Policy and Documentation Manager
Posted a week ago by Red The Consultancy
Our marine based client requires an experienced Policy & Documentation Manager for a full-time, permanent position to be based in Gourock. This role will support the delivery of the fleet documentation strategy, review of fleet documentation, policy and processes, update and create process maps and documentation and ensure they are produced and populated on our client’s Company Management System.
THE SUCCESSFUL APPLICANT
Essential:
- Minimum of 2 years’ experience in a business / project analyst / documentation management or similar role.
- Experience of business change.
- Proven experience in all aspects of Microsoft Office applications.
- Ability to deal with staff and build relationships at all levels both internally and externally.
- Proven verbal and written communication skills.
- Strong documentation management skills.
- Auditor qualification
- Certificate in incident investigation.
- Experience in auditing and investigation.
- Experience in integrated management systems.
- Experience in commercial ship operations and management, sea going background advantageous.
- Experience in ISO9001 quality management systems, processes, and procedures.
- ISO 9001 lead auditor qualification and experience.
- Supporting the Standards and Performance and Fleet Management Departments in generation and management of documentation. Capturing Process Maps and supporting documentation owners with updating departmental fleet documentation to capture lessons learned and any changes required due to updated OEM and external advice and guidance.
- Maintaining certificates and vessel documents as needed and defined in the CMS.
- Where necessary define functional changes to business processes and assist with designing solutions.
- Define and document solutions and changes, producing comprehensive documents supported by structured analysis techniques and methodologies with particular focus around best practice.
- Ensure all documentation is written in accordance with CMS standards and is consistent with ISO 9001 standards and certification. Ensure there is clear visibility of updates to policies and procedures.
- Developing documentation, where gaps exist, in liaison with the Standards and Performance and Fleet Management Departments and any external stakeholders. Validate proposed solutions with business representatives and stakeholders to ensure solutions and restrictions are clearly understood & meet user expectations.
- Identifying and developing documentation required to support new capability (updates to, and generate of new, policies and procedures).
- Enable and support digitisation and document management, including revision control process and associated governance, of vessel fleet documentation (ashore and afloat). Generation of a single storage location and website access for all fleet documentation to allow ease of access for all fleet staff ashore and afloat.
- Receipt and processing of fleet regulation changes, bulletins and external information affecting management of the fleet supported by the Performance Assurance Team.
- Management of Fleet Bulletins and Information Notices (external and internal), identification of external bulletins and ensuring they are communicated to relevant stakeholders and publish and tracking of bulletins and other formal communication.
- Conduct audits and assurance checks on the Fleet Management Department and vessels in accordance with the requirements of the ISM and ISPS codes to ensure policies, processes, and procedures are being used correctly, are appropriate and continuously improved. Where necessary stop work, or escalate to Head / Director level, if needed due to quality concerns or where standards are not being met.
- Support investigations with policy and documentation expertise, ensure lessons from investigations are being used to update documentation to continuously improve the documentation suite.
- Liaise extensively with all members of the Standards and Performance and Fleet Management teams at various levels.
- Facilitation of workshops with key stakeholders to map current and future business processes.
- Liaison with relevant Masters and vessels crews where necessary to manage and make aware of process and procedural changes.
- Point of contact in the department for policy and documentation, act as documentation Subject Matter Expert providing advice, guidance, and direction on all matters of policy and documentation.
- Participation in specified Operational meetings as directed by Fleet Policy and Information Manager.
- Work collaboratively with the Fleet Management Department to ensure quality of service to ferry users, and maximising fleet performance, resilience, and reliability by optimising fleet documentation.
- To support Continual Improvement processes and improve the processes and procedures for policy and documentation management, ensuring lessons are identified and learned post every event and shared and aligned with wider stakeholders.
- Visionary thinker, able to think strategically.
- A powerful and persuasive ambassador.
- Able to think on their feet and remain calm under pressure.
- Any other duties as required by Fleet Policy and Information Manager
- Type:
- Permanent
- Contract Length:
- N/A
- Contact Name:
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- Telephone:
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- Job Reference:
- 1626
- Job ID:
- 221514421
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