Compliance Officer DIRECTORATE: Corporate Services

Transcription

1 JOB TITLE: Compliance Officer DIRECTORATE: Corporate Services GRADE: DIVISION: Property and Asset Management 1 JOB PURPOSE Under the general direction of the Principal Commercial and Compliance Officer to assist, by the management of outsourced regimes for the management of testing/inspection of statutory compliance and duty of care responsibilities, including asbestos management provision. This involves coordinating the inspection regimes, the annual reviews and the maintenance of a risk back asset list and programme. Preparing annual programmes of compliance works and asbestos removal and management of asbestos removal within the schools estate. Generally, ensuring the safety and operational viability of the Council s estate and that statutory obligations are met and that premises are maintained in a condition that allows all operations within Directorates to be properly and effectively carried out. To support the Principal Commercial and Compliance Officer in administering the day to day operations of the Councils statutory compliance contracts and legal requirements. To provide a facilities management focus and manage the interface with the Council s outsourced facilities help desk provider, in particular the process mapping of resolve procedures in respect of calls. Where there are issues of Health and Safety to place accurate work orders promptly to safeguard the interests of North Somerset, staff and the public using the Local Authority facilities and accommodation. 2 JOB CONTEXT The Property Commercial and Compliance Team provides a comprehensive compliance and management service to the Council and its Directorates in respect of the Council s various property assets to ensure that premises are properly maintained, meet all statutory requirements, satisfy occupiers or users needs or requirements and are viable and safe for both Council staff, operatives and the public. To provide a review facility of those works proposed by corporate, leisure, CYPS and schools to ensure compliance.

2 3 ORGANISATION Head of Finance & Property Property Services Manager JM6 Principal Capital Programme Officer JM5 Quantity Surveyor Assistant Quantity Surveyor Senior Architectural Technician JM2 Architectural Technician Principal Mechanical, Electrical & Energy Engineer Project Manager Electrical Engineer Principal Building Surveyor VACANT Graduate Building Surveyor JG5 Principal Serviced Office & Commercial Officer Compliance Officer Asbestos Officer JG5 Contract & Commercial Assistant J4 Strategic Projects Manager JM4 Estates & Regeneration Manager JM5 Principal Valuer (0.7FTE) Senior Valuer JM2 Principal Development & Investment Surveyor VACANT Asset Manager Asset Officer Lead Information Officer Information Officer JG6

3 4 MAIN DUTIES 4.01 Under the direction of the Principal Commercial and Compliance Officer to manage the statutory compliance and asbestos management regimes to Council Premises advising on investment and liability need. To monitor any new entries and or omissions to the North Somerset portfolio list of properties To managed the outsourced providers to ensure that all premises within the Council s estate and under its jurisdiction comply with all current legislation. Carry out regular reviews of the priority risk assessments relating to all asset conditions of individual premises and general issues affecting the safety of the building To be responsible for setting up procedures, processes and systems for managing all statutory certification and data. To be responsible for the development and management of IT database systems to replace all existing paper based systems. To be the key interface for the Council in respect of the Asbestos Management tracker electronic system and ensure that records of all tests, inspections, and surveys, and risk assessments are properly logged in the electronic tracker system and the relevant Premises Manuals. Also lead the development of an integrated tracker system covering asbestos management and also statutory compliance responsibilities To ensure compliance with all Health and Safety legislation and associated codes of practice and authority policies. To promptly alert the Principal Commercial and Compliance Officer of any likely incident or situation which may involve the Health and Safety risks and provide recommendations to achieve compliance, To be responsible for the preparation, implementation and monitoring of a planned preventative maintenance programme and mitigation plan in respect of risks within the estate Working closely with the outsourced provider s Facilities Management Help Desk provide a working link to ensure resolver queries into Property and Asset Management are dealt with promptly To be responsible for ensuring that all relevant statutory documentation is managed efficiently and effectively to ensure that documentation is constantly updated and conforms to statutory requirements To be responsible for developing and undertaking an annual audit of the Council s building related assets to ensure statutory compliance To be responsible for liaising with the Council s insurers to ensure statutory compliance is achieved and maintained To develop, implement and monitor methodologies, including a communications strategy, to publicise and promote the Council s statutory compliance responsibilities and obligations to all building users To produce statistical data and written reports as required Liaise with Premises Managers and those responsible for premises management and advise the Principal Commercial and Compliance Officer To carry out and review risk assessments, codes of practice and method statements to ensure statutory compliance across Departments. To keep informed and up to date on current developments and legislation regarding statutory compliance matters related to the undertaking of the post, and to ensure that the department s Senior Management Team are advised and updated accordingly To be aware of and understand the council s Equality Scheme and ensure at all times that the duties of the post are carried out in accordance with the policy

