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Accountabilities, Roles & Responsibilities Manual

Document Information

Field Value
Document Reference MAN_01a
Issue Number 3
Issue Date 30 April 2026
Next Review 30 April 2027
Controlled By Aaron Mason / Leanne Mason / Sean Ashton (HSQE Consultant)
Approved By Aaron Mason, Director

Master source — this page is canonical

The IMS portal is the master source for AMWS roles & responsibilities. Aligned with MAN_01 — refresh on org change.

Related: MAN_01 IMS Manual · Org Chart · APP_11 HSQE Objectives & KPIs (owner column)

Tip: use the floating button bottom-right to toggle wide-mode (Alt+W).

Document Control Information

Rev Changes Date Approved By
1 Initial Issue 01/06/2024 Aaron Mason
2 Annual Revision — clarified HSQE coordination responsibilities, removed theoretical HSQE Advisor role, aligned with actual structure 01/10/2025 Aaron Mason
3 No changes to roles, responsibilities or accountabilities. Document Information aligned with MAN_01 (issue date, review cycle, controlled-by chain) and reformatted to the IMS admonition pattern. Cross-references updated to reflect the dual-portal architecture introduced under MAN_01 Rev 3. 30/04/2026 Aaron Mason

Table of Contents

  1. Introduction
  2. Organisational Structure
  3. Directors - Responsibilities for HSQE
  4. Operations Manager/Supervisor - Responsibilities
  5. Site Supervisors - Responsibilities
  6. Team Leaders - Responsibilities
  7. Operatives - Responsibilities
  8. All Employees - Responsibilities
  9. Contractors - Responsibilities
  10. External HSQE Support
  11. References

1. Introduction

This document defines the roles, responsibilities, and authorities of individuals within A M Water Services Limited regarding the implementation, maintenance, and continuous improvement of the Integrated Management System (IMS). It ensures that all personnel understand their contribution to the effective operation of the IMS and compliance with ISO 9001:2015, ISO 14001:2015, and ISO 45001:2018 standards.

Clear definition of responsibilities is essential for:

  • Ensuring accountability at all levels of the organisation
  • Preventing duplication or omission of critical tasks
  • Facilitating effective communication and decision-making
  • Supporting the achievement of HSQE objectives
  • Promoting our "#TEAM - Together Everyone Achieves More" culture

This document should be read in conjunction with MAN_01 Integrated Management System Manual and individual job descriptions.

Note on HSQE Coordination: As a lean, family-run business, A M Water Services integrates HSQE coordination responsibilities within existing operational roles rather than maintaining a dedicated HSQE position. Strategic HSQE oversight and operational involvement rests with Aaron Mason (Managing Director). Day-to-day HSQE coordination is handled by Jason May (Supervisor), supported by external consultancy from Sean Ashton (HSQE Consultant) for documentation, specialist advice, and ISO/accreditation liaison.

2. Organisational Structure

A M Water Services Limited has established a clear organisational structure to ensure effective implementation of the Integrated Management System:

Aaron Mason
Managing Director
(Teams, H&S, Strategic & Operational Leadership)
|
Leanne Mason
Director (Finance/Admin, Business Continuity)
______________________|______________________
|                                            |
Jason May                              Admin Assistant
Supervisor
(Day-to-day Operations & HSQE Coordination)
|
21 Operational Teams
(Water Main Laying, R&M, Grab Lorry, Tarmac)

External Support: Sean Ashton (HSQE Consultant) provides specialist advice, documentation support, and ISO/accreditation liaison.

The detailed organisational chart showing all teams, operatives, and reporting lines is maintained as ORG001 (Version 1, updated 18th September 2025) and displayed at company premises.

3. Directors - Responsibilities for HSQE

Aaron Mason (Managing Director) and Leanne Mason (Director - Finance and Admin)

The Directors have ultimate accountability for HSQE matters and are responsible for:

Strategic Leadership

  1. Establishing and maintaining the company's vision, values, and strategic direction for HSQE performance
  2. Ensuring the HSQE policies are established, implemented, and maintained
  3. Setting annual HSQE objectives and targets aligned with business goals
  4. Ensuring integration of IMS requirements into business processes
  1. Ensuring compliance with all applicable legislation including:
    • Health and Safety at Work etc. Act 1974
    • Environmental Protection Act 1990
    • All relevant water industry regulations
    • WIRS accreditation requirements
  2. Ensuring the company maintains appropriate licenses, permits, and certifications
  3. Appointing competent persons as required by law

Resource Management

  1. Providing adequate financial resources for HSQE management
  2. Ensuring sufficient competent personnel are available
  3. Providing appropriate equipment, tools, and PPE
  4. Allocating time for HSQE activities including training

Performance Monitoring

  1. Conducting management reviews at least annually
  2. Reviewing HSQE performance indicators monthly
  3. Ensuring corrective actions are implemented effectively
  4. Promoting continuous improvement

Communication and Culture

  1. Leading by example in HSQE matters
  2. Communicating the importance of HSQE to all employees
  3. Ensuring worker consultation and participation
  4. Maintaining an open-door policy for HSQE concerns

