16 November 2017 (reviewed)
1.1 The purpose of this policy is to outline the requirements of appointing a non-departmental employee as an authorised officer. It includes:
1.1.1 How an authorised officer delivering prescribed services on behalf of the department is assessed as competent in the specific activities required by their role and responsibilities.
1.1.2 How the National Program will deliver and verify that an authorised officer is adequately trained and competent.
2.1 Australian Export Meat Inspection System (AEMIS)
2.1.1 The AEMIS is an integrated set of controls specified and verified by the department that ensures the safety, suitability and integrity of Australian meat commodities at all export registered establishments. Underpinning AEMIS are performance standards which are continually monitored and verified.
2.1.2 Product integrity and certification requirements are legislated in the Export Control (Meat and Meat Products) Orders 2005.
2.1.3 Prescribed inspection and verification activities can be undertaken by a person appointed as an official of the department.
2.2 Authorised Officers
2.2.1 An authorised officer is legally bound to the legislative requirements of the Commonwealth of Australia as a qualified person assessed as capable of performing prescribed services and authorised by the department to meet government standards for inspection practices.
2.2.2 An authorised officer must comply with the Australian Public Service Code of Conduct and may operate under the direction of department officers in their official capacity and under department issued work instructions for their inspection and verification tasks.
2.2.3 An authorised officer is subject to ongoing performance verification against nationally prescribed performance standards set by the government and verified by the department.
2.2.4 It is a company’s responsibility to have enough authorised officers available for prescribed duties to cover all forms of leave, absenteeism and training to meet required performance standards.
2.2.5 An authorised officer within the exports model can be appointed as one of the following:
- AUS-MEAT Officer
- Australian Government Authorised Officer (AAO)
- Porcine Ante-mortem Inspector (PAMI)
3.1 This document outlines the components of the authorised officer appointment process and the responsibilities of Industry or service providers (who employ authorised officers) and the department for aspects of the process.
3.2 The process involves assessing the person as eligible to become an authorised officer, inducting eligible people into the role including having them sign a Deed of Obligation in regards to the role and then the appointment of these people into the authorised officer role.
3.3 This policy document provides a description of requirements for administering authorised officers in a joint way between the Service Delivery streams and the National Programs in the Exports Division.
3.4 This policy does not apply to Tier 1 export listed establishments. Personnel at these establishments must comply with the applicable State Regulatory Authority requirements.
4. Acronyms, Terms and Definitions
In this business policy, the following terms are used as defined:
|AAO||Australian Government Authorised Officer under the employment of the export registered establishment or a service provider.|
|Assessment||means the process of collecting objective evidence and making judgements on whether competency has been achieved, to confirm that an individual can perform to the standard expected in the workplace, as expressed by the relevant endorsed industry/enterprise competency standards of a Training Package, Standard Operating Procedures, Work Instructions and/or by the learning outcomes of a vocational education and training (VET) accredited course.|
|ATM||Area Technical Manager.|
|AUS-MEAT Officer||means an officer employed by AUS-MEAT Limited ABN 44082528881 and bound by a deed to perform Services prescribed by the department.|
|Australian Citizen||Has the same meaning as in the Australian Citizenship Act 2007 of the Commonwealth.|
|Australian Resident||The holder of a permanent visa within the meaning of section 30 of the Migration Act 1958 of the Commonwealth.|
A New Zealand citizen who holds a special category visa within section 32 of the Migration Act 1958 of the Commonwealth
|Business area||A branch, program or line area of that program in where administrative arrangements for exporting activities are carried out.|
|Capability||The measure of the ability of a person's technical performance to fulfil the requirements for that defined outcome.
