JOB SUMMARY AND PURPOSE
The Operations & Compliance Coordinator works as part of the wider Finance & Operations Directorate and plays an important role in providing coordination and administrative support to the Finance & Operations Directorate team, coordinating the College’s monitoring of compliance requirements, as well as delivering a portfolio of continuous improvement initiatives under the supervision of the Finance & Operations Director. The Operations & Compliance Coordinator will support the implementation of the College’s Data Protection Policy and will act as a single point of contact for the support of AV and IT assets in public rooms in College.
The role requires excellent attention to detail and record keeping as well as the ability to communicate clearly and efficiently with a wide range of staff, students and wider stakeholders. The postholder will make an essential contribution to the College’s aim of creating a compliant, safe and healthy environment for staff, students and visitors in which to work, study and live.
KEY RESPONSIBILITIES
College Operations
1. Supporting the Finance & Operations Director in providing improved coordination and administration across the College’s operational and professional service teams.
2. Overseeing and administering the Directorate’s planning cycles, communicating with internal departmental leads and external stakeholders.
3. Providing administrative support in the planning and communication associated with the Estates Asset Management Plan (AMP).
4. Supporting opportunities to improve internal communication between operational services and with Johns and Cranmer Hall.
5. Working with Operational Heads and the Compliance and Health & Safety Administrator on the administrative delivery of H&S activities and initiatives.
6. Seeking opportunities to streamline the administration and organization of the College’s operational services.
7. Providing administrative support for relevant meetings including Health and Safety Committee, taking minutes, drafting and distributing documents in standard College formats.
Statutory and health and safety compliance administration
1. Responsible for accurate statutory compliance records, certification, staff training records and risk assessments, alerting relevant staff of pending deadlines.
2. Update and monitor the compliance dashboard and risk assessment register, reporting to the Finance and Operations Director and College Officers on issues of compliance and conformity in a proactive and timely manner.
3. Liaise with key University H&S contacts including Durham University’s Compliance Manager and designated H&S business partner.
4. Work closely with internal departmental managers to ensure compliance, providing advice and support where necessary.
5. Under the supervision of the Finance and Operations Director, draft or redraft safety policies and processes to a high standard as well as other key business documentation.
6. Provide support and signpost colleagues and students to health and safety information and contacts, including policies, risk assessments and specialist contacts.
7. Oversee the portfolio of college H&S policies, communicating updates and creating a review schedule.
8. Assist with the administration of GDPR compliance including assisting with accurate and timely responses to subject access requests.
Projects
1. Delivering discrete projects and change initiatives under the direction and supervision of the Finance & Operations Director. Projects may include, but are not limited to, GDPR compliance, HR administration, H&S initiatives, estates management, and the ordering of legal and financial records.
2. Providing co-ordination and administrative support in the delivery of major capital works projects.
3. Providing administrative support and co-ordination for the Carbon Emissions Reduction Plan - Working group.
Human Resources Administration
1. Assist the HR Manager with the review of staff induction, probation, annual review and training records, ensuring internal compliance, escalating non-conformity where necessary.
2. Review contracts and associated documentation held on HR files and escalate non-conformity where necessary.
3. Assist with HR internal record keeping ensuring compliance with GDPR.
4. Assist with the introduction and maintenance of the Sage HR programme.
GDPR
1. Providing administrative support to the Finance & Operations Director in their role as Data Protection Officer and the implementation of the Data Protection Policy across the College.
2. Providing administrative support for Subject Access Requests, acting as a single point of contact for requestors and staff.
College IT and AV Management
1. Acting as the single point of contact for staff for queries relating to AV and IT equipment located in teaching and public rooms in College.
2. Providing basic training to staff on public facing AV and IT equipment.
3. Overseeing the use and maintenance of public facing AV and IT equipment.
Other
1. Maintaining awareness of and compliance with relevant Durham University and St John’s College policies, regulations and procedures.
2. Maintaining continuing professional development.
3. Undertaking other duties appropriate to the grade and role, as directed by the Finance & Operations Director.
The application should include:
1. Letter of application, indicating how you can fulfil the essential and desired criteria (this may be part of the letter or as a separate document)
2. Current CV
3. Names and contact details of two referees (including current or most recent line manager)
https://www.durham.ac.uk/colleges-and-student-experience/colleges/st-johns/about/vacancies/ #J-18808-Ljbffr