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Quality & Safety Compliance Assistant

2 weeks ago

Brakpan, Gauteng, South Africa Oceanic Wolf Enterprises Full time

Company Description

Oceanic Wolf Enterprises provides specialized consulting services tailored to meet diverse business needs. Our expertise spans Human Resource Consulting, Sales and Marketing, and Facilities Management Consulting. We are dedicated to providing innovative solutions that empower organizations to enhance their operational efficiency. Our collaborative approach ensures that each client receives customized support to drive success.

Position Title: Quality & Safety Compliance Assistant

Department: Quality Assurance (QA)

Reporting To: Quality Assurance Manager

  1. Purpose of the Role

The Quality & Safety Compliance Assistant supports the Quality Assurance Manager in implementing, maintaining, and continually improving the ISO 9001 Quality Management System (QMS) and daily Health & Safety (H&S) compliance requirements. The role ensures accurate document control, maintains statutory and internal registers, performs inspections, and assists during internal and external audits. This role strengthens organisational compliance, improves process consistency, and supports product and service quality.

  1. Key Responsibilities

2.1 Document Control (ISO 9001 QMS)

·      Maintain and update all QMS documents including procedures, forms, records, manuals, and work instructions.

·      Ensure document version control, proper approvals, and systematic updating of controlled documents.

·      Maintain digital and physical document repositories in line with JB Switchgear's document control procedure.

·      Distribute current versions of documents to relevant personnel and withdraw outdated versions.

·      Assist departments with drafting and formatting documents to ensure ISO 9001 alignment.

·      Maintain master lists and registers for documents, revisions, and controlled records.

2.2 Quality Assurance Support Functions

·      Assist the QA Manager with monitoring, measurement, and QA reporting.

·      Capture and maintain quality-related registers such as NCR logs, calibration records, inspection checklists, and supplier records.

·      Support incoming, in-process, and final inspection activities when required.

·      Conduct basic product and process inspections under direction of the QA Manager.

·      Assist in investigating nonconformances, performing root-cause analysis, and tracking corrective actions.

·      Support preparation of data for management reviews and performance reporting.

2.3 Health & Safety Compliance

·      Maintain H&S registers, including:

o  PPE issuance register

o  Safety file contents

o  Incident/accident registers

o  Toolbox talk attendance

o  First aid / fire equipment inspection checklists

o  Contractor control register

·      Conduct daily or weekly workplace inspections for housekeeping, hazard identification, and legal compliance.

·      Follow up on corrective actions from SHE inspections, audits, and toolbox talks.

·      Support implementation of ISO 45001 principles where applicable.

·      Assist in maintaining legal compliance documentation required under the OHS Act and related regulations.

2.4 Internal & External Audit Support

·      Assist in planning and preparing for ISO 9001, client, and certification audits.

·      Ensure availability and accuracy of documents, records, registers, objective evidence, and audit trails.

·      Participate in internal audits by gathering evidence, recording findings, and identifying improvement opportunities.

·      Track audit corrective actions and assist in ensuring timely closure.

·      Support the QA Manager during customer quality audits and supplier evaluations.

2.5 Administrative and Support Activities

·      Maintain organised filing systems for QA and H&S documentation.

·      Prepare reports, dashboards, and summaries for the QA Manager.

·      Assist with training material preparation and induction documentation related to quality and safety.

·      Support continuous improvement initiatives across the company.

  1. Competencies & Skills Requirements

3.1 Essential Competencies

·      Strong organisational and administrative skills.

·      Good understanding of ISO 9001 (training will be an advantage).

·      Ability to maintain accurate records and follow structured procedures.

·      Good communication skills (written and verbal).

·      Attention to detail and ability to identify inconsistencies.

·      Strong computer literacy (MS Office, document control systems).

3.2 Advantageous Competencies

·      Knowledge of switchgear manufacturing processes.

·      Experience with ISO 45001 / SHEQ systems.

·      Internal auditing experience or training (ISO 9001).

·      Basic technical understanding of engineering environments.

  1. Qualifications & Experience

Minimum Requirements

·      Matric (Grade 12).

·      1–2 years' experience in quality assurance, document control, or H&S administration.

·      Understanding of ISO 9001 principles.

Preferred

·      Further education in Quality, SHEQ, or Engineering (certificate or diploma).

·      Internal Auditor qualification (ISO 9001) or willingness to be trained.

·      Experience in manufacturing or engineering industries.

  1. Key Performance Indicators (KPIs)

(To be finalised by QA Manager)

·      Accuracy and completeness of document control.

·      On-time update of QMS documentation and registers.

·      Quality of inspections and timely reporting of findings.

·      Audit readiness and corrective action closure rates.

·      Compliance percentage in H&S registers and inspections.

·      Contribution to continual improvement initiatives.

  1. Working Relationships

·      Internal: QA Manager, Production, Engineering, Stores, SHE Representative, HR.

·      External: Auditors, customers, suppliers, subcontractors (where applicable).