Program Safety And Systems Coordinator

Centre for Continuing Education; Sydney; On-site; AUD 126,000 - 171,000; Part time

Job summary

University of Sydney is seeking a Program Safety and Systems Coordinator to provide WHS reviews and CSMS support. You will coordinate permit-to-work workflows, maintain records, and deliver practical guidance on system use while ensuring compliance with WHS requirements.

The role focuses on contractor WHS submissions, CSMS governance, and routine reporting, with responsibility for helping ensure smooth contractor management across projects.

Qualifications

• Certificate IV in Work Health and Safety or higher WHS qualification.
• Experience reviewing contractor WHS documentation and/or permit-to-work.
• Ability to assess WHS information against requirements and maintain records.

Responsibilities

• CSMS administration and user support actions including onboarding and access control.
• Review contractor WHS documentation and permit-to-work submissions.
• Coordinate permit-to-work workflows and track due dates and statuses.
• Prepare routine WHS reviews, comments and close-out evidence.
• Support data quality, reporting and continuous improvement.

Skills

WHS knowledge

WHS documentation review

Permit-to-work

CSMS administration

Digital literacy

Stakeholder collaboration

Prioritization

Education

Certificate IV in Work Health and Safety

Tools

CSMS software

Microsoft 365 tools

Job description

• Casual opportunity for an experienced Program Safety and Systems Coordinator starting ASAP
• Provide practical WHS review and systems support across CSMS (Contractor Safety Management System), based in the G12 Services building
• HEO5 Step 5 $71.54p/hour plus Superannuation

About the opportunity

Role focus: Provide practical WHS review and systems support across CSMS, including review of contractor WHS submissions and the WHS component of permit-to-work applications, system administration, workflow coordination, records and reporting. The role provides operational coverage for the Compliance and Assurance Manager and may complete assigned WHS review stages within documented procedures, competence and authority.

The Program Safety and Systems Coordinator provides operational WHS review and systems support to the Compliance and Assurance Manager across UI's infrastructure and operational activities. The position creates day-to-day redundancy for core contractor safety processes by reviewing contractor WHS documentation and the WHS component of permit-to-work applications, administering the Contractor Safety Management System (CSMS), coordinating workflows and maintaining reliable records and reporting.

Key responsibilities for this role:

CSMS administration and user support

• support company and worker onboarding, user access, permissions and profile maintenance in CSMS, following approved processes.
• maintain accurate contractor, project, company and worker records, including monitoring missing or expired information and coordinating follow-up.
• respond to routine CSMS enquiries and provide practical guidance on system use, escalating access, configuration or policy matters where required.
• assist with system housekeeping, standard templates, user guidance, registers and audit trails.
• identify recurring administrative issues or process bottlenecks and recommend practical improvements to the Compliance and Assurance Manager.

Permit-to-work workflow coordination

• monitor permit dashboards, shared queues, due dates and workflow status across UI projects.
• review the WHS component of permit applications against applicable WHS requirements, the University Contractor Handbook, approved procedures and review criteria, including the scope, hazards, risk controls, work interfaces, worker competencies, emergency arrangements, supporting risk assessments and SWMS.
• assess whether the submitted controls adequately address the identified hazards, the proposed work and relevant site or operational interfaces, seeking clarification where information is unclear or inconsistent.
• issue clear review comments, request additional information or revisions, and maintain a record of submissions, responses, review outcomes and close-out evidence.
• complete assigned WHS review stages in CSMS for routine matters within documented competence and authority, including recording acceptance, return for revision or escalation as appropriate.
• coordinate permit workflows with contractors, project teams, the RUS and subject matter experts; escalates complex, novel, high-risk or disputed matters; and support close-out by checking that required completion evidence has been returned and recorded.