Specific Director Responsibilities

Aaron Mason - Managing Director:

  • Strategic oversight of IMS implementation and HSQE performance
  • Hands-on operational involvement and leadership
  • Direct oversight of operational safety
  • Liaison with HSE and enforcement agencies
  • Approval of risk assessments and method statements
  • Investigation of serious incidents
  • WIRS compliance oversight
  • Final authority on HSQE matters
  • Coordination with external HSQE consultant (Sean Ashton)
  • Day-to-day operational decisions alongside Supervisor

Leanne Mason - Finance and Admin:

  • Financial provision for HSQE requirements
  • Insurance and liability management
  • Administrative systems for HSQE
  • HR aspects of HSQE management
  • Training budget and records
  • Procurement of HSQE resources

4. Supervisor - Responsibilities

Jason May (Supervisor)

HSQE Coordination Role

The Supervisor serves as the day-to-day HSQE Coordinator for the business, working closely with Aaron Mason (Managing Director) on all HSQE matters. This role bridges strategic direction from the Directors and operational implementation across the 21 operational teams.

Operational Management

  1. Planning and coordinating daily work activities
  2. Ensuring all work is properly planned with appropriate RAMS
  3. Allocating resources effectively across teams
  4. Monitoring work progress and quality
  5. Liaising with customers on operational matters

HSQE Implementation

  1. Ensuring all operational activities comply with IMS requirements
  2. Conducting site safety inspections and tours
  3. Investigating incidents and near misses
  4. Implementing corrective actions
  5. Monitoring subcontractor compliance
  6. Coordinating with external HSQE consultant (Sean Ashton) on system maintenance

IMS System Management (Day-to-Day Coordination)

  1. Maintaining day-to-day operation of the IMS
  2. Coordinating updates to procedures and work instructions (with external consultant support)
  3. Maintaining practical compliance with legal requirements
  4. Coordinating internal audit activities
  5. Collecting and reporting HSQE performance data to Directors
  6. Managing document control in practice (master lists maintained with admin support)

Training and Competence Coordination

  1. Identifying training needs across operations
  2. Coordinating training delivery and scheduling
  3. Maintaining practical oversight of training records (with admin support)
  4. Ensuring competency assessments are conducted
  5. Monitoring certification expiry dates

Team Management

  1. Conducting toolbox talks and safety briefings
  2. Ensuring teams have required certifications (EUSR, NRSWA)
  3. Arranging training in coordination with admin and external providers
  4. Managing team performance and discipline
  5. Promoting positive safety culture

Documentation and Reporting

  1. Ensuring all required documentation is completed
  2. Maintaining site records and registers
  3. Reporting HSQE performance to Directors
  4. Preparing incident reports
  5. Contributing to management reviews
  6. Coordinating Management Review meetings

Emergency Response

  1. Acting as primary emergency coordinator
  2. Ensuring emergency procedures are understood
  3. Maintaining emergency equipment and supplies
  4. Conducting emergency drills
  5. Liaising with emergency services when required

Continuous Improvement

  1. Identifying improvement opportunities from operations
  2. Facilitating risk assessments for operational activities
  3. Implementing improvement actions
  4. Benchmarking operational performance
  5. Promoting innovation in HSQE practices

5. Site Supervisors - Responsibilities

Site Supervisors (when appointed for larger projects) are responsible for:

Site Management

  1. Day-to-day supervision of work activities on site
  2. Ensuring compliance with site-specific requirements
  3. Coordinating multiple teams/contractors
  4. Managing site logistics and welfare
  5. Maintaining site security

Safety Leadership

  1. Conducting site inductions for all personnel
  2. Enforcing site safety rules
  3. Monitoring work activities for compliance
  4. Stopping unsafe work immediately
  5. Reporting safety concerns to Operations Manager/Supervisor

Quality Control

  1. Ensuring work meets specification requirements
  2. Conducting quality checks and inspections
  3. Managing non-conformances
  4. Maintaining as-built records
  5. Obtaining customer sign-offs

Environmental Protection

  1. Implementing environmental controls
  2. Managing waste segregation and disposal
  3. Preventing pollution incidents
  4. Protecting flora and fauna
  5. Monitoring noise and dust levels

6. Team Leaders - Responsibilities

Team Leaders are responsible for their specific teams:

Team Supervision

  1. Direct supervision of team members
  2. Allocating daily tasks and responsibilities
  3. Ensuring team members are competent for tasks
  4. Monitoring team performance
  5. Providing on-the-job coaching

Safety Implementation

  1. Conducting pre-start briefings
  2. Ensuring RAMS are understood and followed
  3. Checking PPE is worn correctly
  4. Identifying and reporting hazards
  5. Promoting safe working practices

Quality Assurance

  1. Ensuring work meets quality standards
  2. Checking work before handover
  3. Maintaining work records
  4. Reporting defects or issues
  5. Supporting continuous improvement

Communication

  1. Acting as link between management and operatives
  2. Passing on important information
  3. Gathering feedback from team
  4. Reporting progress and problems
  5. Participating in meetings

7. Operatives - Responsibilities

All operatives have specific responsibilities based on their roles:

