ISO & Policy Administrator at Phakisa Group

Job Description

• The ISO & Policy Administrator is responsible for maintaining, controlling, and organizing all ISO-related documentation, including policies, procedures, records, and audit documentation. This role ensures compliance with ISO standards and supports internal and external audits.

Key Responsibilities
Document Control & Management:

• Develop and maintain an ISO document management system.
• Control document creation, review, and distribution.
• Archive obsolete documents.
• Maintain document registers.

Policy Administration:

• Manage company policies aligned with ISO standards.
• Coordinate policy reviews and updates.
• Assist in drafting new policies.

ISO Compliance Support:

• Ensure document management systems meet ISO requirements.
• Prepare documentation for audits.
• Monitor compliance gaps.

Audit Support:

• Coordinate documentation requests during audits.
• Maintain audit files and compliance reports.
• Track audit actions.

Records Management:

• Maintain records retention schedules.
• Ensure secure storage and controlled access.
• Manage records retrieval.
• System & Folder Structure Management:
• Maintain structured folder systems.
• Audit folder structures.
• Manage document access permissions.

Training & Awareness:

• Provide guidance to staff on document control procedures.
• Train employees on policies and compliance.

Continuous Improvement:

• Identify opportunities to improve document control systems.
• Support system improvement initiatives.

Key Skills & Competencies

• Strong knowledge of ISO standards.
• Excellent organisational and administrative skills.
• High attention to detail.
• Proficiency in Microsoft Office.
• Good communication skills.
• Analytical thinking and problem-solving ability.

Qualifications & Experience

• Diploma in Quality Management, Business Administration, or related field.
• Certification or training in ISO standards (advantageous).
• 2–5 years’ experience in document control or ISO administration.
• Experience in an ISO-certified environment preferred.

Key Performance Indicators (KPIs)

• Accuracy and completeness of ISO documentation.
• Audit readiness and compliance levels.
• Timeliness of document updates.
• Reduction in non-conformities.
• Efficiency of document retrieval systems.