevant laws, and the requirements f any regulatry bdies. Internal cntrls The BIBH Executive Cmmittee is cmmitted t maintaining and regularly review the BIBH's system f internal cntrls, perfrmance reprting, plicies and prcedures. Prudence The BIBH Executive Cmmittee must act prudently t prtect the reputatin f the BIBH, and ensure that it is able t deliver n its bjectives. Managing risk The BIBH Executive Cmmittee must regularly review the risks t which the BIBH is subject, and take actin t mitigate risks identified. Equality and diversity The BIBH Executive Cmmittee shuld ensure that it uphlds and applies the principles f equality and diversity, and that the BIBH is fair and pen t all sectins f the cmmunity in all f its activities. The BIBH Executive Cmmittee shuld have clear respnsibilities and functins, and shuld cmpse and rganise itself t discharge them effectively. The supprting principles are: Cmmittee duties and respnsibilities: Members shuld understand their duties and respnsibilities and shuld have a statement defining them. The effective bard: The Cmmittee shuld rganise its wrk t ensure that it makes the mst effective use f the time, skills and knwledge f members. Infrmatin and advice: Members shuld ensure that they receive the advice and infrmatin they need in rder t make gd decisins. Skills and experience: Members shuld have the diverse range f skills, experience and knwledge needed t run the BIBH effectively. Develpment and supprt: Members shuld ensure that they receive the necessary inductin, training and nging supprt needed t discharge their duties. Cmmittee Members shuld: make prper arrangements fr the supprt f its Chief Executive Officer. 2

3 BIBH Duty Statements and Gvernance chart reviewed and apprved April 2014 Chief Executive Officer Duty Statement The CEO is a member f the BIBH Executive Cmmittee and has the added respnsibility f ensuring timely delivery f utcmes in accrdance with BIBH plicy and stated strategic directins and ensures that the entity is managed effectively with sund business acumen. In ding s, the CEO is expected t prvide effective leadership in exemplifying the ethical envirnment f the rganisatin. The CEO is the spkespersn fr rutine and extrardinary cmmunicatin between the Institute and media and ther stakehlders The CEO is generally the signatry t all legal dcuments, agreements and cntracts althugh they may delegate this t the Executive Cmmittee member/s. The CEO is a member f the BIBH Management Review Cmmittee. The cre rles f the CEO include: Ensure verall cmpliance with the relevant Acts and legislatin and gvernment plicies Prvide directin and leadership fr Executive Cmmittee members Prvide the verall crprate management, peratin and marketing respnsibility The CEO is the Management Representative n all quality assurance and management system related matters. In this rle the CEO is supprted by the Quality Manager. As Management Representative, the CEO is respnsible fr: Ensuring a frmalised management system is established, dcumented, implemented, maintained and cntinually imprved Ensuring regular internal audits are cnducted Ensuring BIBH gals and bjectives are clearly cmmunicated t and are shared by every member in the rganisatin Reviewing the perfrmance f the management system and reprting t BIBH management Prmtin f client awareness culture in the rganisatin and ensuring all persnnel interacting with clients are aware f client requirements at all times. 3

4 BIBH Duty Statements and Gvernance chart reviewed and apprved April 2014 Executive Secretary Duty Statement The Executive Secretary is a member f the BIBH Executive Cmmittee and the BIBH Management Review Cmmittee and has the added respnsibilities. The Executive Officer (Secretariat) shall keep minutes f - All electins and appintments f ffice-bearers and rdinary cmmittee members; The names f members f the cmmittee present at a cmmittee meeting r a general meeting; and All prceedings at cmmittee meetings and general meetings. Minutes f prceedings at a meeting shall be signed by the persn presiding at the meeting r by the persn presiding at the next succeeding meeting. The BIBH Secretary is respnsible fr receiving applicatins fr recgnitin f prir learning frm applicants, in additin t receiving applicatins frm Already Experienced Practitiners. The BIBH Executive Secretary t receive applicatins fr membership and mnitr accuracy f membership applicatins, cmpliance with standards and requirements fr Trainee, Assciate, and Practitiners Executive Treasurer Duty Statement The Executive Officer (Treasury) f the Institute is respnsible fr its financial plicies, prcedures and cntrls. The Treasurer receives and disburses, with the apprval f the Institute, all Institute funds; meets all financial bligatins f the Institute as they cme due; and keeps an accurate accunt f all transactins. The Executive Officer (Treasury) f the Institute shall: cllect and receive all mneys due t the Institute and make all payments authrised by the Institute; and keep crrect accunts and bks shwing the financial affairs f the Institute with full details f all receipts and expenditure cnnected with the activities f the Institute. make financial reprts t the Institute s Executive Cmmittee annually and upn request As a member f the BIBH Executive Cmmittee, the Executive Officer (Treasury) als has respnsibilities in prviding general supprt fr issues requiring executive directin and crprate gvernance n behalf f the Institute. The Executive Officer is a member f the BIBH Management Review Cmmittee. 4

