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Position detailsPosition Title:Systems & Production Assurance Co-ordinatorCompliance CoordinatorReports to:Operations Manager Quality and Compliance ManagerSECTION 1 - Position Summary / JOB PURPOSETo support the Operations Manager Quality and Compliance Manager, Risk & Sustainability Manager and the H&S Advisor to ensure that the Villa Maria Estate’s Auckland Winery meets its obligations for Food Safety/Quality, Packaging, Health & and Safety and Environmental compliance and achieves customer expectations. This role encompasses aspects within the Auckland Winery operations including it’s supply chain and external stakeholder requirements. Participate in the internal audit programme which encompasses Quality, Health and Safety and Environmental aspects. Assist in external/supplier audits to ensure requirements are being met and maintained. Liaise with department heads to ensure any outstanding non-conformances are closed out in a timely manner and work with suppliers on supply related issues. Assist in production trials to ensure quality/environmental and H&S standards are being maintained and ensure trials are recorded and approved accordingly. Log and investigate customer concerns with relevant business areas and prepare final response back to customers.Participate in/undertake risk assessments for machinery and processes to identify H&S, Food Safety and Environmental risks.Assist in staff training and process improvement. SECTION 2 - MAJOR CHALLENGESPrioritising work load and ensuring urgent action is taken to escalate where necessary against immovable and critical deadlines..Supporting three team members and balancing priorities as directedIncreasing knowledge and understanding of practical compliance requirements within different areas of the business.Working across awith a numbernumber of departmental areas within the business.Dynamic nature of compliance needs often dictated by customers or Govt. regulated bodies.SECTION 3 - MAJOR ACTIVITIES/RESPONSIBILITIESKEY TASKSOBJECTIVES/KEY ACCOUNTABILITIESWine Industry ry Compliance Audits and Risk AssessmentsManage, maintain and implement core winery SOPs/systems and protocols for training, compliance, and quality purposes with collaboration from key stakeholders.Assisting in implementing process improvement trialss as delegated/required.Ensure regulatory compliance of Resource Consent, Council Approvals, and Building WOF conditions including checks on expiry datesfor the Auckland siteAssist with external audits as neededFor better understanding, Assist Maintainwith supplier/subcontractor assessments. Ensuring supplier approval of product/service provided and maintaining supplier databases and checking SLA agreements in place. Conduct internal audits . Drive Auckland’s Winery internal audit programme which encompasses Quality, Health and Safety, Environmental and Regulatory aspects and identify areas of opportunityFollow up on audit related non-conformancesConduct risk assessments as delegatedUndertake risk assessments for machinery and processes as required to identify H&S, Food Safety and Environmental risks, in particular food safety quality (HACCP) driven requirements Temperature monitoring data (building environment) and insurance housekeeping review.HSNO compliance – maintain register of Hazardous Substance within the winery and ensure compliance of requirementsBulk wine receipt/despatch supplier paperwork and compliance checksAppendix 1 is attached and includes but is not limited to a list of many of the roles that the position is responsible for. Non ConformancesInternal (Non-Conformances) and External Concerns Investigation of any internal or external non- conforming concerns. Liaise with winery staff (and suppliers) to ensure any outstanding non-conformances and incidents are closed out in a timely and effective manner. Report generation - non-conformance, external concerns, H&S, incidents and FinancialTrend non conformances numbers. Customer complaintsCustomer ConcernsLog and investigate customer concerns with relevant business areasInvestigatione into any customer concerns winery related to winery, packaging or product integrity and prepare final response back to customers. Trend and review customer complaints numbers.Sampling and Process ValidationMonitor micro testing on the production line and validate quality control points as requested. (CIP validation on crossflow, water testing)Retention samplingTrialsParticipate in winery/production trials as required and maintain trial paperwork as requested. Ensure quality and /environmental and H&S standards are being maintained and ensure trials are recorded and their approval is appropriate. Process Improvements and ReviewReview and maintain company procedures and processes as delegated.Assisting in implementing process improvements as delegatedTrainingConduct training and education on compliance related topics from a national directive (e.g.: Quality Systems training, Winery HACCP, Spills Response Training)Assist with staff training as requested Maintain staff training/induction records and planning of any external training courses identified.Health and Safety Participate in Safety Walks and other Health and Safety initiatives and directives as requested. Record and report H&S initiatives as appropriateOtherSupport the team with other tasks from time to time as needed.General Any other reasonable and relevant duties as required by Villa Maria from time to time.SECTION 4 – KEY ACCOUNTABILITIESKEY TASKSOBJECTIVES/KEY