For the purposes of this policy, capability is assessed by a technical officer to confirm the individual can perform to the standard defined in instructional material provided by the department at the premises where the individual is applying to be appointed as an authorised officer.
|Certified Copy||A certified copy is a copy of an original document which has been certified as being a true copy by an authorised person. Each page of that document must be certified by that authorised person.|
|Company||A legal entity separate from its members (shareholders) that operates a commercial business at a premises to support export activities.|
|Competency||The consistent application of knowledge and skill to the standard of performance required in the workplace. It embodies the ability to transfer and apply skills and knowledge to new situations and environments.
For the purposes of this policy, competency is assessed by a qualified workplace trainer and assessor using relevant endorsed industry/enterprise competency standards of a Training Package and/or by the learning outcomes of a vocational education and training (VET) accredited course.
|The department||Australian Government Department of Agriculture and Water Resources.|
|ELMER3||Electronic Legislation, Manuals and Essential References (Meat Program Intranet Resource).|
|Establishment||As defined under the
Export Control Act 1982, in that it includes premises.|
|FOMs||Field Operations Managers.|
|ID||Means an identification document of authorisation issued by the department to the authorised officer, that contains information in a format approved by the Secretary specific to the functions that the authorised officer will be undertaking on behalf of the department.|
|IML||Instructional Material Library.|
|Occupier||As defined under the
Export Control Act 1982, in that the occupier of premises means the person apparently in charge of the premises.|
|PAMI||Porcine Ante-mortem Inspector under the employment of the establishment or a service provider.|
|Premises||As defined under the Export Control Act 1982, in that premises includes the following:
- a building, aircraft, vehicle or ship
- a place (whether enclosed, or built on, or not and whether on land, or in or on water, or not)
- a part of a thing or place referred to in paragraph (a) or (b).
|Preparation||As defined under the
Export Control Act 1982, in that preparation, in relation to prescribed goods, includes the following:
- the slaughter or killing of animals and the dressing of carcasses from which prescribed goods are obtained
aa. the capturing or taking of fish (whether from the wild or from stocks maintained using aquaculture) that are prescribed goods or from which prescribed goods are obtained
- the processing, packing or storage of prescribed goods
- the treatment of prescribed goods
- the handling or loading of prescribed goods.
|Registered establishment||As defined under the
Export Control Act 1982, in that registered premises means an establishment that is registered under the regulations.|
|Verification||As per ISO 9000:2015 clause 3.8.12, verification is confirmation, through the provision of objective evidence that specified requirements have been fulfilled. Verification activities are performed by the department are part of its regulatory capacity within the export meat industry.|
|WHS Law||means the
Work Health and Safety Act 2011 (Cth) and any legislative instruments executed under that Act.|
5. Overview of the Process
5.1 In addition to any pre-requisites prescribed by the department, the process for a person applying to become an authorised officer involves the applicant:
5.1.1 ensuring they are permitted by, or under, Australian law to work in Australia and to perform the services of an authorised officer.
5.1.1.a The status of an authorised officer is regarded as more highly skilled incidental employment. Where an applicant is a temporary resident or has migrated to Australia as a skilled worker, the applicant should discuss and obtain documentary evidence from the Australian Government Department of Immigration and Border Protection to support their application.
5.1.1.b The applicant provides evidence to the department at the time of applying to be an authorised officer, to support the fact they have demonstrated they have English language proficiency.
5.1.1.b.i Equivalency must be equivalent to an International English Language Testing System (IELTS) test score of at least 5 in EACH of the four test components of speaking, reading, writing and listening within the past 36 months of applying to become an authorised officer.
Note: a temporary resident does not need to provide documents of English language proficiency if they are a citizen of the United Kingdom, Canada, New Zealand, the United States or the Republic of Ireland and have a valid passport from one of those countries.
5.1.2 completing the latest version of the relevant application form and provide supporting documentary evidence (where required)
5.1.2.a Application will be done in a form prescribed by the department.
5.1.3 undergoing and successfully completing any further assessments, documentation and training prior to being appointed to an authorised officer.
5.1.3.a The authorised officer must be assessed as being capable of performing the duties to the required standard as prescribed by the department.
5.1.3.b The authorised officer must satisfactorily complete a Deed of Obligations Information Session.
