AGE CYMRU SWANSEA BAY
JOB DESCRIPTION
Title: Quality Management Systems Officer/Health & Safety Officer –
Core
Location: Ty Davies, Tawe Business Village, Swansea Enterprise Park,
Swansea, SA7 9LA
Hours:
Salary:
30 hours per week –Monday to Friday
£24,892.00 per annum
Reporting To: Deputy Chief Executive Officer

Main Purpose of the Post:
To effectively manage the organisations responsibilities for its quality assurance compliance and regulatory commitments in-line with the requirements of bodies such as CSSIW and
Employment Legislation; to act as the organisations internal Health & Safety Officer and to effectively manage such responsibilities in-line with the requirements of the HSE.

Key Responsibilities:
1. To audit client records to ensure practice compliance with key our performance standards; including our quality marks which include Investors in Volunteers,
Investors in Excellence and the Age UK Advice quality mark and with our regulatory standards, i.e. CSSiW, Data-Protection, etc.
2. To regularly audit staff and volunteers records to assure practice compliance with key performance standards, including our quality marks which include IiV, IiE and the
Age UK Advice quality mark and regulatory standards, i.e. CSSiW, etc.
3. To maintain a record of all policies and procedures ( other than those of an employment nature ), managing updates and ensuring they are reviewed and agreed to by the Board on an annual basis.
4. To effectively manage the ACSB internal complaints procedures and to support managers to respond to first level complaints and to manage the escalation process in accordance with the organisations Complaints Policy.
5. To support the Deputy CEO to effectively manage any external quality assurance audits, excluding those of a financial nature.
6. To support the Deputy CEO in the development of new quality management systems.
7. To act as ACSB’s Health & Safety Officer ensuring that at all times the organisation complies with its H & S responsibilities. jab2106k(1)
26 January 2012

8. Ensuring that the organisation has in place an up-to-date H & S Policy and
Procedure and ensuring this is properly communicated internally to all staff and, where applicable, externally to all relevant parties.
9. Ensuring that the organisation has in place robust procedures such as Fire
Evacuation, Fire Drills, Fire Alarm Tests and any other necessary procedures.
10. To ensure, wherever necessary, that the organisation has in place effective communications/compliance with all relevant bodies such as the Health & Safety
Executive, the Fire Service, etc.
11. To provide the necessary advice and guidance to the organisation in relation to all its
H & S responsibilities.
12. To support managers and staff in ensuring all are fully aware of their H & S obligations and to arrange and/or provide all necessary training and presentations.
13. To act as the organisations Lead Fire Officer.
14. To engage in regular supervisions, performance assessments and appraisals with the Deputy CEO or nominated deputy.
15. To undertake any other duties which the organisation believes you are capable of undertaking and which are within your remit.
Please note this is a description of the duties of the post only and is subject to amendment at the discretion of the Chief Executive Officer and Board of Directors. These will be notified to you, giving you one month's notice in writing.
jab2106k
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Requirements for the Safe and Effective Performance of the Role
Education
Qualifications
Technical
Competence
Essential
Knowledge and
Experience
Desirable
Knowledge and
Experience
- Good standard of education to at least Advanced Level or NVQ equivalent and suitably qualified to undertake the tasks, or willing to undertake necessary qualifications.
- Willingness to undertake further training and development as deemed necessary.
- Substantial experience of working with I.T. systems such as Microsoft
Office and other web based packages.
- Effective knowledge and experience of completing digital file audits and management of non-compliance.
- Experience of monitoring performance against quality assurance systems.
- Experience of monitoring and producing operational policies and procedures.
- Experience of managing complaints.
- Experience of operating in a Health & Safety role.
- Knowledge of Health & Safety Rules and Regulations.
- Experience of providing H & S advice and guidance to organisations.
- Experience of managing a demanding and ever-changing workload.
- Experience of working within the Voluntary Sector.
- Experience of Quality Management Systems Qualifications.
- Experience of HSE compliance.
- Experience of the analysis and production of workforce data and information.
- Experience of Project Management.
- Understanding of the role of the voluntary sector. jab2106k
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Skills & Abilities
Commitment
To Equal
Opportunities
Commitment to continuous
Professional
Development
Method of Travel
Special
Requirements
- Excellent interpersonal skills.
- Excellent communication skills both verbally and in writing, along with the ability to communicate and relate effectively to all levels of staff.
- Effective time management skills.
- Excellent IT skills.
- Ability to effectively manage a demanding and ever-changing workload.
- Ability to operate effectively as part of a team and on own initiative.
- Ability to be self-reliant and to portray a professional image at all times.
- Ability to respond positively to any changes in the working
- Ability to be flexible and to operate at any venue depending on the needs of the business. environment.
- Ability to work outside normal office working hours.
- The ability to speak Welsh is a Desirable.
- A commitment to an effective understanding of and compliance with the organisations Equal Opportunities and Anti-Discrimination Policies and Practices.
- A commitment to ensuring that all activities function in accordance with the ACSB’s commitment to all Equal Opportunities and Anti-
Discrimination practices.
- A commitment to understanding how such policies and practices affect
Service Users and staff.
- To undertake further training and development in-line with the needs of the developing role.
- A qualified driver with use of a vehicle for work, or the ability to travel within the region within which ACSB operates in an efficient and most cost effective manner ( Essential ).
- None. jab2106k
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Disclosure Barring Service ( DBS )
Disclosure Certificates
The Disclosure Barring Service ( DBS ) ( previously known as the Criminal Records
Bureau ( CRB ) ) was introduced as a result of Part V of the Police Act, 1997. It is an
Executive Agency of the Home Office and is designed to help employers make safer, more informed recruitment decisions.
The service is a one-stop-shop and replaced the old system of police checking and other vetting processes previously carried out by scrutiny of the Department of Health
Protection of Children Act List System ( POCALS ) and the Department for Education and
Skills List ( List 99 ). From July 2004, the CRB will also scrutinise the Protection of
Vulnerable Adult ( POVA ) list, where appropriate.
The service will issue three levels of Disclosure Certificates, depending on the position applied for. The three levels of checks are:-
- Enhanced ( ED )
- Standard ( SD )
- Basic ( BD ).
The Basic Disclosure Certificate will not be issued until some-time in the future. Every
Job Description issued by ACSB will clearly indicate the level of disclosure that is required for that particular post.
Where appropriate the advertisement will also indicate the required level.
Prospective applicants should be aware that before any offer of appointment is confirmed, the successful candidate will be required to complete an application for the appropriate level of disclosure; ACSB will provide the relevant DBS application forms.
Proof of the successful candidate’s identity will also be required in the form of the following: Passport, Driving Licence, Birth Certificate and Utility Bills.
ACSB actively promotes equality of opportunity for all existing employees and prospective applicants. Candidates are selected on the basis of skill, qualifications and experience and their match against the Person Specification. A criminal record will not necessarily bar applicants from working with ACSB; this will depend on the nature of the position and the circumstances and background of the offence.
ACSB has a written policy on the recruitment of ex-offenders which complies with the
DBS Code of Practice and undertakes to treat all applicants fairly; this policy is attached to each job application where the post is exempt from the Rehabilitation of Offenders Act.
The DBS’s Code of Practice, the ACSB’s Policy on the Security of Confidential Disclosure information and information on the Rehabilitation of Offenders Act 1974 is available from the HR Department, Ty Davies, Tawe Business Village, Phoenix Way Enterprise park,
Swansea SA7 9LA. Telephone 01792 648866.
Further information about the DBS can also be found at www.disclosure.gov.uk