ROLES AND RESPONSIBILITIES¶
Document Reference: HSQEMS03
Version: 2.0
Classification: CRGI Information
Approved By: Dragos Ciordas, Chief Executive Officer
Approval Date: 17/02/2026
Next Review Date: 17/02/2027
Document Owner: Sean Ashton, Operations, HSQE & Technical Manager
1. DOCUMENT CONTROL¶
1.1 Version History¶
| Version | Date | Author | Changes | Approved By |
|---|---|---|---|---|
| 1.0 | 01/04/2025 | Sean Ashton | Initial Issue | Dragos Ciordas |
| 2.0 | 17/02/2026 | Sean Ashton | Updated to two-tier management structure, removed Design Manager role, aligned with staff model and virtual operations | Dragos Ciordas |
1.2 Document Review¶
This document will be reviewed annually or following significant changes to:
- Organisational structure or management responsibilities
- Personnel changes in management roles
- Scope of services or business operations
- Audit findings related to role clarity
2. MANAGEMENT STRUCTURE¶
2.1 Two-Tier Management Model¶
CRGI Solutions operates a two-tier management structure designed for efficient decision-making in a small virtual consultancy:
| Tier | Role | Person | Focus |
|---|---|---|---|
| Tier 1 — Strategic | Chief Executive Officer | Dragos Ciordas | Strategic direction, policy approval, high-risk decisions, resource allocation |
| Tier 2 — Operational | Operations, HSQE & Technical Manager | Sean Ashton | Day-to-day operations, implementation, compliance, training, documentation |
2.2 Decision Authority Matrix¶
| Decision Type | Operations Manager | CEO |
|---|---|---|
| Policy approval and major changes | Recommends | Approves |
| Procedure updates (HPROC##) | Approves | Informed |
| Standard access approvals | Approves | Informed |
| Privileged/administrative access | Recommends | Approves |
| Low/medium risk acceptance | Approves | Informed |
| High/critical risk acceptance | Recommends | Approves |
| Routine purchases (<£1,000) | Approves | Informed |
| Major purchases (>£1,000) | Recommends | Approves |
| Staff engagement | Recommends | Approves |
| Policy exceptions (low-risk) | Approves | Informed |
| Policy exceptions (high-risk) | Recommends | Approves |
| External communications (significant) | Drafts | Approves |
| External communications (routine) | Approves | Informed |
3. DETAILED RESPONSIBILITIES¶
3.1 Chief Executive Officer (Dragos Ciordas)¶
Leadership and Governance (HSQEMS01 §5.1, HPOL01):
- Establish strategic direction for CRGI Solutions
- Approve and champion HSQE policy and objectives
- Demonstrate visible leadership and commitment to HSQE
- Chair management reviews
- Ensure the management system achieves its intended outcomes
Quality Management (ISO 9001 — HPOL02):
- Ensure customer focus throughout the organisation
- Approve quality policy and quality objectives
- Authorise significant design changes or deviations
- Review customer satisfaction performance
- Approve new service offerings or market entries
Environmental Management (ISO 14001 — HPOL03):
- Approve environmental policy and environmental objectives
- Accept significant environmental risks
- Authorise environmental expenditure above threshold
- Ensure environmental compliance at CEO premises
- Champion sustainable design principles
Health and Safety Management (ISO 45001 — HPOL04):
- Overall accountability for health and safety
- Approve H&S policy and H&S objectives
- Accept high and critical H&S risks
- Ensure adequate resources for H&S management
- Authorise cessation of work for safety reasons
- Review significant incidents and investigation outcomes
Resource Management:
- Approve annual HSQE budget and resource allocation
- Authorise staff engagements
- Approve major technology investments
- Ensure infrastructure maintenance at CEO premises
3.2 Operations, HSQE & Technical Manager (Sean Ashton)¶
Management System (HSQEMS01, HPROC10, HPROC12, HPROC13):
- Implement and maintain the integrated management system
- Develop, review, and update policies, procedures, and documentation
- Coordinate internal and external audits
- Report management system performance to CEO
- Manage document control and records
- Drive continual improvement initiatives
- Liaise with certification body and external auditors
Quality Management (ISO 9001 — HPOL02, HPROC06, HPROC08, HPROC11, HPROC14, HPROC19):
- Monitor and report on quality performance
- Conduct design reviews and verification
- Manage customer feedback and complaints
- Coordinate corrective and preventive actions
- Maintain quality registers (HREG01, HREG05, HREG08, HREG15)
- Manage supplier assessment and approval
- Ensure calibration of measuring equipment
Environmental Management (ISO 14001 — HPOL03, HPROC03, HPROC17, HPROC18):
