JOB PURPOSE
Responsible for coordinating and supporting the effective delivery of compliance and regulatory approaches across UHI Shetland, including GDPR, HR, and Quality. This role typically supports the development and implementation of compliance and regulatory outcomes to promote best practice and meet specific UHI Shetland needs, working within the team and with key stakeholders.
The Compliance Co-Ordinator will help provide efficient and effective administration of GDPR, Risk Management, Freedom of Information, insurance, and other compliance processes and documents.
The Compliance Co-Ordinator will report to the HR & OD Lead but will be expected to manage their day-to-day workload, coordinating activities with staff and UHI partners to ensure compliance is monitored thoroughly and kept up to date.
DUTIES AND RESPONSIBILITIES
UHI Shetland Wide
1. Control and maintain compliance documents on SharePoint and other files, including insurance documentation and assisting with insurance claims.
2. Monitor and maintain the Asset register.
3. Update business continuity plans and liaise with department leads to ensure plans are up to date, relevant, and stored securely.
4. Maintain a Compliance SharePoint site focusing on file structure, accessibility, and usability.
5. Support the UHI Partnership approach to compliance and regulatory matters, providing guidance on compliance requirements.
6. Undertake research related to risk, compliance, and regulatory matters to ensure high-quality advice/guidance for UHI colleagues.
7. Maintain a central register of external contracts.
8. Upkeep of the document control register.
GDPR
1. Manage and coordinate the administration of FOI requests and Privacy notice GDPR Compliance, liaising with the UHI Data Protection Officer.
2. Monitor UHI Shetland's Record of Processing Activities (RoPAs) to ensure that Legitimate Interest Assessments (LIA) have been completed where relevant.
3. Monitor Data Protection Impact Assessments (DPIAs) to ensure they are reviewed and updated as appropriate.
4. Act as Data Manager.
5. Chair the GDPR working group.
Quality
1. Liaise with the UHI Shetland SQA coordinator regarding information gathering and evidence submission for external verification activity.
2. Maintain a compliance register and update it with progress & recommendations for UHI Shetland Audit activities, liaising with relevant sections to ensure compliance.
HR
1. Monitor and maintain the Mandatory Training register.
2. Conduct expenses and mileage drivers checks.
To undertake any other reasonable duties that the HR & OD Lead reasonably requires.
UHI Shetland
UHI Shetland is the most northern partner of the University of the Highlands and Islands, offering well-equipped, modern facilities and a variety of tertiary education courses, applied research, consultancies, and knowledge exchange projects together with high-quality accredited and bespoke training.
UHI Shetland mirrors NJNC terms and conditions for Scotland's Colleges, offering 9 weeks paid annual leave (pro rata).
The Distant Islands Allowance is currently set at £2,742, which would be in addition to any salary payment (pro rata).
UHI Shetland is an equal opportunities employer operating a blind recruitment process and will not accept CVs as part of an application.
Please download and complete the application form attached and return it to recruitment.shetland@uhi.ac.uk. Previous applicants need not apply.
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