Compliance & Facilities Coordinator

Location : Milton Keynes, England
Job type : Permanent
Salary : up to £25,000 plus Benefits
Contact : Sheelagh
Call : Sheelagh
Email : email Sheelagh
Reference : 2046

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!