5.1.3.b.i A Deed of Obligations has to be completed and signed after an information briefing has been provided in an interactive electronic format by an approved Registered Training Organisation (RTO).
5.1.3.c The authorised officer must complete any additional training courses that relate to the functions of the duties specified, prior to commencing duties as an authorised officer.
prior to issuing an Instrument of Appointment for authorised officer status.
5.2 It is the sole responsibility of the person intending to become an authorised officer to provide the department with all evidence to support appointment to the position of an authorised officer within the given timeframes.
5.2.1 Where notice was provided to that person by the department to provide documentary evidence within a given timeframe, and that timeframe has since expired, the department will formally advise all relevant parties that:
5.2.1.a The prospective authorised officer’s application has been denied.
5.2.1.b (where the person is already, or previously was, an authorised officer) their Instrument of Appointment has been revoked.
5.3 An individual identification number generated by the relevant business area within the department will be allocated for each authorised officer applicant. All future correspondence regarding this application must retain the individual identification number.
|If the applicant is applying as a...||Then the business area responsible for processing and managing the authorised officers is...|
|AUS-MEAT Officer||Documentation, Licencing and Registration section, Certification Management Unit, Residues and Food Exports Branch|
|Australian Government Authorised Officer (AAO)||Governance and Audits section, Export Meat Program, Meat Exports Branch|
|Porcine Ante-mortem Inspector (PAMI)||Governance and Audits section, Export Meat Program, Meat Exports Branch|
5.4 If the applicant is assessed by the department as meeting all of the requirements identified in section 5.1, they will be appointed as an authorised officer by a delegate of the Secretary of the department.
5.5 Appointment as an authorised officer will be confirmed by an Instrument of Appointment (IOA) issued to appoint an individual into the position of an AAO. The IOA and an identification document (ID) will be sent to an authorised officer’s employer using the contact information provided in the initial application form.
5.6 An authorised officer is required to acknowledge receival of their letter and be aware of the conditions of use of the information provided within this letter.
6. Minimum competency requirements for appointment as an authorised officer.
6.1 An authorised officer must meet the minimum criteria as set out in this policy document.
6.2 Provision of training and other information to an applicant intending to become an authorised officer is the responsibility of company management or a service provider, where applicable.
6.3. Function specific qualifications:
An employer may elect to seek appointment of a person as an authorised officer to conduct services on behalf of the department.
Prerequisite: Prior to submission of application, the person must:
6.3.1.a demonstrate successful completion of prescribed courses from the relevant current Industry Skills Council vocational training packages or tertiary education qualifications.
|If the applicant is applying as a...||Then...|
|AUS-MEAT Officer||Attain and maintain accreditation by AUS-MEAT Limited as an inspector of high quality beef|
|Australian Government Authorised Officer (AAO)|
The following qualification issued within the previous 5 years:
- Certificate III in Meat Processing (Meat Safety)
|Porcine Ante-mortem Inspector (PAMI)|
The following units of competency issued within the previous 5 years:
- Handle animals humanely while conducting ante-mortem inspection
- Perform ante-mortem inspection and make disposition, for the relevant species
or equivalent, when updated from time to time.
Further Conditions Imposed: The person must:
6.3.2.a complete all requirements to successfully attain the required qualification within the required timeframes
|If the applicant is applying as a...||Then...|
|Australian Government Authorised Officer (AAO)||The following qualification must be completed within
12 months of appointment
- Certificate IV in Meat Processing (Meat Safety)
or their appointment will be revoked.
Note: If the applicant already holds a Certificate IV in Meat Processing (Meat Safety) issued more than five years ago, the qualification must be supported by evidence of further formal training, skills recognition and current knowledge issued by a Registered Training Organisation.
|Porcine Ante-mortem Inspector (PAMI)|
The following arrangements will apply.
