We're recruiting for a Compliance & Facilities Coordinator for our client based in Milton Keynes.
Role Overview & Main Accountabilities
The fundamental purpose of the Compliance & Facilities Coordinator is to ensure that all policy and compliance-related documentation is current, organised, and accessible for the purposes of audits, accreditation, and certification.
Based in Milton Keynes, this is a detailed and varied administrative role reporting directly to the HR Manager of the organisation.
This role supports all areas of the business in ensuring that relevant policies and procedures required by law are published to a high standard and where necessary, recorded on relevant databases and portals enabling the company to demonstrate transparency and visibility in respect of: -
Control and Accountability
Safe Working Practices and Duty of Care
Corporate Social Responsibility
Efficiency and Continuous Improvement
Financial Legislation
Data Compliance
Specific requirements by customers and suppliers within our client's industry may also influence the documentation and evidence required to be maintained. This is a broad role supporting several operational divisions, with differing priorities and challenges. The Compliance & Facilities Coordinator needs to develop an excellent understanding of the organisation, its strategy and customers, and a very good understanding of the legislative requirements of relevant sectors.
The successful candidate will be required to work under their own initiative and work with both internal and external stakeholders to ensure all documentation and paperwork is administrated, stored, and completed in line with requirements. Support, guidance, and performance evaluation will be overseen by the HR Manager.
The ideal person for this role will have a keen interest in the ethical, legal, and regulatory requirements of the business. This newly created role presents and opportunity for the right candidate to carve out their own career path within the business.
Day to day activity will include:
Collaborating with managers and colleagues to gather information and evidence to support cyclic accreditation and certification activity
Collaborate to regularly review and update current procedures, protocols, and policies accordingly ensuring that internal and external requirements are met
Contribute to drafting new policies and procedures as required
Support managers in preparation for internal and external audits
Check information from a range of internal and external sources to ensure completeness, accuracy, and eligibility by reference to regulatory bodies – escalating to the relevant accountable manager as required
Manage all electronic and paper systems to ensure efficiency, transparency, and comprehensive data management
Key Responsibilities & Work Examples
Business Support Operations
Supporting Finance with the maintenance of Direct Debit (DD) and Payment Card Information (PCI) compliance and occasional customer questionnaires
GDPR: Support the IT manager in maintaining the ISMS platform (Information Security Management Platform) and maintenance of LIA’s (Legitimate Interest Assessments), necessary where legitimate interest is used as the reason to store and process data
Support the annual software audit and cyber essentials registration process
Maintain up-to-date information on a range of cloud-based portals (examples listed), identifying gaps in policy or procedural data and liaising with the relevant business areas to fulfill requirements
SafeContractor (Safety, stability, and ethical accreditation)
Altius (Supply chain compliance for various customers and partners)
Tradex Platform (Mitie)
Arcus Supplier Management System (Sodexo/Whitbread)
Greenlight (Southern Cooperative)
Service Operations
Assisting the Service Department with technician passes and permits for airports, train stations, prisons, and shopping centers where additional security checks are required, for example responding to identity check reference requests and the administration of basic DBS checks
Working with Service Manager(s) to collate the required documentation for installation projects such as RAMS and administration related to CSCS (construction skills certification) card registration
Machine & Chemical Sales / Marketing
Assisting the sales team by collating and providing policy and corporate statements to support the tender writing process
Supporting the Chemical Business Development Manager with maintaining the database of Material Safety Data Sheets (MSDS) relating to Control of Substances Hazardous to Health (COSHH)
Supporting the Administration & Logistics Manager with maintaining the register of Hazchem Logistics providers and necessary documentation
Ensure Marketing communications are compliant with PECR (electronic communication) legislation
Facilities and Health & Safety
Coordinating risk assessments for the main office in Milton Keynes
Ensuring that regular PAT testing is carried out and recorded
Maintain records of registered first aiders, monitor cover, and book training as required
Maintain records of registered Fire Wardens, monitor cover, and schedule fire drills as required
Coordinate quarterly H&S Committee Meetings, take and distribute minutes and relevant documentation, liaise with committee members to keep track of follow-up actions and produce the agenda prior to subsequent meetings
Oversee the daily cleaning contract and organize specialist deep cleans as required.
Issuing and logging staff access passes
First point of contact for site maintenance related queries
Skills/Knowledge Required
The role demands an individual who is well organised, detailed oriented, has strong problem-solving skills, works comfortably under pressure, and can deliver to tight deadlines
Good standard of general education
Excellent interpersonal and communication skills are essential
We are looking for a candidate who takes pride in a high level of accuracy, is numerate and with strong administrative skills
Experience in the use of Microsoft Office applications, in particular, good knowledge of Excel
Microsoft Visio skills would be an advantage
Willing to undertake further training to fulfill the requirements of the role
Able to work independently and autonomously when required
Beneficial Experience
Experience in successfully managing portal systems, processes, and/or projects
Experience in producing workflows
Previous experience in a compliance/audit focused role would be ideal
Strong candidates will have previous experience in a regulatory role or industry, with accountability for compliance and project coordination
Hours
37.5 hours per week 08:30 - 17:00
(Hybrid / Flexible working currently on trial in the organisation
Benefits
Competitive salary
Contributory pension
Life assurance
24 days annual leave plus bank holidays (increasing with length of service)
Employee Assistance Programme
Annual flu vaccination voucher
Staff perks & savings scheme for high street and online retail
Free parking, tea, and freshly ground coffee
Dress down days and staff events
Interested? Click APPLY NOW, we would love to hear from you!