5 BIBH Duty Statements and Gvernance chart reviewed and apprved April 2014 In additin the Treasurer has been delegated ther administrative duties endrsed by the Executive Cmmittee at the 2007 AGM. These duties carry a mnetary reimbursement and cntinue until such a time that Executive Cmmittee deems the arrangement invalid r, the Treasurer chses nt t cntinue the administrative duties. The Treasurer f the BIBH is respnsible fr the fllwing administrative tasks: Membership Recrds/Renewals This invlves maintaining an accurate and cmplete register f individual members f the Institute, including the address and status f each individual member fr: New Trainees Prcess applicatin frms; cmplete trainee payment prcess; advise Secretary f payment received t send ut welcme letter; Set up member recrd (Aust. Only); Set up website access; advise BIBH-all c-rdinatr Update BIBH Member list New Assciates Check and prcess applicatin frms; Advise Secretary f Assciate Practitiner N.; Update Member recrd (Aust. Only); Create website entry; Advise BIBH-all crdinatr; Issue BIBH Certificate; Update BIBH Member List; File in paper archive New Practitiners Check applicatin frm fr cmpleteness; Advise Secretary f Practitiner N. fr welcme letter; Update Member recrd (Aust. Only); Update/check website entry Issue BIBH Certificate; update BIBH Member List; File in paper archive Membership renewal declaratins that each Practitiner in signing agrees t: v Current First Aid certificate v Current Public Liability and Prfessinal Indemnity insurance v Recrd f Prfessinal Develpment has requirements v N pending cnvictins, findings f guilt r curt appearances r cnvictins Other BIBH Member List and BIBH-all changes Update Member recrd (Aust. Only); Update BIBH Member List; Update Website; Advise BIBH-all c-rdinatr Update and Maintain all BIBH Member lists and membership Files Resignatins/Status changes Advise Secretary t send status change letter; Update Website; Advise BIBH-all Crdinatr; Update BIBH Member List Requests fr cpies f Member List Remve resignatins frm Member List; Update line n. System; Fr nn-executive requests remve data cvered by privacy prvisins; Reply t request Liaisn with BIBH Executive Secretary Fllw-up n tasks; keep Secretary infrmed; supprt t rle f Secretary 5

6 BIBH Duty Statements and Gvernance chart reviewed and apprved April 2014 Annual Return t Registrar-General s Office ACT Prepare, get signatures and send ff BIBH Annual Return t Registrar-General s Office ACT. Duties assciated with Executive Cmmittee supprt AGM - Prepare membership reprt and statistics CBHS Health Fund Ltd - Cllect, check and update infrmatin fr mnthly reprt t CBHS Website supprt - Liaisn with website maintainer n membership issues; Crdinatin f ad hc requests fr website updates BIBH Management Review Cmmittee The BIBH Management Review Cmmittee which is respnsible fr mnitring the effectiveness f the Quality Management System. The Cmmittee cmprises: Quality Manager CEO Executive Secretary Executive Treasurer The BIBH Management Review Cmmittee will meet twice per year t review plicies and t mnitr hw the BIBH is tracking against its quality management system. The Terms f Reference are dcumented in the BIBH Quality Manual. BIBH Curriculum Cmmittee The BIBH Curriculum Cmmittee which is respnsible fr reviewing curriculum materials. The Cmmittee cmprises: Quality Manager Tw Practitiner Trainers (ne being the CEO) An Assciate Practitiner A Trainee Practitiner The BIBH Management Review Cmmittee will meet annually t cnsider feedback prvided n the curriculum. The Terms f Reference are dcumented in the BIBH Quality Manual. 6

7 BIBH Duty Statements and Gvernance chart reviewed and apprved April 2014 BIBH Quality Manager Duty Statement The Quality Manager rle is nt a part f the BIBH Executive Cmmittee, but must be at least an Ordinary member and participate in and reprt n quality activities at the Management Review meetings. The verall purpse f the Quality Manager rle is t supprt the CEO t carry ut his/ her respnsibilities in regard t quality assurance and cntinuus quality imprvement related matters. The Quality Manager is a member f the BIBH Management Review Cmmittee. Specifically, the Quality Manager rle ensures that the management and prvisin f BIBH services and prgrams which address the training, accreditatin and prfessinal develpment f BIBH members is fit fr purpse, is cnsistent and meets bth external and internal requirements. This includes the fllwing respnsibilities: Liaisn with internal and external stakehlders t ensure the quality management system is wrking prperly Reprting t the CEO (r Executive Cmmittee) n the perfrmance f the quality management system and any imprvement needs Setting up and maintaining dcument and recrd cntrls (See: BIBH Dcument and Recrd Cntrl plicy and prcedure) Mnitring and maintaining cntinuus imprvement, preventive and crrective activity (See BIBH Cntinuus Imprvement Crrective and Preventive Actin and Cntrl Plicy and Prcedure; BIBH Internal Audit Plicy and Prcedure; BIBH Risk Management Plicy and Prcedure) Supprt BIBH Executive Cmmittee n purchasing prcess and cntrl f preferred suppliers (See BIBH Suppliers and Purchasing plicy and prcedure and BIBH Cntinuus Imprvement Crrective and Preventive Actin and Cntrl Plicy and Prcedure) BIBH All Crdinatr Duty Statement The BIBH All Crdinatr is nt a part f the BIBH Executive Cmmittee, but must be at least an Ordinary member f the BIBH. The rle f the BIBH All Crdinatr is respnsible fr mderating the grup and maintaining the membership f the cmmunicatin grup The BIBH-All Crdinatr is respnsible fr keeping the website up t date. BIBH utilises an external website manager t undertake requested changes. 7

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