In addition to the prerequisites listed in section 6.3.1 of this policy, any one of the following qualifications may be accepted by the department and must be completed within
12 months (or as per the transition period*) of appointment
- Certificate III in Meat Processing (Livestock Handling)*
- Certificate III in Meat Processing (General)
- Certificate III in Meat Processing
or their appointment will be revoked.
Note: If the applicant already holds a certificates specified above that was issued more than five years ago, the qualification must be supported by evidence of further formal training, skills recognition and current knowledge issued by a Registered Training Organisation.
* Transitional period
The following qualification must be completed within
12 months of the first available training course
- Certificate III in Meat Processing (Livestock Handling)
After this transitional period
This transition will cease 12 months after the first available training course in Certificate III in Meat Processing (Livestock Handling) is offered by a Registered Training Organisation.
From that time, any one of the qualifications listed above must be completed within 12 months of appointment with evidence submitted to the department, or their appointment will be revoked. Note: The Certificate III in Meat Processing (Livestock Handling) was published on the Australian Government national register of Vocational Education and Training website on 04 August 2016.
or equivalent, when updated from time to time.
6.3.3 For employment purposes only, a person is considered by the department to hold an equivalent qualification if that person can provide evidence of prior employment in an equivalent role with the Australian Commonwealth or State Government in at least a part time arrangement over 2 years in the previous 5 years.
Note: Clause 6.3.3 may not be recognised or accepted by each overseas central competent authority or registered training organisation.
6.3.4 Skills Migration Assessments
6.3.4a Where the applicant has provided a skilled migration assessment and was assessed as suitable for migration purposes that applicant will still be required to contact the designated authority to discuss a equivalency on the basis of his existing qualification and experience
|If the applicant provided a skills migration assessment for...||Then the applicant is required to contact...|
|Meat Inspection||The National Meat Industry Training Advisory Council (MINTRAC) who can provide contact details for a number of Registered Training Organisations who can undertake a Recognition of Prior Learning exercise.|
Phone: 1800 817 462
|Veterinarian||The Australasian Veterinary Boards Council (AVBC) Inc who can provide details on ways to enter the profession in Australia, including skills assessment and the national veterinary examination|
Phone: +61 (03) 9620 7844
6.3.4.b Where a positive outcome is received through the process, a Certificate will be awarded to the applicant. This can be included in future applications to support suitability for employment as an Authorised Officer.
6.3.5 Where the applicant does not meet the requirements prescribed in clause 6.3.2 the applicant's instrument of appointment will be revoked.
6.3.6 The timeframes for completing the conditions imposed may be subject to review and amendment as required and mutually agreed between the department and industry.
7. National Police Records Check
7.1 The appointment process for an authorised officer is aligned to the requirements for appointment as a public servant where a national police record check is required. A national police record check is a ‘point in time’ check, meaning that the results only reflect police records up to the date that the check result is released. Therefore National Police Certificates are current only for the day on which they are issued. For the purposes of this policy, they will remain valid for six months from the date of issue.
7.1.1 An applicant is required to arrange for a National Police Check (NPC) and send a certified copy to the department along with their completed application form.
7.1.2 For temporary residents, certified copies of NPCs may also be provided for each country the applicant has resided in for 12 months or more, over the previous 10 years prior to arriving in Australia.
7.1.2.a The delegate may vary this requirement at their discretion.
7.2 The NPC is to be no older than six months from the date of signing and submitting the Deed of Obligation to the department.
7.3 Spent convictions legislation aims to prevent discrimination on the basis of disclosure of older, less serious convictions and findings of guilt. Where a record exists within an Australian police jurisdiction, relevant spent conviction legislation/policies governing the release of that information for that jurisdiction will be applied.
7.3.1 Serious Commonwealth offences and serious State offences that have a federal aspect are covered in section 15GE of the Crimes Act 1914. Any spent recordable outcomes identified in this section of the Crimes Act will automatically disqualify the applicant from being considered.