4 5 PERSON SPECIFICATION DIRECTORATE Corporate Services SECTION Property and Asset Management POST TITLE Compliance Officer GRADE ASSESSMENT CRITERIA ESSENTIAL DESIRABLE FORMAL QUALIFICATIONS Educated to an appropriate property or facilities management discipline. P405 Proficiency in Asbestos Management IOSH Managing Safely HNC or similar, Minimum of 25 years working experience in the building industry. NEBOSH Construction Certificate or working towards WORK RELATED EXPERIENCE AND ASSOCIATED VOCATIONAL TRAINING Proven significant experience within property based environment Full up to date knowledge of all legislation and issues relevant to the occupation of buildings Working knowledge of C365 and ability to make entries on the system. Detailed knowledge of statutory compliance and all relevant legislation. Competency the use of PC with Windows packages and. Organization and control of outsourced contract to various levels of expenditure and complexity. OTHER RELEVANT EXPERIENCE SPECIALIST KNOWLEDGE Current and up to date knowledge of legislation relating to construction particularly relative to Legionellosis, Asbestos and CDM. Attendance on annual basis at CPD forums for updates on latest legislation for Asbestos, Glass JOB RELATED SKILLS Computer Literate Ability to create policies and procedures. Familiar with working within Local Government

5 Ability to undertake risk assessments, audits, and to interpret and apply the resulting data. Familiar with Property Management Software Ability to analyse data. Numerate PERSONAL SKILLS Able to communicate clearly and effectively at all levels Ability to respond coolly and calmly in an emergency. To be able to give clear, prompt and distinct directions to Clients and Contractors alike to implement any remedial work so as to mitigate the consequences to those parties and property. SPECIAL WORKING CONDITIONS Valid driving licence and own transport, or be able to provide alternative, suitable method of travel. 6 DIMENSIONS The Council s estate comprises approximately three hundred and thirty premises ranging from Schools, corporate offices and leisure facilities to small holdings and public toilets. The current estimated cost for statutory compliance backlog risks is between 2m and 5m. The post holder s job will contribute and impact on the safe operation of all premises within the Council s estate. The post holder will ensure compliance with legislation and report initially any liabilities to the Council to the Principal Commercial and Compliance Officer. Under the supervision of Principal Commercial and Compliance Officer, the post holder will act as the initial point of contact for the outsourced help desk provider and where appropriate and client liaison for facilities related issues. 7 WORK SOURCES Generally directed through the management line structure from the Principal Commercial and Compliance Officer and when appropriate instructions may come from the Property Services Manager and individual premises managers / school bursars or building users which must be communicated upwards to the Principal Commercial and Compliance Officer. Standard instructions / or requests for assistance will also come through the vehicle of the Facility Help Desk. 8 SUPERVISION AND WORK CONTROL The Post Holder would report to the Principal Commercial and Compliance Officer on any issues relating to the management of any property and safety of the occupants and users of the facility on a daily basis.

6 All activities in the post would be determined by Council s policies and objectives and would be subject to current Standing Orders and regular scrutiny by the Capital Board, Directorates and the Council s Executive Members. The Post holder is to direct works which are to comply with current legislation associated with construction and buildings, namely compliance issues, building control, and planning. The Post Holder would have no responsibility for subordinates within the section 9 PLANNING The Post Holder will produce on a weekly basis a planned schedule of all proposed visits, and submit it to the Principal Commercial and Compliance Officer for approval. It is intended that all premises are inspected and reviewed annually and in some cases more frequently. 10 PROBLEMS, DECISIONS AND ACTIONS The Post Holder would be expected to ensure that the estate is a safe and secure workplace or platform from which the Council provides a service. The range of problems range from a potential prosecution to the Council, to a defective component within a building, to a major defect in the fabric of a building which could necessitate closure or temporary cessation of a Council service. For such incidents the response would vary and in some cases decisions may have to be taken by The Principal Commercial and Compliance Officer acting on information from the outsourced provider. All reporting and information from site must be accurate in order to either protect staff and the users of the facility or prevent unnecessary disruption of a Council Service. Guidance where required, with the approval of the Principal Commercial and Compliance Officer may be obtained from external outsourced providers, specialist consultants (engineers) or from other professionally qualified colleagues within the Council. The post holder must be capable of making accurate and concise reports. The post holder is to be able to write statistical reports to an acceptable standard. The impact of incorrect information could have significant affect on the occupants of a property in terms of safety and function. Incorrect information could also result in considerable disruption to the Council s provision of services and bring the Council into disrepute under Compliance related legislation 11 CONTACTS Principal Commercial and Compliance Officer, Head of Property Services and Head of Finance and Property, external professionals and outsourced providers, contractors plus a wide range of internal and external lay and professional contacts. The postholder must have good oral and written communication, and the ability to respond calmly and impartially in difficult situations. 12 PHYSICAL EFFORT AND STRAIN The position may require occasional site visits which might involve inspections at heights and /or working in confined spaces. 13 WORKING ENVIRONMENT Site visits may be required at which personal protective equipment may be needed. 14 EQUIPMENT As well the usual office equipment the post holder may be required to transport to site.