WHS documentation review and assurance support

• review contractor WHS documentation against applicable WHS requirements, the University Contractor Handbook, project requirements and approved review criteria. Documents may include WHS management plans, risk assessments, SWMS, emergency plans, traffic management documentation, methodologies and supporting evidence.
• assess whether submissions are site and scope specific, internally consistent and supported by suitable hazard identification and practical controls. Provide review comments, request revision and record or recommend the review outcome within the role's assigned authority, escalating matters that require specialist expertise or higher-level judgement.
• assist with tracking corrective actions, contractor responses, document revisions and assurance evidence in CSMS and related registers.
• support preparation of routine correspondence, review summaries, meeting information and status updates for project teams and contractors.
• help maintain approved document sets, review records and evidence in accordance with University recordkeeping requirements.

Data, reporting and continuous improvement

• prepare routine reports on permit volumes, status, turnaround, outstanding actions, recurring submission issues and other agreed measures.
• check data quality, reconcile registers and assist with periodic assurance sampling and trend analysis.
• support updates to procedures, checklists, guidance material and training resources based on approved process changes and lessons learned.
• participate in team meetings, system testing and improvement activities relevant to CSMS, permit management and contractor assurance.

About you

Essential

• certificate IV in Work Health and Safety, or a higher relevant WHS qualification.
• demonstrated practical experience reviewing contractor WHS documentation and/or permit-to-work applications in construction, property, facilities, contractor management or a comparable operational environment.
• working knowledge of WHS duties, risk management principles, practical controls, contractor safety documentation and permit-to-work processes.
• demonstrated ability to assess WHS information against documented requirements, identify gaps or ineffective controls, provide clear review comments and maintain accurate records.
• strong digital literacy and confidence learning workflow, document management and reporting systems.
• clear written and verbal communication, sound judgement and the confidence to seek clarification or elevate matters.
• ability to manage competing priorities, follow through on actions and work constructively with a wide range of stakeholders.

Desirable

• two or more years of relevant WHS, contractor management, construction safety or permit-to-work experience.
• experience with electronic contractor management, permit-to-work, workflow or assurance systems.
• exposure to construction projects, facilities maintenance, occupied sites or other high-risk operational environments.
• experience preparing basic reports, dashboards or data summaries using Microsoft 365 tools.
• current construction induction card (White Card) or willingness to obtain one before undertaking site-based duties.

Capabilities and behaviors

• attention to detail: produces accurate work and notices missing, inconsistent or unclear information.
• service orientation: helps users navigate requirements while maintaining the integrity of University controls.
• accountability: takes ownership of assigned actions, records decisions and follows matters through to completion.
• judgement and escalation: applies documented criteria and professional judgement to routine WHS reviews, works within authority, recognises limitations and raises concerns early.
• collaboration, trust and learning: communicates respectfully, works effectively across project, operational and specialist teams, and builds knowledge of CSMS, University requirements and contractor controls.

Sponsorship / work rights for Australia

Visa sponsorship is not available for this position. This role requires valid work rights for Australia.

Pre-employment checks

Your employment is conditional upon the completion of all role required pre-employment or background checks in terms satisfactory to the University. Similarly, your ongoing employment is conditional upon the satisfactory maintenance of all relevant clearances and background check requirements. If you do not meet these conditions, the University may take any necessary step, including the termination of your employment.

EEO statement

At the University of Sydney, our shared values are trust, accountability and excellence and we strive to be a place where everyone can thrive. We are committed to creating a University community that thrives through diversity and reflects the wider community that we serve. We deliver on this through our commitment to diversity and inclusion, evidenced by our people and culture programs, as well as key strategies to increase participation and support the careers of Aboriginal and Torres Strait Islander People, women, people living with a disability, people from culturally and linguistically diverse backgrounds, and those who identify as LGBTQIA+. We welcome applications from candidates from all backgrounds.

We are proud to be recognised as an Australian Workplace Equality Index (AWEI) Platinum Employer. Find out more about our work on diversity and inclusion.

Applications Close

Tuesday 01 September 2026 11:59 PM