7.4 Where there is a break in service of more than six months, a new NPC will be required.
7.5 A new NPC is not required when an authorised officer:
7.5.1 transfers between establishments or employers without a break in service, or
7.5.2 upgrades their qualification within the required timeframe and there is no break in service of the time specified in clause 7.4.
8. Evidence of Q Fever vaccination and immunity
8.1 It is the applicant's responsibility to notify of vaccination and immunity status prior to performing functions where protection against disease is required.
8.2 While not a requirement for working with pigs, if the applicant is required to undertake other functions at a premises where there is an increased risk of acquiring Q fever, the applicant must provide evidence that they have been vaccinated against or are immune to Q fever and attach it to their completed application form. Otherwise go to section 9.
8.3 Evidence of Q fever immunity can be provided as a certified copy of a medical certificate or company logbook entry attesting their vaccination or immunity.
9. Employer declaration
9.1 The purpose of a declaration by the employer is to acknowledge and support the applicant being appointed as an authorised officer to provide services under contract at a premises registered for export purposes.
9.2 The declaration must be made by a senior executive manager or similar who manages or controls, or is to manage or control, the operations carried on, or would be carried on, in the organisation.
10. Disclosure of conflict of interests
10.1 The applicant must disclose all conflicts of interests or potential conflicts of interests – whether real or perceived – in the application form.
10.1.1 A conflict of interest arises where an individual has competing interests or loyalties in relation to the exercise of their responsibilities as an authorised officer. This includes where:
10.1.1.a the applicant has personal interests that conflict with their official function.
10.1.1.b the applicant has responsibilities to the department that are in conflict with their interests or responsibilities to the employer or place of work.
10.1.2 A conflict of interest exists even if no unethical or improper action results. A conflict of interest can create an appearance of impropriety that can undermine confidence in the impartial exercise of official discretion by the authorised officer.
10.1.2.a the applicant must not be nominated in a position of management and control of the premises
10.1.2.b where section 10.1.2.a may not be achievable, the owner or operator of the premises may make an application for consideration by the department, along with proposed amendments to the company’s Approved Arrangement to ensure that there are no conflicts of interest or pecuniary interests, real or perceived, identified with the activities and responsibilities of the authorised officer.
10.1.3 The declaration of conflicts of interest does not necessarily preclude applicants from appointment as an authorised officer. However, depending on the nature or seriousness of the conflict the department may require the applicant to resolve the conflict.
11. Capability assessment
11.1 An applicant is required to be assessed as capable of performing prescribed activities in an operational environment on behalf of the department.
11.1.1 The employer of the applicant should consider the use of a designated buddy with sufficient knowledge and technical experience relating to the prescribed activities to provide coaching to the applicant as part of their initial training.
11.1.2 While an applicant may be competent to undertake prescribed activities, they may not necessarily be capable of operating with the accuracy required.
11.1.3 The purpose of this assessment is to minimise the likelihood of the consequences of inadequate activities occurring.
11.1.4 Overall competency of the applicant will be conducted by the department on-plant veterinarian.
11.2 The criteria to assess ongoing capability is current departmental Standard Operating Procedures and Work Instructions.
11.2.1 The applicant may need to undergo competency reassessment performed by a Registered Training Organisation where the applicant has been identified as being unable to meet prescribed key performance indicators.
11.3 The applicant must be able to perform prescribed duties competently.
12. Deed of Obligations
12.1 The Deed of Obligations is a legally binding agreement between the authorised officer and the department.
12.2 This Deed of Obligations information session and assessment will be provided in an interactive electronic format by an approved RTO and undertaken at an agreed time between the employer and the RTO.
12.3 Applicants should ensure they understand the Deed of Obligations, and if appropriate seek independent advice before signing it.
12.4 This Deed of Obligations must only be signed by the applicant after it has been provided as per requirements in clause 12.2.
12.5 Evidence of completing the Deed of Obligations information session must be provided to the department as part of the application requirements.
