Quality Assurance Administrator - Health & Safety & Operational Risk

About the Role

Reporting to the Manager – Quality Assurance, you will play a key role in maintaining and strengthening our Health & Safety and Operational Risk frameworks across the organisation.

This position provides second-line quality assurance support through coordination, monitoring, training, reporting, and investigation activities. You will work closely with managers and teams across the organisation to ensure risk and safety obligations are effectively managed, corrective actions are monitored, and reporting information remains accurate, complete, and audit-ready.

What you will do -

• Maintain and support The Fono's Health & Safety and Operational Risk frameworks, including policies, procedures, standards, templates, registers, and supporting documentation.
• Coordinate organisation-wide Health & Safety training programmes, including inductions, mandatory training, refresher programmes, and training records management.
• Monitor training completion and compliance, escalating overdue requirements through appropriate governance channels.
• Coordinate and support investigations into Health & Safety incidents, near misses, complaints, and operational risk events, including documenting findings and corrective actions.
• Administer and maintain operational risk, incident, corrective action, and assurance registers, ensuring information is accurate, current, and consistently applied.
• Monitor corrective actions, risk controls, and compliance activities, following up and escalating overdue or high-risk items as required.
• Collate, organise, and maintain audit-ready evidence, records, and documentation to support assurance, accreditation, and compliance requirements.
• Prepare and validate reporting data, dashboards, trend analysis, and supporting information for leadership, governance, and assurance reporting.
• Coordinate governance activities, including committee agendas, minutes, action tracking, and reporting support.
• Maintain SharePoint repositories and other quality assurance systems to ensure data integrity, accessibility, compliance, and effective document control.
• Support audit, accreditation, and quality assurance activities through effective administration, coordination, and evidence management.
• Provide advice and support to managers on Health & Safety standards, operational risk requirements, policies, and escalation processes.
• Contribute to continuous improvement initiatives through framework reviews, policy updates, reporting insights, and organisational learning.
• Build positive working relationships across the organisation while providing responsive, professional support to the Quality Assurance function.
• Uphold confidentiality, accuracy, and professional standards in all aspects of the role while embodying The Fono's values and commitment to community wellbeing.

About You

What we are looking for -

• Proven administration and coordination experience within a compliance, governance, quality assurance, Health & Safety, risk management, regulatory, or similarly structured environment.
• Experience managing document control processes, registers, records management, and version-controlled documentation.
• Strong understanding of compliance, risk, governance, or quality assurance processes and the importance of maintaining accurate and auditable records.
• Exceptional attention to detail with a strong focus on data integrity, reporting accuracy, and audit readiness.
• Experience coordinating training programmes, maintaining records, and monitoring compliance requirements would be highly regarded.
• Strong analytical and reporting skills, including experience preparing reports, dashboards, charts, graphs, and performance information.
• Ability to interpret data, identify trends, and provide insights that support decision-making and continuous improvement.
• Strong organisational skills with the ability to manage competing priorities, meet deadlines, and follow through on commitments.
• Advanced proficiency in Microsoft Office and experience using SharePoint, register-based systems, or similar document management platforms.
• Strong written communication skills, including the ability to prepare reports, summaries, meeting documentation, and professional correspondence.
• Ability to work independently while collaborating effectively with managers, frontline services, and corporate teams.
• Experience supporting audits, accreditation processes, compliance activities, or assurance programmes is highly desirable.
• Exposure to Health & Safety, operational risk, quality systems, or compliance frameworks within health, social services, community services, or not-for-profit environments would be advantageous.
• A professional, methodical, and proactive approach, with sound judgement, strong accountability, and a commitment to confidentiality and continuous improvement.

Location - Regional Office, Mount Wellington