Job Specification

Position Title:
Safety Management System Coordinator
Job Code:
5A011 - Technical05
Job ID:
80155
 

Purpose :

To develop, implement, oversee and coordinate the Safety Management System (SMS) for the remote northern transportation program ensuring all legislation, regulation, guidelines, standards, practices and procedures are followed at all remote airports in order to meet the objective of operational integrity for airport certification. To ensure proper management of federal regulatory and airport certification requirements for airport operations, safety and security programs at all remote airports.

Key Responsibilities :

1. Provides guidance, technical assistance and support to manager, heads, Airport Zone Supervisors and others involved in the Safety Management System (SMS) and security matters.

2. Coordinates SMS and security program activities including analyzing and assessing incident/accident reports and providing support for airports accident/incident investigation.

3. Coordinates SMS training including on-site practical training and/or facilitating workshops and training programs for airport staff, airport tenants and contractors. This would include the following responsibilities: Identifying initial, recurrent and train-the-trainer training needs, coordinating training and monitoring completion of training; Maintaining the Human Factors Training Manual; Maintaining SMS and other training records in the stakeholder computer database; and, Providing database maintenance.

4. Plans, develops, implements and provides advice on the implementation of the Safety Management System (SMS), which includes measuring safety performance, identifying and analyzing hazards, evaluating and managing risks, verifying staff are qualified to perform assigned tasks, completing internal reporting and analysis of incidents and accidents and taking corrective measures to prevent recurrence. This would include, but is not limited to the following responsibilities: Maintains the SMS Manual as directed by heads and manager; Conducts reviews and/or audits of the SMS either on a periodic basis or for cause; Coordinates the development of SMS processes and procedures, schedules all SMS processes into stakeholder database, and monitors scheduled events to ensure they are completed according to schedule; Monitors related stakeholder data held in computer database, acts as the contact person for stakeholder database operational questions and monitors stakeholder database data entries to ensure compliance with the SMS processes and procedures.

5. Schedules meetings of management and staff working groups pertinent to SMS, as well as updating head, manager and colleagues on SMS issues and status (e.g., coordinating, developing, and implementing the SMS communication process, proactively promoting the SMS program with staff and service providers, sharing information in print and electronically, etc.).

6. Assists the Safety and Training Auditor to coordinate of quality assurance (QA) activities for remote northern transportation operations, including, but not limited to the following responsibilities: Identifies and develops QA processes and procedures; Coordinates QA audits; Develops audit/inspection material; Compiles all reports required by the SMS processes; Compiles reports for heads and manager; Complete QA on the effectiveness and compliance of the SMS program; Responsible for implementing all the QA processes in the SMS Manual; and, Conducts QA training and coordination as required.

7. Administers, develops and/or provides advice on organization's security programs at airports, including, but not limited to: Reviewing, maintaining, and monitoring of the security management systems; Training Airports Division duty managers, airport managers and airport contractors in security requirements; Liaising with airport management on security regulations, concerns and issues; and, Represents the organization on stakeholder committees (e.g., Transport Canada's Aviation Security Regulatory Review Technical Committee and Air Cargo Security Technical Committee, Canadian Airports Council's Security Committee dealing with airport security programs, Aviation Security Regulatory Review, Cargo Security, and Non-Passenger and Vehicle Screening).

8. In the absence of the Emergency Response Coordinator, supports the emergency manager/incident commander by preparing and operating an Emergency Operations Centre for the organization (i.e., a centralized command and control facility for the purposes of emergency/disaster management) as required to ensure the continuity of airport operations; Alerts staff and managers to respond to their EOC positions as required for drills and incidents; Gathers, collects and analyses data to support decisions that protect ministry assets, lives and stakeholder interests; Liaises with the manager, heads, Airport Zone Supervisors, airport and other ministry staff to collect and disseminate information on behalf of the emergency manager/incident commander.