12.6 The Deed of Obligations information session need only be provided once within a maximum of a five year period, or where the arrangements between (i) the department and industry or (ii) the employer of the employee change significantly. If this occurs, the authorised officer will need to undertake a refresher information session.
12.7 In signing the Deed of Obligations, the applicant agrees to meet departmental standards of performance and behaviour and acknowledges the circumstances in which the department can revoke the appointment of an authorised officer.
12.8 Signing the Deed of Obligations alone does not make the person an authorised officer – the applicant must be formally appointed to the position.
13. Authorised officer induction training
13.1 The applicant may be required to attend an authorised officer induction training course.
13.1.1 The training course may or may not be delivered by a RTO approved by the department.
13.2 The departmental authorised officer induction training is to be provided in the following accepted formats only:
13.2.1 Face-to-face; or
13.2.2 E-learning, through an interactive presentation on CD or web-portal.
13.3 The departmental authorised officer Induction training must cover all aspects of authorised officer responsibilities, other than the Deed of Obligations information briefing.
14. Instrument of Appointment
14.1 Under the exports model, an applicant is appointed as an authorised officer through an Instrument of Appointment (IoA) for a maximum of five years.
14.1.1 The Instrument of Appointment will have a cease date no longer than five years from when the initial authorised officer application was approved.
14.1.2 Once this five year period has expired, the authorised officer will be required to undertake refresher training to maintain the currency of their qualification and undergo a new deed of obligations information session prior to being re-appointed as an authorised officer.
14.2 The schedule to the IoA prescribes, inter alia, the premise that the authorised officer may work in.
14.3 In the majority of circumstances under the current exports model, an authorised officer will be appointed specifically to one of the following;
14.3.1 A single premises, or
14.3.2 A related group of two or more specified premises (in that the premises belong to the same employer group), or
14.3.3 An unrelated group of two or more specified premises (where there is an agreement between the specified premises), or
14.3.4 An unrelated group of two or more specified premises (where the authorised officer is employed by a provider and there is confirmed agreement between the specified premises and the third party provider), or
14.3.5 A service provider where premises are not specified but supply authorised officers, and where these officer have no perceived or actual conflict of interest at the premises.
14.4 Restrictions may apply to inspection activities undertaken by authorised officer.
|If the Authorised Officer is appointed as a...||Then...|
|AUS-MEAT Officer||As indicated in Instrument of Appointment|
|Australian Government Authorised Officer (AAO)||Authorisation will be primarily for post-mortem inspection activities.
An AAO may also undertake ante-mortem inspection activities, if authorised.
|Porcine Ante-mortem Inspector (PAMI)||Authorisation will be restricted to ante-mortem inspection activities|
14.5 Once all pre-requisites are satisfied, the delegate will sign the Instrument of Appointment.
14.6 If an authorised officer moves to a new premises, the Instrument of Appointment will be amended accordingly to reflect the new premises, but the duration of appointment will remain.
14.7 An authorised officer must not hold more than one IoA at any one time.
15. Authorised officer identification
15.1 The Secretary may issue an authorised officer a unique identifier in a form approved by the Secretary.
15.2 The authorised officer unique identifier remains the property of the Commonwealth of Australia, represented by the department, at all times.
15.3 The relevant line area will organise the issue of the appropriate identification. Refer to clause 5.3.
15.4 An authorised officer will be issued with a unique identifier which must be readily available upon the department’s request.
15.5 An authorised officer must not have more than one authorised officer unique identifier at any one time.
15.6 Where an authorised officer’s duties have ceased, the authorised officer must forthwith return the unique identifier to the Secretary or a person nominated by the Secretary.
