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  • Writer's picturePhil Potter

Organisational Roles, Responsibilities and Authorities

We’re getting feedback from auditors that when they’re in an organisation, they’re finding that the companies have not defined the roles, responsibilities and authorities. In this video, I’m going to go through 6 points to assist you to address these requirements.

1. Top Management to define them

Top management need to define the organisational roles, responsibilities and authorities. But before they define them, they need to find out what they are.

We should be assessing all the requirements of different roles and look at whats required. These can then be put together in a position description, but we need to keep in mind that they need to be appropriate to the role, the responsibility and the authorities that people have.

2. Ensure the IMS Conforms to the Standards

You need to allocate the responsibility and authority for ensuring that the IMS conforms to standards.

Someone in your organisation has to have that responsibility or you could spread the role out and it has to address, quality, safety and environment.

3. Ensure the processes deliver the intended outputs

We have to define, what are the specifications for our processes and define what the outcomes and outputs are in a specification and then allocate those roles to certain people.

It could be production manager; the warehouse manager may have certain requirements as well and they have to go into their position description.

4. Report on the IMS Performance

We need someone reporting on the IMS performance. This can be done at management review meetings and the people responsible for reporting on this performance can report on the outputs of the processes that they’re required to report on.

5. Ensure the Promotion of Customer Focus

This can align with step 3 and step 4, but it’s a focus on the customer. We’ve had some of our clients, that when they’ve do their management review meeting they run that with the customer in mind.

6. Ensure the IMS Integrity during and after change

This is critical because a lot of times we don’t focus on the IMS system.


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