75 Full time, Social Services / Housing jobs in Cumbernauld, North Lanarkshire

Corporate Services / Compliance Assistant 

OBJECTIVES OF THE POST

The post holder will assist the Corporate Services/Compliance Officer (CSCO) in delivering effective support to the Association’s customers, Management Committee and Senior Management Team in all aspects of Governance and Compliance, Customer Services, Office Administration, Human Resources and Health and Safety.

Providing the first line of service to the Association’s customers, ensuring a high quality of internal and external corporate communications and assisting the Corporate Services/Compliance Officer in delivering the Association’s Code of Governance. The role also includes involvement in our wider role programme including working with the Customer Working Group, local education establishments, welfare assistance and community events.

The post holder will assist the CSCO in developing and implementing the Customer Engagement and Tenant Participation Strategies and measuring customer satisfaction. Promoting share and Committee membership, ensuring that members of the Committee receive appropriate training, induction and support.

ROLE OF POST

The Corporate Services/Compliance Assistant is part of the Corporate Services team. The team is responsible for Governance and Compliance and ensuring that the Association’s customers are kept informed and consulted on all relevant activities carried out by the Association. The team also provide office services for the other sections within the Association and are responsible for ensuring the Association has a full Committee and tenant participation, and for servicing the Management Committee and the office generally.

PRINCIPLE DUTIES

Committee / Governance

1. To assist the CSCO to promote Committee and Share Membership and ensure as far as possible that the Management Committee has all available places filled.

2.  To assist the CSCO to provide support to the Management Committee; including assessing, arranging and recording of appropriate training to be delivered, and carrying out induction of new members.

3.  To provide administrative support to the CEO and the Management Committee including assisting with timeous distribution of Committee agendas, minutes and reports, and booking and arranging travel for seminars, conferences, training and media events.

4.  Assist the CSCO with the organisation of the AGM and taking attendance record and minutes of AGM.

5.  To attend and take minutes for monthly Management Committee meetings and Sub Committee meetings as required.

6.  Ensure governance policies and procedures are updated in accordance with current legislation / guidance.

7.  Assist with organising the Committee/Staff Strategy Day, taking minutes on the day and helping to create an action plan following this.

Compliance

8.  Assisting with the preparation of ongoing compliance data across the organisation and collation of evidence to support the ARC and the Annual Assurance Statement.

9.  Assist with the share membership applications process including recording and monitoring share applications for approval.

10.  Maintaining the share register.

11.  Maintaining other registers including the contracts register and the fraud register.

12.  Assist CSCO with GDPR and FOI compliance duties.

13.  Assist with collecting equalities data.

Office Administration

14.  Assist with reception duties including greeting and directing visitors at the Association’s office including customers and contractors.

15.  Assist other departments with answering the telephone and direct calls to other departments when necessary and provide information and advice on the Association’s services as required.

16.  Responsible for raising purchase orders for new purchases of office supplies, equipment and training and ensure they are sent to the finance department. Compile new supplier forms as required.

17.  Ensure that outgoing mail and incoming mail is processed in accordance with Royal Mail procedures.

18.  Ensure that office supplies are stocked regularly including office stationery, tea, coffee, milk, biscuits and cleaning products.

19.  Ensure that the reception area and committee rooms are always neat and tidy and information in the reception area is kept up to date including the noticeboard.

20.  Assist customers with using the customer portal.

21.  Assist with scanning and printing documents for departments as required.

22.  Responsible for ensuring the maintenance of the printer/photocopier and franking machine.

23.  Assist in preparation of meeting rooms, ensuring tea and coffee is provided for visitors as required.

24.  Take minutes for staff and committee meetings (this may involve evening work).

25.  Organise catering for staff meetings, training days, committee meetings and the Annual General Meeting (AGM) as required.

26.  Assist the CSCO in updating the website including the Freedom of Information section and the staff handbook on the website.

27.  Responsible for updating social media sites as required.

28.  Update the communications register as required.

29.  Monitor the info communication email box and answer any customer enquiries as required or direct to relevant departments.

30.  Responsible for ensuring that all office areas including the upstairs storage areas are kept tidy. Liaise with the other departments within Knowes HA to ensure that all areas are cleared regularly of all old paperwork in accordance with the Association’s Data Protection and Retention Policy and procedures.

31.  Ensure that the reception area has up to date leaflets that are customer friendly, and information displayed in the reception area is reviewed on a regular basis.

32.  Ensure the staff noticeboard is updated regularly with relevant employment information.

33.  Provide admin support to other sections within the organisation which will involve assisting with projects and work in other departments as required.

Tenant Participation

34.  Coordinate meetings with Knowes’ Customer Working Group to ensure resident participation in all of the Association’s activities and decisions.

35.  Assist with collating information for the Association’s newsletter (3 times per year).

36.  Responsible for organising and attending the annual residents bus trip.

37.  Assist with the administration of community projects.

38.  Assist customers with obtaining fuel vouchers when funding is available and distribute these to customers.

39.  Liaise with community partners and promote community engagement and involvement.

Customer Satisfaction

40.  Enter complaints into the system and monitor completion dates. 

41.  Liaise with all sections to ensure that communications and complaints are answered on time.

42.  Assist with sending out and collating customer satisfaction surveys for each department and report feedback to the management team.

43.  Assist the CSCO with the annual Customer Service Excellence assessment.

44.  Assist with putting together action plans to address the information coming out of customer satisfaction surveys.

Health and Safety

45.  Assist the CSCO with health and safety checks within the office including fire safety, legionella and health and safety risk assessments. 

46.  Ensure that the visitors’ book is managed effectively.

47.  Ensure that the Employer’s Liability Certificate is renewed and displayed as required within the office.

Other Duties

48.  Open and close the office if first or last person there and ensure shutters are raised in morning and closed in the evening and the side gate locked.

49.  Any other duties as reasonably assigned by the CEO and the Corporate Services/Compliance Officer.