Knowledge / Skill :

- Knowledge of regulations and legislation governing airport operations, safety, and security (e.g., Canadian Aviation Security Regulations (CASRs), Aerodrome Security Measures (ASMs), provincial airports act and regulations, Canadian Aviation Regulations (CARs), etc.).
- Knowledge of/skills in airport operations and maintenance to provide expertise in SMS activities.
- Knowledge of adult education instruction techniques to coordinate and deliver practical training and facilitate workshops.
- Knowledge of aviation safety and security management systems to plan and develop Safety Management Systems.
- Knowledge of aviation accident/incident investigation techniques and protocols to complete reporting and analysis of accident/incidents and take corrective action.
- Ability to interpret, analyze and investigate issues related to airport safety, airport security, emergency incidents and accidents to provide expert advice.
- Communication skills both verbal and written to communicate effectively with airport management, staff and external stakeholders.
- Ability to work with a diverse workforce and culture found in northern Ontario.
- Skills in risk identification, mitigation and industry loss prevention techniques.

Interpersonal / Influencing Skill :

- The position will be a point of contact with Transport Canada on day-to-day Safety Management System (SMS) and security issues,
- Communication and presentation skill to provide advice and guidance on day to day matters to senior management, managers, airport staff and other personnel to ensure the continued safe and efficient operation of the ministry's remote airports.
- Relationship development and consultation skills to work effectively with partners and stakeholders in soliciting and providing information.
- Negotiation and persuasion skills to get buy-in from various parties when implementing SMS plans and to ensure SMS program objectives are achieved.

Analyzing / Problem Solving Skill :

Analyzing and problem solving skills to:
- Identify, research and prioritize issues; determine those that are contentious and recommend action to senior staff/management; manage a number of issues concurrently and solving issues among stakeholders and clients.
- Interpret and apply recognized methods, policies and procedures to meet financial/regulatory requirements; assess operational and administrative needs, monitor performance; deal appropriately with issues and program areas.
- Evaluate data, trends, standards, policies and protocols using multiple sources of information to identify requirements, develop options and make recommendations.

Decision Making / Responsibility :

Responsible for:
- Providing expertise, guidance and technical support to managers, heads, Airport Zone Supervisors and other involved in SMS matters
- Planning, developing and implementing SMS including safety performance measurements, identifying and evaluating hazards and completing internal reporting and analysis of incidents and accidents.

Has latitude to:
- Determine the appropriate level of analysis and research needed in providing senior management and stakeholders with advice and recommendations for decision making and when dealing with sensitive and urgent matters on behalf of the ministry.

Decisions are guided by existing legislative, regulatory and policy frameworks, best practices, government directives and procedures.

Contacts / Stakeholder :

- Regular contact with colleagues in a geographically decentralized field organization to coordinate activities, complete projects, provide training, share technical advice, develop recommendations, assess organizational performance, identify and mitigate risks, etc.
- Regular contact with other ministry staff as well as staff from other ministries and government agencies to gather and disseminate information, conduct joint exercises, resolve shared operational challenges, exchange technical advice, identify and mitigate risks, etc.
- Regular contact with federal regulatory agencies, other airport authorities, First Nations governments, air carriers and other stakeholders to promote compliance, share information, resolve operational issues, participate in joint exercises and training opportunities.
- Occasional contact with politicians, political staff and the public to assist in resolving issues, enhancing public awareness of the organization, educating travelers and promoting the organization.

Guidance / Supervision :

- Provides technical support and advice to colleagues, managers and committees as a subject matter expert.
- Provides guidance and support to field staff to explain directions, provide training, support implementation of new tools and processes, ensure timelines are met, correct documentation errors, etc.

Demands / Pressures :

Work Demands :

- Frequently deals with unexpected work demands, changes to deadlines and conflicting work priorities (e.g., changes in directions, briefing requests).
- Occasional requirement to work beyond or outside normal work hours with disruption to personal life when travelling to remote airports, providing training, attending meetings, facilitating stakeholder consultation sessions, etc.

Mental / Sensory :

- Frequent requirement to read and concentrate intently when reviewing complex reports, policies, legislation and regulations, emergency management and business continuity plans, analyzing complex issues, developing training materials and attending meetings with ministry staff and stakeholders.
- Frequent requirement to observe and give instruction when providing direction and training to staff and providing assistance to various colleagues and working groups.
- Incumbent may also be dispatched to the site of an emergency to provide subject matter expertise, support rapid decision making and to act as a communications link to managers and/or senior executives.

Conditions / Environment :

- Work is generally performed in a typical office environment.
- Incumbent occasionally is required to travel to remote airports via small aircraft to conduct field visits, audits, assess operational issues, run exercises, train colleagues and meet with stakeholders.

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