Compliance Administrator - Stoke-on-Trent, United Kingdom - Avison Young

Avison Young

Verified Company

Stoke-on-Trent, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Overall Purpose of Job

The main purpose of the compliance administrator's role is to maintain all parts of the compliance monitoring system and to ensure asset certification is up to date and in an accurate condition.
The CAFM system is set up so clients and individual facilities managers, as well as the compliance team, will have customised access so that they can view their compliance status at any time. Therefore, the system relies heavily upon the compliance administrator monitoring mailboxes for incoming information and ensuring all compliance and certificate documentation is thoroughly checked and correctly loaded onto the system once it is received.
Additionally, any extra works or defects identified by these inspections (remedial tasks), tests and assessments are identified, assigned priority classifications and also loaded onto the compliance management system to ensure that the priority timescales are met.
Support the Customer Service Centre Advisors in taking calls when required and time allows.

Main Duties, Responsibilities & Accountabilities
The Compliance Administration role includes but is not exclusive to the following duties:
Compliance document management

Monitoring the organisation's compliance with regulations and internal policies to ensure they are up to date with the relevant law.
Monitoring mailboxes for incoming information and data Inputting of certification and relevant documentation into local drives / the CAFM and uploading to the relevant tasks with high level of attention to detail and focus on accuracy of data.
Upload documentation to correct PPM using right naming convention.
Thorough examination of compliance certification and documents for validity and identify remedial actions to be taken.
Liaising with suppliers and chasing replacements for unsuitable documentation and requesting supporting documentation in the case of identified remedial actions.
Reviewing existing uploaded documents on the system to ensure correctness of information and confirmed closure of remedial actions.
Creation of Remedial Actions as associated task against main compliance PPM and assigning priority and due date on the correct tab for the suppliers and or FM's to follow up. Remedial certification to be uploaded to associated child task once completed for comprehensive records to be established with full visibility of all actions taken.
System maintenance _
Permission setting on ECM / CCM for clients.
Clearing items from the compliance Mailbox into the correct folders in a timely manner to meet client SLA'
Perform regular audits and systematic reviews of any previous documentation, correcting document details where required.
System analysis and report creation_
Carrying out gap analysis on the system data and drive continual focus into improving client compliance and accuracy of reporting.
Creating compliance status reports for input into amongst other things monthly client reports as required.
Creating best practice notes and compliance Power Point slides, for training purposes.

Desired Knowledge, Skills and Experience

Skills_
Must have the ability to not only load the data accurately and efficiently, but also to be able to interpret the received information and classify it in accordance with preset guidelines.
High degree of accuracy and attention to detail is a must
Good analytical skills coupled with the ability to be able to effectively present their findings in graphical, tabular and report format.
Be very organised and able to meet tight deadlines when required.
The ability to be able to work effectively without being directly unsupervised, but also be a team player, supporting the Team in taking calls when required and time allows.
Effective communication skills at all levels both within and outside of the organisation, familiar with use of Microsoft Packages, CAFM and Reporting software.
Computer literate.
A working knowledge of FM compliance and HSE legislation is desirable but not essential.
Knowledge and Qualifications_
12 months experience of compliance / related Service Centre role
Ideally, we would like you to have; experience of working in a fastpaced environment and previous office administration/ data entry experience would be advantageous.
IOSH qualification desirable.