QHSSE Document Controller & Systems Administrator

Umhlanga Support Office

Key Purpose and Responsibilities:

  • The QHSSE Document Controller & Systems Administrator is responsible for the complete administrative control of all documents related to the IFS Quality Management System (QMS) and the Health, Safety, Security, and Environment (HSSE) Management System.

  • This role involves ensuring that all documentation is controlled, up-to-date, compliant with ISO standards, and easily accessible to authorized personnel.

  • Additionally, the incumbent will serve as the Systems Administrator for a digital platform that manages Quality and HSSE data, ensuring that the platform operates smoothly, supports process improvements, and meets the organization’s compliance requirements.

  • Manage and maintain all QMS and HSSE documentation, including policies, procedures, work instructions, forms, and records at the group level.

  • Serve as the Systems Administrator for the organisation’s digital platform used to manage Quality and HSE processes, ensuring the platform is configured correctly, updated regularly, and integrated with other systems as needed.

  • Ensure that all documentation and systems meet the requirements of ISO 9001 (Quality Management), ISO 14001 (Environmental Management), and ISO 45001 (Occupational Health and Safety Management) pertaining to the control of documented information.

  • Support internal and external audits by providing necessary documentation and reports, ensuring that all records are accurate and up-to-date.

  • Implement corrective actions related to document control and system administration based on audit findings.

  • Oversee the management of data within the digital platform, ensuring that data is accurate, up-to-date, and compliant with the relevant Management Systems and processes.

  • Manage user access to the digital platform, ensuring that only authorized personnel have access to specific documents and data.

  • Implement security measures to protect sensitive QHSSE documentation and data from unauthorised access or breaches.

Required Knowledge and Qualifications:

  • Tertiary qualification in Information Management, Quality Management, Health & Safety Management, or a related field.

  • Certification in document control or records management (preferred).

  • ISO 9001 / ISO 45001 Management Systems Implementation certification or equivalent.

  • Minimum of 3-5 years of experience in document control, preferably in a QHSSE environment.

  • Experience in administering digital platforms for managing Quality and HSE systems.

  • Experience in a role requiring strict adherence to regulatory standards, particularly ISO standards.

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