Position Description Wesley Disability Services Quality Risk & Compliance Specialist Agreement Signed Quality Risk and Compliance Specialist Signed Executive Manager, Wesley Disability Services Date Date 1
This position description should be read in conjunction with the Mission's Policy and Procedures, Chart of Delegations, Organisation Chart and appropriate standards and regulations which are applicable to the operations. 1. Major Role Responsibilities Provide QRC leadership and support to Executive Manager, Operations and Program Managers Provide QRC leadership and support to the Managers within the Disabilities portfolio to ensure Wesley Mission wide QRC planning strategies meet the service and operational requirements of the portfolio and are aligned across all sites and effectively implemented. Ensure the guidelines within the QRC risk & compliance framework are applied to the portfolio QRC planning documents. Also ensure associated policies and procedures are reviewed regularly. Establish and maintain effective control procedures for the risk assessment program, risk register and reporting. Regularly review new rules, regulations and laws (internal and external) to assess the impact on the business and consult with the Corporate QRC Manager and Portfolio Executive Manager when implementing these new procedures. Ensure the central database for storing all quality and compliance framework documents e.g. Polices and procedures is up to date with documents relevant to the portfolio services. Establish in consultation with the Corporate QRC Manager and Executive Manager a plan for ensuring (corporate and/or operational) accreditation status is maintained with ongoing consistency and approved outcomes. Ensure Managers within the portfolio are informed of internal and external audits, accreditation visits and other such significant quality activities impacting on compliance and business sustainability. Establish and manage the annual Internal Audit process including follow up on implemented corrective action plans Provide system recommendations to Wesley Disability Services programs that have sound quality system principles as required Implement the agreed Wesley Mission QRC framework and procedures within the portfolio Execute end to end change management strategies for the implementation of all QRC related procedures and activities, including effective support to manage portfolio s operational risks Implement engagement plans, communication strategies, training needs analysis and reporting tools in consultation with the and Portfolio Executive Manager and the Corporate QRC Manager Facilitate and cultivate a continuous improvement culture and ensure business continuity procedures are developed, managed and regularly reviewed Facilitate the review of all Wesley Disability Services practices, policies and procedures in conjunction with the individual managers to ensure good practice guidelines and principles Developing new policies and procedures in conjunction with the individual Operations Managers in line with broader Wesley Mission 2
protocol and relevant quality and compliance standards to ensure compliance with internal and external requirements Build QRC management principles into the portfolio s team Report to the Executive Manager on the findings of the audits and mitigation strategies Build a strong team of managers who become an intellectual powerhouse that supports the business and effectively brings together QRC management principles and proactive intervention strategies Provide guidance to site Managers to strengthen QRC knowledge and skills within their services in order to achieve a performance driven QRC culture across the Portfolio Participate in quality forums, QRC meetings and QRC specific learning and development program Manage reporting processes Work with Managers to respond to agreed tasks in the annual QRC planning schedules and report on these on a monthly basis Negotiate planning and audit schedule dates with the Corporate QRC Manager and Portfolio Executive Manager to ensure synergies with the organisation planning cycle and significant events Implement the agreed Wesley Mission QRC reporting scorecard to report and to communicate QRC metrics and projects To ensure business plan reporting procedures are in place for all programs to assist Managers/Coordinators in monitoring performance Oversee contract management within portfolio Ensure contract files are in place and appropriately managed Establish key contracts dates register and maintain it Provide ongoing review of contracts to ensure compliance Establish quality, risk and compliance system for the implementation of new contracts/ programs Other Duties Perform other duties consistent with the functions and roles of the QRC Specialist as directed by the Executive Manager, Wesley Disability Services and the Corporate QRC Manager 3