Water Main Laying Teams

  1. Installing water mains to specification
  2. Following chlorination procedures
  3. Conducting pressure tests
  4. Maintaining hygiene standards
  5. Completing installation records

Repair & Maintenance Teams

  1. Responding to emergency call-outs
  2. Diagnosing and repairing faults
  3. Minimising service disruption
  4. Maintaining tools and equipment
  5. Reporting recurring issues

Grab Lorry Operators

  1. Operating vehicles safely and legally
  2. Conducting daily vehicle checks
  3. Securing loads properly
  4. Managing waste documentation
  5. Maintaining professional image

All Operatives

  1. Working safely at all times
  2. Following method statements
  3. Using correct PPE
  4. Reporting hazards immediately
  5. Maintaining competencies

8. All Employees - Responsibilities

All employees, regardless of role, have fundamental responsibilities:

Personal Safety

  1. Taking reasonable care of their own health and safety
  2. Not endangering others through acts or omissions
  3. Using safety equipment provided correctly
  4. Following safe systems of work
  5. Participating in health surveillance as required

Compliance

  1. Following all company policies and procedures
  2. Complying with site rules and instructions
  3. Attending mandatory training
  4. Maintaining required certifications
  5. Reporting non-compliance issues

Communication

  1. Reporting accidents, incidents, and near misses immediately
  2. Raising safety concerns without fear of reprisal
  3. Participating in toolbox talks and briefings
  4. Suggesting improvements
  5. Sharing lessons learned

Environmental Responsibility

  1. Preventing pollution incidents
  2. Minimising waste generation
  3. Using resources efficiently
  4. Protecting wildlife and habitats
  5. Reporting environmental concerns

Quality Commitment

  1. Taking pride in work quality
  2. Getting it right first time
  3. Reporting defects or problems
  4. Supporting customer satisfaction
  5. Maintaining company reputation

Team Working

  1. Supporting colleagues
  2. Sharing knowledge and experience
  3. Participating positively in team activities
  4. Respecting diversity
  5. Promoting company values

9. Contractors - Responsibilities

Contractors working under A M Water Services' control must:

Pre-Commencement

  1. Provide evidence of competence and insurance
  2. Submit RAMS for approval
  3. Attend site induction
  4. Confirm understanding of requirements
  5. Provide emergency contact details

During Work

  1. Comply with all IMS requirements
  2. Follow approved RAMS
  3. Supervise their employees effectively
  4. Maintain required standards
  5. Report incidents immediately

Documentation

  1. Maintain required records
  2. Submit reports as requested
  3. Provide certificates and warranties
  4. Complete waste documentation
  5. Support audit activities

Cooperation

  1. Attend coordination meetings
  2. Share relevant information
  3. Work collaboratively with others
  4. Respect site rules
  5. Support emergency procedures

10. External HSQE Support

Sean Ashton (HSQE Consultant)

A M Water Services engages Sean Ashton as external HSQE Consultant to provide specialist expertise and maintain system documentation. The consultant's role includes:

Advisory Services

  1. Providing expert HSQE advice to Directors and management
  2. Interpreting legislation and standards changes
  3. Recommending industry best practices
  4. Supporting complex incident investigations
  5. Liaison support with regulatory bodies

System Documentation

  1. Maintaining master IMS documentation structure
  2. Drafting and updating procedures and work instructions
  3. Updating the legal compliance register
  4. Developing templates and forms
  5. Ensuring consistency across documentation

Audit and Review Support

  1. Facilitating internal audit programmes
  2. Providing audit training and guidance
  3. Supporting Management Review preparation
  4. Analysing trends and performance data
  5. Benchmarking against industry standards

Training Support

  1. Providing specialist HSQE training as required
  2. Reviewing training matrices and programmes
  3. Advising on competency requirements
  4. Supporting training effectiveness evaluation

Continuous Improvement

  1. Identifying systemic improvement opportunities
  2. Researching new technologies and methods
  3. Providing updates on industry developments
  4. Supporting innovation initiatives

Coordination: The Supervisor (Jason May) serves as the primary liaison with Sean Ashton (HSQE Consultant), ensuring consultant work integrates seamlessly with daily operations and communicating requirements from Aaron Mason (Managing Director).

11. References

Key Documents

Relevant Procedures

  • SOP 2.2 - Communication, Consultation & Worker Participation
  • SOP 3.1 - Identification and Evaluation of Risk
  • SOP 4.2 - Competencies and Training
  • SOP 8.1 - Accident, Incident and Near Miss Reporting & Investigation
  • Health and Safety at Work etc. Act 1974
  • Management of Health and Safety at Work Regulations 1999
  • Construction (Design and Management) Regulations 2015
  • Environmental Protection Act 1990
  • Water Industry Act 1991

This document forms part of A M Water Services Limited's Integrated Management System and should be read in conjunction with the IMS Manual (MAN_01) and relevant Standard Operating Procedures.

Local controlled copy

Word version of this controlled document (for offline / paper records):

Download MAN_01a (.docx)

The page above is the master source — the Word doc is a snapshot for offline use.