TRINITY HOUSE
JOB DESCRIPTION
Job Title: Performance Administrator
Reporting to: Performance Manager
Post No:
Directorate:
7014
Secretariat
Location: Harwich
PURPOSE OF JOB
To support the maintenance of the Trinity House (TH) Management
System
To support the certification of the TH Management System against
Lighthouse Board approved Quality standards namely ISO9001
(Management Systems), ISO14001 (Environmental Management
Systems), the ISM Code, the ISPS Code and the RoSPA QSA.
To maintain the Department’s records and Worksite pages.
To assist in the collating, recording and reporting of key performance indicators (KPIs) and measurement data.
MAIN ACTIVITIES AND RESPONSIBILITIES
1. Maintenance of Management System
 Facilitates Internal Audits in accordance with the TH Audit Schedule and the assignment of Internal Auditors by the Performance
Manager
 Distributes documentation to Internal Auditors
 Ensures distribution of Internal Audit reports and logging ,tracking and following up of Improvement Opportunities and Nonconformities in accordance with deadlines
 Coordinates, prepares and processes aid to navigation inspection checklists in liaison with relevant departments / managers.
 Acts as the Document Control Officer for Harwich issuing, monitoring and following up of transmittal notes
 Assists in the preparation of documentation for Management
Review
 Drafts system documentation and reports
 Carries out Internal Audits
 Assists and provides guidance to Directors and managers in the issue and maintenance of policies, processes and instructions.
 Inducts all staff new to TH on the Management System
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2 Support to Quality Certifications
 Assists in the organisation of third party audits, liaising with
Managers and staff as necessary and acting as “escort” to Auditors in particular with Marine Operations with regard to the International
Safety Management Code (ISMC) and Health and Safety for the
RoSPA Quality Safety Audit (QSA)
 On receipt of third party audit reports from Certification Bodies prepares the schedule of results for distribution to Directors and
Managers and maintains a log
 Monitors and reports on action in respect of Improvement Notes and Non-conformities
3. Records and Worksite
 Maintains the Department’s records e.g. Status Logs, Internal Audit
Schedule, Schedule of Internal Auditors, Superseded Documents
 Maintains the Department’s Worksite pages
 Supports the Performance Manager in the maintenance overall of
Worksite e.g. taking minutes at meetings, ensuring application of agreed actions
4. KPI/Performance
 Assists in the collation, recording and reporting of KPIs and measurement data;
Acts as a super-user of the Covalent Performance Management
System providing general support to all users including “on-the-job” refresher training.
5. Departmental Support
 Maintains Section Diary and books travel arrangements
 Raises requisitions for all stationery requests
 Undertake general administration duties of the Department
SCOPE
 Key member of the Management Systems Function within the Planning and Performance Team, reporting directly to the Performance Manager
 Coordinates the TH ‘in-house’ Internal Audit system
 Acts as Document Control Officer for Harwich
 Direct involvement in third party audits
 Completed Internal Auditor course at Institute of Registered Qualified
Auditors
 Responsible for maintaining departmental records
 Responsible for updates to Worksite
 Interacts with Directors, Managers and staff at all levels and locations

Adhere to stated policies and procedures relating to health, safety, and environmental and quality management .
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 Act as a Super-User of the Covalent Performance Management System
 May be required to assist in the delivery of other duties in other sections within the Planning and Performance Department at a similar level from time to time.
TECHNICAL SKILLS
These will form a key part of your Technical Skills within the
Performance Management process
 A level qualification or equivalent;
 Experience of supporting Quality Management Systems;
 Understanding of Quality standards in general;
 Understanding of breadth and depth of TH activities and the relativity of Quality Certifications;
 Good organisational skills;
 Good IT skills;
 Experience of taking minutes and notes of meetings;
 Qualified Internal Auditor;
 Excellent Attention to Detail
 Understanding of the relevance of key performance indicators and measurement data
BEHAVIOURAL SKILLS
1 Planning and Organising
2 Judgement & Decision Making
3 Interpersonal & Communication
4 Team Working and Co-operation
5 Professionalism
6 Creativity and Flexibility
Level B
Level B
Level B
Level B
Level A
Level B
Competency Framework – Performance Administrator
The following table sets out the full set of competencies that are required for the Performance Administrator. Pay will be based on the level of competency achieved by the Performance Administrator.
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Competency Skill Set and Necessary Additional
Qualifications/Experience
Level “A”  Issue and despatch of controlled documentation including preparation of transmittal notes;
 Track receipt and follow-up of transmittal notes;
 Communicate to the Service changes to documentation;
 Issue and receipt of audit documentation to/from
Internal Auditors;
 File departmental documentation;
 Familiarity with Worksite/Desksite electronic document management system;
 Maintain section records;
 Maintain section diary and arrange travel;
 Liaison with Internal Auditors to facilitate audits;
 Ensure amendments to processes receive the necessary approvals prior to publication;
 Support the preparation and organization of third party audits;
 Prepare schedule of third party audit findings;
 Assist in the preparation of Management Review documentation;
 Maintain Service Schedule of Records;
 Take minutes/notes of meetings as appropriate;
 Good communication skills in dealing with personnel at all levels including those external to the Service;
 Input departmental performance data to Covalent
System and produces reports;Raise requisitions for stationery requirements within the
Level “B”
Includes competencies in Level “A” department;
 General administrative duties for the Section.
 Amend processes in liaison with the appropriate line management;
 Ensure relevant links exist between processes where necessary;
 Knowledge of application of Standards (ISO9001;
ISO14001; ISM Code; ISPS Code, RoSPA QSA) in
Trinity House
 Maintain schedules detailing revision status of
Policies, Processes, Instructions and other
Controlled Documentation (i.e. Manuals);
 Provides advice and guidance on document control issues Service-wide;
 Amends and publishes Process flow-charts utilizing Microsoft Visio;
 Monitor audit progress and ensure correct
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Level “C”
Includes competencies in Levels “A” and “B”
Level “D” distribution of documentation;
 Collate objective evidence and arrange for Non-
Conformances (NCNs) / Potential Improvement
Notes (PINs) close out;
 Log NCNs and PINs raised, monitor progress and follow up as necessary;
 Monitor, track, follow-up and facilitate close-out of NCNs and PINs arising from OP.57 Shipboard
Inspections and Master’s continuous review;
 Maintain and update departmental information on
Worksite;
 Prepare station specific checklists for VC
 Process VC checklists, discuss the defects with relevant managers and raise the work orders
 Act as a super-user of the Covalent Performance
Management System providing advice and support to other users.
 Identifies internal auditors, negotiates and allocates as appropriate for the function to be audited;
 Provide analysis / progress / status reports for the LH Board and Executive;
 Act as “technical escort” to third party auditors;
 Liaise with Managers regarding action taken in respect of NCNs and PINs;
 Thorough understanding of TH Activities and their relativity to Quality Certifications;
 Provide advice and guidance to Directors,
Managers and staff Service-wide in the issue and maintenance of policies, processes and instructions;
 Qualified Internal Auditor (Integrated
Management System Auditing Qualification);
 Carry out Internal audits as required;
 Worksite administration, establishing pages, liaising with managers and staff Service-wide;
 Induction of all staff new to Trinity House on the
Management System.
 Provides guidance to TH Internal auditors;
 Drafts 3-year internal audit programme
 Liaise with managers to ensure key performance data is updated in Covalent in a timely manner.
 Qualified as a lead auditor
 NVQ level 4 in Management or equivalent
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