Part 21J Organisational SMS Roles & Responsibilities

Sofema Online (SOL) www.sofemaonline.com considers roles and responsibilities for all key stakeholders within the organisation related to engagement with the Safety Management System (SMS)

Safety Manager

Role: The safety manager is the focal point for all SMS activities.

• Their responsibilities include facilitating hazard identification, risk assessment, and risk management.

>> Conduct workshops and engage with staff to identify safety hazards and analyze risks

• They oversee the implementation of actions in the safety action plan, monitor safety performance, and ensure the availability and quality of safety training.

>> Track safety performance metrics, ensure documentation of all safety incidents and communicate trends to stakeholders.

>> Oversee safety training programs to ensure staff understand and comply with safety protocols.

• They also provide advice on safety matters and oversee internal investigations of occurrences

>> Lead or participate in investigations following incidents, documenting findings and ensuring lessons learned are communicated throughout the organization.

Competencies Required:

• Risk Management Skills: Ability to assess and manage safety risks.

• Communication Skills: Proficiency in communicating safety matters and influencing safety culture within the organization.

• Analytical Skills: Strong ability to interpret safety data, conduct investigations, and analyze occurrences.

• Training Knowledge: Familiarity with safety training standards and techniques for effective delivery

Measures to Establish Competence:

• Continuous Professional Development (CPD): The Safety Manager should engage in CPD courses on risk management, incident investigation techniques, and human factors in aviation.

• Certifications and Training Programs: Encourage attainment of safety management certifications, for example EASA Initial Airworthiness Learning Path Diploma.

• Experience-Building: Provide on-the-job training with senior safety managers, allowing them to observe and learn from more complex risk assessments and incident investigations.

Head of Design Organisation (HDO)

Role: The HDO oversees the design organization’s overall safety accountability, ensuring compliance with safety objectives.

• The HDO is responsible for ensuring the establishment of a safety review board (SRB), implementing corrective actions, and promoting the safety policy throughout the organization.

• They also act as the internal and external point of contact for all design activities related to SMS

Safety Governance and Policy Setting: Establish and communicate the organization’s safety policies and ensure they align with regulatory standards.

Strategic Oversight: Oversee the strategic direction of the SMS, guiding departments on implementing safety objectives.

Review and Approval of Safety Actions: Approve high-level corrective and preventive actions and allocate resources to address safety issues.

Point of Contact for External Communications: Act as the liaison with regulatory bodies, external auditors, and industry partners regarding SMS matters.

SMS Competencies Required:

• Leadership: Strong management and leadership skills to oversee safety accountability.

• Decision-Making: Ability to make high-level decisions about safety policy and objectives.

• Regulatory Knowledge: Comprehensive understanding of SMS regulations and organizational requirements.

• Communication Skills: Proficient in communicating safety objectives across different organizational levels

Safety Review Board (SRB) Members

Role: The SRB, typically led by the HDO, addresses strategic safety issues.

• The board reviews safety performance and supports safety accountability. It typically includes representatives from various levels, ensuring a cross-sectional approach to safety governance

• Regularly review safety performance indicators and analyze trends within the organization.

 • Support the Safety Manager and HDO in making strategic safety-related decisions.

Competencies Required:

• Strategic Safety Management: Understanding of high-level safety strategies and how they apply within the organization.

• Collaborative Skills: Ability to work effectively with members from different departments to foster a shared safety culture.

• Analytical Skills: Proficiency in assessing safety performance data and making informed decisions

• Data Analysis Training: Board members should be trained in data analysis techniques, enabling them to interpret safety performance metrics.

• Case Study Reviews: Review case studies of safety incidents and discuss their impact on safety policies, encouraging informed decision-making.

• Peer Learning Sessions: Organize peer-to-peer learning sessions with SRB members from other organizations to share best practices and lessons learned

Chief of the Independent Monitoring Function

• Role: This role ensures that the organization complies with safety regulations and internal standards through an independent audit and quality control process.

• The chief oversees the audit plan, requests corrective actions, and maintains continuous safety monitoring

• Ensure that SMS policies are adhered to through regular audits and assessments.

• Identify areas of non-compliance and request corrective actions to rectify safety issues.

• Establish procedures for ongoing safety monitoring and track adherence to corrective measures over time.

Competencies Required:

• Auditing Skills: Expertise in auditing techniques, especially for compliance with SMS principles.

• Quality Control Knowledge: Familiarity with quality assurance principles within aviation safety.

• Attention to Detail: High attention to detail to monitor compliance and identify discrepancies in SMS implementation.

Safety Training Staff

Role: The staff responsible for delivering SMS training ensures personnel maintain competencies relevant to their safety roles.

• They adapt training programs to organizational needs, covering topics like hazard identification, risk management, human factors, and SMS principles

• Provide training to help identify the underlying causes of non-compliance and recommend effective corrective actions.

• Assess trainee comprehension and skill acquisition to ensure they meet organizational standards.

• Update training content based on feedback and changes in SMS regulations and practices.

Competencies Required:

• Training Delivery Skills: Ability to develop and deliver training effectively.

• Subject Matter Knowledge: In-depth understanding of SMS principles, human factors, and legislative requirements.

• Influencing Skills: Capacity to shape safety attitudes and behaviours within the organization through training

Measures to Establish Competence:

• Safety training staff should complete instructional design courses to enhance their ability to develop engaging, effective training materials.

• Maintain an up-to-date understanding of SMS regulations through refresher courses, industry newsletters, and regulatory bulletins.

• Implement post-training evaluation processes to gather trainee feedback, identify areas for improvement, and adjust training programs accordingly.

Next Steps

Please see the following Training Course - EASA Part 21 Subpart J Safety Management System Implementation – 2 Days or visit www.sassofia.com or email [email protected]