- Identify and assess environmental aspects and impacts
- Maintain the environmental aspects register (HREG02)
- Monitor compliance with environmental legislation
- Manage waste and energy consumption
- Promote environmental awareness among staff
- Coordinate environmental monitoring activities
- Report environmental performance
Health and Safety Management (ISO 45001 — HPOL04, HPROC01, HPROC02, HPROC15, HPROC16):
- Conduct and coordinate risk assessments
- Maintain hazard register (HREG03) and risk register (HREG01)
- Deliver HSQE training and toolbox talks
- Investigate incidents and near misses
- Manage PPE provision and welfare arrangements
- Conduct workplace inspections and DSE assessments
- Accept low and medium H&S risks
- Maintain emergency preparedness arrangements
- Manage COSHH assessments and register (HREG16)
Training and Competence (HPOL06, HPROC09, HREG06):
- Identify training needs for all staff
- Deliver or arrange training programmes
- Maintain training matrix (HREG06)
- Assess staff competence
- Manage induction process for new staff
Compliance (HPROC04, HREG04):
- Maintain legal and compliance register (HREG04)
- Conduct compliance evaluations
- Monitor regulatory changes and update requirements
- Manage corrective actions arising from non-compliance
3.3 All Staff¶
General Responsibilities:
- Comply with all CRGI Solutions policies, procedures, and safe working practices
- Take responsibility for their own health, safety, and wellbeing
- Report hazards, incidents, near misses, and environmental concerns
- Participate in training and awareness activities as required
- Complete required assessments (DSE self-assessment, risk assessments)
- Stop work immediately if unsafe conditions are identified
- Cooperate with audits, inspections, and investigations
- Maintain confidentiality of customer and CRGI information
Quality:
- Deliver engineering work to required standards and specifications
- Follow design procedures and quality requirements
- Report quality issues, nonconformities, or potential improvements
- Participate in design reviews as required
- Maintain accurate records of work performed
Environmental:
- Minimise environmental impact in all activities
- Follow waste management procedures
- Report environmental incidents or concerns
- Consider environmental factors in engineering design decisions
Health and Safety:
- Follow safe working practices and procedures
- Use PPE as required
- Report hazards and unsafe conditions immediately
- Participate in toolbox talks and safety briefings
- Complete DSE self-assessments for virtual work
- Follow emergency procedures
- Do not work under the influence of drugs or alcohol
4. ISO CLAUSE RESPONSIBILITY MATRIX¶
| ISO Clause Area | CEO | Ops Manager | Staff |
|---|---|---|---|
| 4. Context of the organisation | Approves | Maintains | Aware |
| 5.1 Leadership and commitment | Accountable | Implements | Supports |
| 5.2 Policy | Approves | Develops/maintains | Complies |
| 5.3 Roles and responsibilities | Defines | Implements | Fulfils |
| 5.4 Worker participation (45001) | Enables | Facilitates | Participates |
| 6.1 Risks and opportunities | Accepts high risk | Manages process | Identifies/reports |
| 6.2 Objectives | Approves | Sets/monitors | Contributes |
| 7.1 Resources | Allocates | Manages | Utilises |
| 7.2 Competence | Ensures | Assesses/trains | Maintains |
| 7.3 Awareness | Champions | Delivers | Demonstrates |
| 7.4 Communication | External (significant) | Internal/external (routine) | Reports |
| 7.5 Documented information | Approves policies | Controls documents | Creates records |
| 8.1 Operational planning | Approves plans | Develops/implements | Executes |
| 8.2 Emergency preparedness | Resources | Plans/coordinates | Responds |
| 9.1 Monitoring and measurement | Reviews | Conducts | Provides data |
| 9.2 Internal audit | Reviews findings | Plans/conducts | Cooperates |
| 9.3 Management review | Chairs | Prepares/presents | Provides input |
| 10. Improvement | Approves actions | Implements/tracks | Suggests/implements |
DOCUMENT APPROVAL¶
| Role | Name | Signature | Date |
|---|---|---|---|
| Document Owner | Sean Ashton, Operations, HSQE & Technical Manager | S.Ashton | 17/02/2026 |
| Approved By | Dragos Ciordas, Chief Executive Officer | D.Ciordas | 17/02/2026 |
Document Classification: CRGI Information
Distribution: All Staff, Auditors
Storage Location: CRGI Solutions Document Management System
Review Frequency: Annual
This document supports CRGI Solutions' integrated management system certified to ISO 9001:2015, ISO 14001:2015, and ISO 45001:2018, defining the roles, responsibilities, and authorities within the management system.
END OF DOCUMENT