ACCOUNTABILITIESQualityProducing all work to acceptable standards in respect of quality, quantity and timelinessCarrying out duties in an efficient and competent manner. Health & Safety ManagementFollow processes and systems in place to support and encourage safe work practices in all areas. Ensure workspace is free from hazards. Report all hazards and incidents in a timely manner. All incidents or near miss incidents are reported. Action is taken to prevent reoccurrence. Systems and processes are continually ply with and actively support the company H&S and wellness policy and initiativesSupport Health, Safety and Wellness initiatives.Financial ManagementResponsible use of company resources and property. General administration (i.e. invoicing, contract sign off, stock control, systems set up, expenses, ensuring good received are goods invoiced).Present and control annual budgets for your area of responsibility.LeadershipBeing passionate about what you do, having integrity in how you do it, and being open in your communicationShow respect and support for other staff.Achieving Continuous Excellence (ACE)Participation and support of ACE (Achieving Continuous Excellence). ACE is a programme Villa Maria has embarked on encompassing lean principles and business excellence across the groupEmbrace a continuous improvement mindset.SECTION 5 – KEY RELATIONSHIPSROLE TITLENATURE OR PURPOSE OF CONTACTOperations Manager Direct Manager, guidance and support, staff management, issues or concernsAuckland Winery Operational TeamGuidance and support, operational winemaking, staff management. Health and Safety, Compliance issues or concerns. Quality and systems support, logistics and information gatheringAuckland Winemaking Team Technical guidance of winemaking, staff management, Quality and Systems support, logistics and information gatheringQuality and Compliance ManagerDirect manager, guidance and support, staff management, issues or concerns. Overall quality issues, quality systems and compliance. Providing strategic direction on quality directives overall in relation to (quality culture, quality issues, quality systems and compliance).Risk and Sustainability ManagerProvide direction on Quality, Environment Sustainability matters and Health & Safety for the company.Liaise directly for all environmental activitiesHealth & Safety Advisor TeamLiaise directly for H&S activities Provide direction and advice on H&S activitiesNational Operations ManagerFinal decision maker for department.Sales Staff and Customer ServicesPotential contacts during customer complaint. Assisting in establishing nature of compliant.CustomerProvides details of customer complaint. Bottling Team Leader, Bottling Team and Operations TeamProvide information and support where required.Continuous Improvement SpecialistEnsuring ACE tools are being utilised to achieve continuous improvementPackaging Suppliers Key Accounts Manager and Technical PersonnelLiaising with supplier related issues and contact with regards to root cause of issue and corrective actionAuckland Engineering Team Assist with compliance requirementsAPPENDIX 1Examples of MAJOR ACTIVITIES/RESPONSIBILITIESNote this is not a full and comprehensive list of roles and responsibilities. The nature of the business is such that quality and compliance needs are dynamic and frequently change. The Systems and Assurance Coordinator is expected to adapt work content to meet the frequently new and demanding needs for the business. The needs of the business requires the position to accept ad hoc duties as required.Production/Bottling:Prepare, oversee, and report on all production trials.Oversee QA routines for each packaging run.Undertake internal auditing of production process.Management of retention samples.Management of quality “On hold” stockMicrobiology samplingAssembly and management of process milestone sheets (PMS)Clearance on “organic” bottling final checks.Manage and plan process reviews to meet auditing requirements.Undertake HACCP assessmentsManage and report non-compliance incidents and liaise with suppliers where necessary.Maintain current documentation relating to suppliers and material approvals.Secure final approval of packaging artwork before productionRecord and investigate and participate in addressing bottling-related customer complaintsGeneralInternal audits of wineryOversee resource consent applications and compliance with conditions for Akl. siteEnsure all approvals in place for bulk wine sales/purchases/ shippingPlan and ensure compliance with supplier audit schedulesMonitor and report on temperature readings for wine process and storage areas.Promapp maintenance and SOP reviews.Risk reporting for business and process.Bring all Quality and Compliance non-conformances to satisfactory conclusionEnsure Viticulture team have current and compliant spray diariesDocuments to be stored in logical electronic filing system.List and ensure compliance with all process related certificates – excluding laboratory calibrations.Ethanol storage permitSite Test CertificateBuilding Warrant of FitnessRadiation Source Certificate’Watercare contract conditions for supply and trade waste dischargeOverview of Events - concerts, liquor licence etc but excluding food safety for kitchen.H&S involvementHSNO overview and diarised auditsInvolvement and electronic calendar of plant risk assessmentsActive participation in H&S strategy for improvement.Safety audits involvement.Reporting as required ................
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