Position Contract

Location Godalming

Salary £15.00ph to £20.00ph

Contact Robert Creer

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Compliance Administrator

3- 6 month temporary contract - due to start early January 2024

This is not a fully remote job so you will need to be able to visit the office.

Salary £15 - 20 subject to experience

Main key skills:

Positive Communicator - Can you answer emails, telephone calls and face-to-face enquiries in a polite and efficient manner.
Microsoft Office - Proficient level (as opposed to user level).
Minute taking
Time Management
Manage Outlook proficiently.
Organised
Resourceful
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

Manage incoming communications from residents and the wider Property Services team escalating to the to the appropriate compliance officer.
Provide robust and comprehensive administrative support in all areas of Compliance. i.e., Minute taking, diary management, admin support for the No Access process, Asbestos management, Gas Safety, Water Hygiene, Electrical Testing and Fire Safety. Ensuring that escalation deadlines are met, and accurate records are kept in line with Council policy.
Conduct mail merges ensuring letters are posted within required time frames and legal referrals when needed.
Work with Legal and Housing Officer colleagues to facilitate difficult access to homes to complete essential inspection and/or works.
To 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.
To assist the compliance data controller, maintain accurate records and ensure IT systems are updated
Attend meetings to provide administrative support taking accurate minutes/action logs and ensuring timely distribution.

Finance and Budgets

Raise work orders and Purchase orders as required.
Process and validate variations to work orders, applications for payment and invoices in a timely manner to ensure appropriate financial control.
Check invoices for accuracy within the financial management systems. Raising issues with the compliance officers as and when required.
Carrying out data cleansing on the work ordering system. Reviewing open orders, confirming completion, and closing orders as required.

Customer Service

Corporate - Deliver excellent service to customers in line with published service standards.
Equality & Diversity - Actively promote the Councils Equality and Diversity policy in all aspects of your duties.
Safeguarding - Adhere to effective safeguarding practice for vulnerable adults and children in accordance with the Councils policies, guidance, and protocol.
Dignity and Respect - Treat all colleagues with dignity and respect whilst at work so that they can meet their full potential by working in a non-threatening environment free of harassment and/or bullying.
Data Protection (GDPR) - Ensure that the principle of confidentially and the requirements of the Data Protection Act (and future GDPR requirements) are fully applied to the work of your service area.
Information Sharing - Work in line with the relevant protocols and service level agreements to enable the effective sharing of information between agencies.

Teamwork and Communication

Work as team with fellow Compliance Team to ensure resilience and continuity of the compliance work streams.
Work in partnership with contractors, colleagues (from Property Services and the wider Housing and Corporate services) to take holistic approach to service delivery.

Service Development and Improvement

Contribute to service development plan and provide innovative solutions to improve services.
Investigate new initiatives for compliance management, products, and systems, sharing ideas with the Compliance Manager.
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 should the need arise 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

Duties include but not limited:

Administration of Compliance In Box
Processing work requests and invoices
Manage the compliance teams central email accounts actioning emails in a timely manner and escalating to compliance officers as required.
Develop knowledge of the Councils key Compliance Policies and Procedures
Achieve agreed objectives set with the Compliance Manager, with measurable success indicators

PLANNING/ORGANISING/CONTROLLING/ PROBLEM SOLVING/ DECISION MAKING / SCOPE FOR IMPACT

Answering incoming enquiries and requests to the compliance team from customers or the other council teams.
Assisting in the coordination work streams including mail merges and letter drops
Administration of work application and invoice payments.
Attending meetings to take minutes/action logs
Ensuring filing and systems are maintained and updated.