2. Other Professional Responsibilities Values Driven Service Culture Proactively support a positive service culture across all service areas and provide leadership that is supportive, non judgemental and reflective of Wesley Mission s values Regularly meet with the Corporate QRC Manager individually and in the QRC Specialists team to keep well informed on QRC planning, projects and activities Ensure staff participate in ongoing training, staff satisfaction surveys and recognition activities Positive Stakeholder Relationships Financial Accountability & Sustainability Effective WH&S & Risk Management Validated Compliance Standards Work with other QRC Specialists and also other staff and teams across Wesley Mission in Word and Deed areas Attend significant social events, worship services and formal business meetings of Wesley Mission and prepare reports for the Wesley Mission Board and other executive committees as required. Assist Operations and Program Managers to contribute to the KPI management process and ensure that the outcomes result in continuous improvement within the services. Encourage staff to implement environmentally positive work practices Be appropriately responsible under the Work, Health and Safety legislation for the health and safety of persons for whom you are responsible, including the reporting of hazards and injuries and compliance with all site procedures Promote the understanding and acceptance of policies and procedures addressing the requirements of Equal Employment Opportunity, Anti-Discrimination, Affirmative Action and Occupational Health and Safety Ensure that risk management principles are exercised; registers are maintained; risk are continually reviewed and re-assessed; costs for risk mitigation strategies are included in business plans and budgets, and incidents of high or material risk are reported immediately to the General Manager, Superintendent and the Corporate QRC Manager Ensure Site Managers have evidence of standards monitoring in place across all departments and portfolios to meet compliance requirements of relevant church governance regulations, industry codes associated with service accreditation and external audits, as well as Wesley Mission internal audits on policy and procedure implementation. Participate at least annually in the Mission s Personal Review and Development Process. 4
3. Relationships Reporting to: - Executive Manager Wesley Disability Services Key Management Relationships: - Work in a matrix (dotted line) relationship with the Corporate QRC Manager to achieve agreed outcomes and targets approved by the Executive and General Managers Key Networking Relationships: - Executive Manager, Senior Managers of Wesley Disability Services and other portfolio areas - Wesley Disability Services Staff - Wesley Mission teams, Committees, Networks and Boards as appropriate. - Other relevant organisations outside Wesley Mission e.g. Uniting Church, government departments, service providers, industry organisations and key stakeholders. 4. Performance Measures 4.1 Annual QRC business strategies are in place that align with the strategic directions of Wesley Mission and also reflect the vision and mission of the organisation. Task schedules and timeframes are in place to achieve agreed goals, which are monitored regularly to ensure ongoing achievement Measure Tools: Performance reviews, strategic plan and work plan. 4.2 Significant internal and external stakeholders demonstrate high regard for the QRC services provided within the Portfolio. Measure Tools: Staff satisfaction tool and performance reviews 4.3 There is demonstrated willingness to embrace QRC policy and procedures and implement agreed QRC framework guidelines. Measure Tools: KPI reports/ Scorecard and performance reviews 4.4 There is demonstrated effectiveness with people relationships and team participation. Measure Tools: PR&DP tool and staff satisfaction tool feedback 4.5 Planning objectives and QRC outcomes demonstrate alignment with all relevant external regulations as well as internal policies, procedures and risk management requirements. Measure Tools: Accreditation/Audit Reports, risk profile reports and performance reviews 4.6 Positive QRC training and development activities are provided for Operations Managers with effective feedback systems. Measure Tools: Staff satisfaction report, staff training register & performance reviews 4.7 An empowering, positive management style is evident which clearly expresses Wesley Mission values to clients, colleagues and other stakeholders Measure Tools: performance reviews, staff satisfaction tool. 5
5. Selection Criteria 5.1 Knowledge Tertiary qualifications in community services management, management or other related discipline Minimum 3 years QRC working experience gained within the community services sector or related service sector Knowledge and experience in working with recognised quality management systems Demonstrated knowledge and experience in implementing and sustaining quality frameworks Experience in conducting internal audits and in management of external auditing Demonstrated experience in identifying and implementing continual improvement projects Experience in the measurement and management of business targets. 5.2 Skills Advanced level in managing changes: brings strong change management discipline to ensure the success implementation of risk management framework and processes Advanced level in analysis & problem solving skill: demonstrates the ability to secure relevant information and identifies key issues to make sound decisions with long term positive impact Advanced level in relationship management: Builds and maintains mutually beneficial, collaborative relationships across different groups in a business partnership model, based on Wesley Mission s values Extensive experience in policy and procedure development and implementation Advanced level in innovation management: Generates creative ideas and actively contributes to a continuous improvement culture Strong interpersonal skills: Ability to build individual and team motivation and also secure outcomes in a matrix management environment. 5.3 Computer Skills MS Office Process mapping tool 6
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