15.7 Authorised officers are required to wear a uniform as prescribed below and provided by their employer.
| ||AAO requirements||AAO (IAE) requirements||PAMI requirements|
|a shirt, trousers and coat (where applicable) which are white in colour and complies with the Registered Establishment's hygiene and work, health and safety policies.||Two piece clothing (pants and shirt) that complies with the Registered Establishment's hygiene and work, health and safety policies|
One breast of the shirt and / or coat has the words "Australian Government Authorised Officer" embroidered or otherwise permanently applied to the clothing. These words must comply with the following specifications and be positioned so they are visible even if an apron is worn:
- across two lines;
- in black text colour;
- in "Cambria" font;
- with the uppercase letters about 10mm in height (40 pt); and
- with the lower case letters about 5mm in height (24 pt);
|One breast of the shirt has the words "Australian Government Authorised Officer PAMI"
embroidered or otherwise permanently applied to the clothing. These words must comply with the following specifications and be positioned so they are visible even if other items are worn:
- across three lines, with only ‘PAMI’ on the third line;
- in white text colour;
- in "Cambria" font;
- with the uppercase letters about 10mm in height (40 pt); and
- with the lower case letters about 5mm in height (24 pt);
|Head covering||Must comply with the Registered Establishment's hygiene and work, health and safety policies|
|Boots ||Must comply with the Registered Establishment's hygiene and work, health and safety policies|
|identification card ||issued by the department, which must be readily available upon request by an Authorised Officer or auditor|
15.8 The uniform must be worn while official inspection is being performed.
15.9 When an authorised officer is not performing official inspection procedures the uniform must not be worn.
16. APS Code of Conduct and Technical Performance Standards
16.1 Any perceived breaches in the Australian Public Service Code of Conduct or Verification of Inspection Procedures must be reported to the delegate.
16.2 For perceived breaches in APS Code of Conduct by the authorised officer, Departmental officers must refer to Departmental and Australian Public Service Commission (APSC) guidelines.
16.3 An authorised officer’s performance will be measured against agreed instructional material and key performance indicators:
16.3.1 The instructional material is available from the authorised officer’s supervisor or departmental regional staff.
16.3.2 Nominated departmental officers must verify performance standards as per instructional material.
16.3.3 These documents define non-compliance and outline action taken where non-compliance is detected.
16.3.4 Verification assessment both inspection procedures and inspected product in a defined, random sample of production.
16.3.5 All verification information is recorded by the department.
16.4 Where an authorised officer is convicted of a crime and/or is required to serve jail time, their authorised officer status will be terminated.
16.4.1 The authorised officer shall forthwith return the authorised officer identification card to the Registration Coordinator.
16.4.1.a If the authorised officer fails to return the authorised officer identification card, the authorised officer is guilty of an offence punishable on conviction by a fine not exceeding $100, pursuant to Section 21 of the
Export Control Act 1982.
16.4.2 The instrument of appointment will be revoked.
16.4.3 Where the conviction and/or jail time has been served, the former authorised officer may consider reapplying for their authorised officer status to be reinstated. This will require the normal application process and policy to be followed, including a new National Police Check to be submitted with the application.
17. Revocation of Authorised Officer Status
17.1 Appointment as an authorised officer can be revoked at any time by the Secretary of the department (or duly appointed delegate) and therefore cease to cause effect, without department liability to the person affected by this decision.
17.2 Circumstances where this could occur include, but are not limited to, when the Authorised Officer :
17.2.1 fails to properly conduct himself or herself or fails to perform the Services to the satisfaction of the department;
17.2.2 engages in any conduct (either inside or outside of the premises) which is likely to adversely affect the reputation of the department; or
17.2.3 is no longer considered by the department to be a suitable person to be appointed as an authorised officer.
17.3 Where appointment as an authorised officer ceases or is revoked, the person formerly appointed to that position shall forthwith return the identification document to the department, and if that person fails to do so, the person is guilty of an offence punishable on conviction by a fine not exceeding $100, pursuant to Section 21 of the
Export Control Act 1982
17.4 Where the authorised officer requests re-appointment as an authorised officer after revocation, the authorised officer acknowledges that it is a requirement to submit new applications for, including all supporting documentation to the department.
