Compliance Administrator
3-6 month temporary contract
This is not a fully remote job so you will need to be able to visit the office.
Salary: £18 - 20 subject to experience
Main key skills:
1. Positive Communicator - Can you answer emails, telephone calls and face-to-face enquiries in a polite and efficient manner.
2. Microsoft Office - Proficient level (as opposed to user level).
3. Minute taking
4. Time Management
5. Manage Outlook proficiently.
6. Organised
7. Resourceful
8. Understanding of Project management principles
Team: Property Service Team
Location: Godalming
To support the delivery of a high quality, professional, effective and customer focused administration service to the Compliance Team & external agencies.
MAIN DUTIES AND ACCOUNTABILITIES
1. Manage incoming communications from residents and the wider Property Services team escalating to the appropriate compliance officer.
2. Provide robust and comprehensive administrative support in all areas of Compliance, including minute taking, diary management, admin support for the No Access process, Asbestos management, Gas Safety, Water Hygiene, Electrical Testing and Fire Safety. Ensure that escalation deadlines are met and accurate records are kept in line with Council policy.
3. Conduct mail merges ensuring letters are posted within required time frames and legal referrals when needed.
4. Work with Legal and Housing Officer colleagues to facilitate difficult access to homes to complete essential inspection and/or works.
5. Assist the compliance data controller in capturing compliance data from all of the compliance contractors, collating, recording and monitoring such that it can be reported on at any time.
6. Maintain accurate records and ensure IT systems are updated.
7. Attend meetings to provide administrative support, taking accurate minutes/action logs and ensuring timely distribution.
Finance and Budgets
1. Raise work orders and Purchase orders as required.
2. Process and validate variations to work orders, applications for payment and invoices in a timely manner to ensure appropriate financial control.
3. Check invoices for accuracy within the financial management systems, raising issues with the compliance officers as required.
4. Carry out data cleansing on the work ordering system, reviewing open orders, confirming completion, and closing orders as required.
Customer Service
1. Deliver excellent service to customers in line with published service standards.
2. Actively promote the Councils Equality and Diversity policy in all aspects of your duties.
3. Adhere to effective safeguarding practice for vulnerable adults and children in accordance with the Councils policies, guidance, and protocol.
4. Treat all colleagues with dignity and respect whilst at work to create a non-threatening environment free of harassment and/or bullying.
5. Ensure that the principles of confidentiality and the requirements of the Data Protection Act (and future GDPR requirements) are fully applied to the work of your service area.
6. Work in line with the relevant protocols and service level agreements to enable effective sharing of information between agencies.
Teamwork and Communication
1. Work as a team with fellow Compliance Team to ensure resilience and continuity of the compliance work streams.
2. Work in partnership with contractors and colleagues from Property Services and the wider Housing and Corporate services to take a holistic approach to service delivery.
Service Development and Improvement
1. Contribute to service development plan and provide innovative solutions to improve services.
2. Investigate new initiatives for compliance management, products, and systems, sharing ideas with the Compliance Manager.
3. Carry out initial response to residents' complaints or issues, confirming receipt and escalating as required or referring customers to the online complaints process.
Business Continuity
Play a pivotal role in business continuity planning and assist in ensuring business recovery of key service provision in a 24-hour window.
Health and Safety
Comply with all H&S legislation for your area, ensuring risks are identified, managed, and monitored where required.
DIMENSIONS OF THE ROLE
Gas Safety Checks completed annually - circa 5000
Legionella Checks completed annually - circa 300
Fire Risk Assessments (including reviews) completed annually - circa 300
Fire Safety Remediation works following assessment.
Electrical Tests completed annually - currently circa 1000
Asbestos management surveys completed annually - circa 1000
Lift Services completed (stair/passenger) completed annually - circa 100
Combined contracts responsible - approximately 10
AREAS OF ACCOUNTABILITY
1. Administration of Compliance In Box.
2. Processing work requests and invoices.
3. Manage the compliance teams central email accounts, actioning emails in a timely manner and escalating to compliance officers as required.
4. Develop knowledge of the Councils key Compliance Policies and Procedures.
5. Achieve agreed objectives set with the Compliance Manager, with measurable success indicators.
PLANNING/ORGANISING/CONTROLLING/PROBLEM SOLVING/DECISION MAKING / SCOPE FOR IMPACT
1. Answering incoming enquiries and requests to the compliance team from customers or other council teams.
2. Assisting in the coordination of work streams including mail merges and letter drops.
3. Administration of work application and invoice payments.
4. Attending meetings to take minutes/action logs.
5. Ensuring filing and systems are maintained and updated.
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