Process Change Specialist at SBV Services (Pty) Ltd.

Description

Identify Policies, Procedures, General Instructions, and other controlled documents requiring review and updates

• Responsible to design, implement, populate, update and maintain a register of all information already available on BMS and SharePoint as well as information still to be developed and published. Log and control revision status of all controlled documentation and maintain a document control register.
• Draw up a project plan for approval by the Process Change Manager to support that updates are communicated timeously to the relevant parties

Oversee the revision of all controlled and Project documentations to maintain their accuracy, relevance and alignment with current standards.

• Engage with Process Owners to conduct gap analysis assessments and identify areas for improvement.
• Participate in project meetings to ensure alignment with project goals and timelines.
• Conduct interviews with Process Owners to assess current processes against documented policies and procedures and provide actionable recommendations for improvement. Prepare comprehensive gap analysis assessments, highlighting discrepancies between planned and existing documentation, and propose updates to align with current practices.
• Support the Process Owners by obtaining the necessary information and updating documentation accordingly, including managing the review and approval process.
• Develop and submit a project plan for approval by the Process Change Manager, ensuring timely communication of updates to relevant stakeholders. Monitor and coordinate project deliverables to ensure completion within the defined timeframe.
• Provide business support to the Quality Team to facilitate continuous improvement initiatives.

Identify and validate new Policies and Procedures required for compliance

• Compile and submit an annual plan for Centre visits aimed at identifying potential new or updated policies and procedures
• Liaise with the Responsible Centre Management to schedule and facilitate on-site visits
• Conduct gap analysis assessment to verify that all operational processes are documented and to identify undocumented practices requiring formal policies and/or procedures.
• Draw up a detail project plan for approval by the Process Change Manager, ensuring that identified requirements are communicated promptly to relevant stakeholders.
• Coordinate and manage the execution of deliverables in line with the approved project plan, ensuring completion within agreed timeframes.
• Review and validate finalized policies and procedures, ensuring proper document control and alignment with quality standards prior to approval and implementation.

Document Review Process on SharePoint, data repository administration and reporting

• Complete all document reviews within the agreed timeframe
• Continuously monitor SharePoint for review notifications and reminders.
• Conduct comprehensive reviews of all documents stored on SharePoint within agreed review cycle.
• Maintain ongoing engagement with all stakeholders to facilitate the timely completion of all document’s reviews
• Publish finalised documents on the intranet and SharePoint and notify to the business via email upon completion
• Perform regular maintenance and organisation of document folders on the Intranet and SharePoint to ensure accessibility and accuracy
• Maintain and archive master copies of all policies and procedures in accordance with document control standards.
• Provide relevant reports to the Process Change Manager as per agreed timelines

Responsible for the Quality Management System document control and Master Index in relation to the ISO 9001:2015 Standards

• Assign each Policy, Procedure, Manual and Form with a unique control number.
• Maintain the Master Index record in line with ISO requirements.
• Distribute copies of all approved new and revised documents to all process owners.
• Conduct compliance audits and utilise a Quality Management System ISO 9001:2015 check list.
• Propose, develop and deliver training to close gaps identified during assessments.
• Compile and present presentations on SBV’s Quality Management System and the BMS.
• Drive the ISO awareness and BMS navigation initiatives, assisting with training where applicable.

Governance

• Subscribe and align to SBV Services' ISO 9001:2015 Quality Management Standards, ensuring the department’s processes and quality management system is at all times in compliance with the standard.
• Support SBVs ESG journey, reporting on and managing the ESG requirements to ensure a positive reflection and outcome.
• Assess the quality of both the documentation and processes to form the foundation for the input received to compile and update documentation.

Drive Process Change initiatives and undertake special projects

• Provide support to the Process Change Manager with assigned tasks during the project life cycle
• Execute special projects, including the planning and implementation of fieldwork for ISO-related assignments outside the normal scope of process change functions, while ensuring timely delivery and high-quality outputs.

Live the organization culture within one’s center

•  Live the department’s values while inspiring confidence and generating excitement, enthusiasm and commitment towards the mission.

Provide leadership to employees within the organization, creating a winning culture and high morale, Lead as an Ambassador and executor of Change.

• Act as a change Champion in periods of change to ensure continuity to operations.

Requirements

• 2 years’ experience in the review process of various company documentation
• Knowledge of Industry standards, auditing methods and ISO standards

Minimum Requirements:Education

• Grade 12
• Formal qualification in Quality/Business Management systems with a recognized institute such as SAQI or SABS: Advantageous
• Training in all aspects of ISO 9001:2008 quality system: Advantageous
• ISO Internal Auditor Related Qualification: Advantageous