18. Approved Arrangement
18.1 Relationship with the company
18.1.1 The Company’s Approved Arrangement must specify:
18.1.1.a The authorised officer is responsible to the department for the performance of their official function; and
18.1.1.b Company staff will support and/or not interfere with the authorised officer in the performance of their official function, and
18.1.1.c The company shall not compromise or be perceived to compromise the duties of the authorised officer while performing official functions, and
18.1.1.d The company will not permit any employee to perform prescribed official duties of an authorised officer unless they have been appointed as an authorised officer to fulfill those specified duties.
18.1.1.e Any additional requirements prescribed in relevant industry advice notices and policies specific to the employment of non-departmental authorised officers.
18.2 Other activities
18.2.1 An authorised officer may perform other work along with inspection as long as the duties associated with the official function take priority over this other work and the inspection performance standards are met.
18.2.2 The establishment’s work instruction related to this additional work must be approved by the department within the approved arrangement.
19. Work Health and Safety
19.1 All parties are legally bound by the appropriate Work Health and Safety legislation in their state or territory.
19.2 Establishment management is responsible for ensuring safe entry/exit, facilities, operating environment etc for an authorised officer (including departmental officers).
19.3 As an authorised officer works under the control or at the direction of the department’s officer(s), then duty of care provisions apply; that is, the department’s officer(s) must ensure that an authorised officer’s work methods, protective equipment (if any) and any other task-related duties comply with the department’s health & safety provisions.
19.3.1 The department’s officer(s) must take reasonable care that his or her acts or omissions do not adversely affect the health and safety of other persons.
19.4 The authorised officer must take reasonable care that his or her acts or omissions do not adversely affect the health and safety of other persons.
19.4.1 While at work, the authorised officer must take reasonable care to:
19.4.1.a ensure their own health and safety;
19.4.1.b ensure the safety of others in the workplace;
19.4.1.c cooperate with health and safety guidelines, instructional material and procedures;
19.4.1.d comply with any reasonable instruction given in relation to health and safety to enable the department to meet its obligations under the WHS Law; and
19.4.1.e comply with any reasonable instruction given in relation to health and safety to enable a third party to meet its obligations under the WHS Law.
19.5 The authorised officer will conform to any work health and safety procedures required by the Establishment.
19.6 Whether or not protective equipment interferes with inspection will be determined by compliance with performance standards.
20.1 All relevant forms and advice relating to the employment of an authorised officer is provided on the department’s external website to assist persons expressing interest in becoming appointed to the position of authorised officer.
20.2 All communication regarding the authorised officer application and management system must be sent (or copied) to the email address specified in the prescribed application form for record keeping with the relevant authorised officer or applicant’s reference number in the title of the email.
20.3 All communication relating to criteria and performance standards must be formally provided in writing, by letter.
21.1 The National Program may at any time make changes to required criteria in order to maintain currency of competencies and departmental operational requirements, as a result of feedback or review of training needs.
22. Relative responsibilities
22.1 Director - National Program
22.1.1 The Director will be responsible for the development of authorised officer policy, Deed of Obligation and authorised officer induction training content to maintain consistency and direct relevancy to updates in policy from political, scientific and qualification advances.
22.1.2 The Director will be responsible for ensuring that outcomes of assessment requirements, monitoring and resources remain current and are communicated to relevant stakeholders.
22.1.3 The Director will be responsible for the consolidation of data on authorised officer status, assessing the data and reporting on the progress and outcomes of assessment to relevant stakeholders.
22.1.4 The Director will maintain a centralised system to track and monitor authorised officers.
22.1.5 The Director will be responsible for the format and content of supporting documents (including instructional material and forms) relating to authorised officers.
22.2 Service Delivery Operations
22.2.1 Will be responsible for enabling capability assessments.
22.2.2 Is responsible for ensuring that this policy is complied with and for ensuring that responsibility for the assessment, monitoring and verification activities described is delegated and reported as agreed under the Service Delivery Agreement.