Compliance and Health & Safety Partner

About the team\t
Our Property Services department plays a vital role in the smooth running of Squared by currently looking after our c750 plus Squared property units. This includes homes, hostels, HMOs and office premises both owned and leased. The Cleaning and Gardening team also provides services to external clients. The department has an in-house team as well as an approved contractor list for any works not carried out in-house.
The role of the team is to focus on providing our customers with an excellent quality, integrated and seamless experience and work collaboratively to develop and improve innovative services to customers.
About the job
Purpose
The compliance and Health & Safety Partner is a broad role working with departments throughout the business to ensure the safety of our customers, team members and properties.
You’ll play an important role in Squared, as the lead team member responsible for Squared’s compliance in relation to ensuring our properties are safe; you will advise on and co-ordinate all compliance activities and supervise the Compliance Officer.
In addition, you will play a vital role in ensuring a safe and healthy workplace for employees, being the lead team member responsible for coordinating and administering Squared’s Health & Safety activities beyond the compliance activities carried out in Property Services, in close liaison with the People Excellence & Communications Manager, other managers and Squared’s Health & Safety consultants, Sureteam.
You will be an important part of the Property Services team; being responsible for administering companywide co-ordination and monitoring of all RSH Home Standard and Health & Safety related compliance, including analysing, implementing, improving and sustaining compliance and health and safety related systems and processes and working to improve quality, productivity and efficiency. Excelling in both written and verbal communications, you will be responsible for supervising and developing the Compliance Officer to ensure the highest quality of service both now and in the future.
You’ll enjoy seeing the difference your work will make to our customers in their homes.
These are some of the things you will be responsible for in your role:
Compliance
•\tEnsure that all compliance information is centrally located within the Squared data system and 100% of cycle maintenance is achieved to ensure Squared remains legally compliant.
•\tEnsure all property related Health & Safety information is kept on record and updated as required eg contractor insurances, RAMS, Trade Qualifications etc.
•\tEnsure that we maintain accurate data records for all aspects of compliance and that these are stored on our systems accurately such that they can be accessed and reported upon at all times.
•\tManage contractors that are employed to carry out compliance activity for Squared; ensuring that all contracts are resourced and monitored, and that contract management meetings occur regularly.
•\tMonitor and review contractor performance with the use of key performance indicators; flag any performance or run rate issues to the Property Services Manager and Head of Property Services.
•\tOversee the management and development of the Compliance Officer role ensuring internal checks are being carried out and up to date.
•\tWork on a day-to-day basis with Property Services Manager and Head of Property Services to ensure we remain compliant, ensuring all compliance activity is undertaken in accordance with Health and Safety legislation.
•\tFlag any potentially overdue service, inspection, assessment to the Property Services Manager.
•\tPrepare and implement a comprehensive regime of cyclical servicing, testing, and inspecting; liaising with Property Services Manager and scheduling team to ensure related maintenance is in place.
•\tEnsure that the cycle of servicing is commenced at the appropriate time to ensure access and completion of the servicing before the anniversary date and that access is enforced through our no access process seeking legal intervention as required
•\tEnsure that our records, certification, inspection sheets, are recorded and completed appropriately.
•\tLiaise with the Property Services Manager and scheduling team to ensure that any required or recommended remedial works are recorded and carried out at the time or as soon as practicable afterwards and that the installation is recertified as appropriate such that clean certificates are recorded; monitoring and reporting on activities as necessary. Any variance to this must be agreed directly with the Head of Property Services.
•\tEnsure that regimes of quality control and sample audits are in place to test the works and validity of the servicing and certification regimes.
•\tEnsure that internal colleagues, external contractors, engineers and all supervision, management, quality control and other persons, organisations or professional bodies who work on our assets for the purpose of servicing and providing assurance and certification are appropriately and currently validated and certified by the statutory, advisory, or professional body appropriate to the activities required.
•\tProvide and present written/verbal reports as required on compliance; drafting and presenting monthly progress/update reports to the Head of Property Services in a timely manner in advance of the monthly Leadership Team meetings.
•\tSupport the department in undertaking all its compliance responsibilities.
•\tMaintain up to date compliance knowledge by participating in training opportunities as required by the business.
Health & Safety
•\tWork with Health & Safety consultants, Property Services Manager and Head of Property Services, ensuring that all Squared departments are supported and advised appropriately to comply with Health & Safety legislation, policy and good practice in respect of day-to-day operations.
•\tEnsure that all Health & Safety information is recorded and updated as required and centrally located within the Squared data system to ensure Squared remains legally compliant with Health & Safety obligations.
•\tEnsure that we maintain accurate data records for all aspects of Health & Safety across Squared and that these are stored on our systems accurately such that they can be always accessed and reported upon.
•\tWork on a day-to-day basis with Head of Property Services and all Squared managers to ensure we remain compliant in all aspects of our Health & Safety obligations, ensuring all Health & Safety activity is undertaken in accordance with legislation.
•\tSupport Squared’s departments in coordinating required Health & Safety activity.
•\tSupport Squared by identifying potential hazards in the workplace, and work with departments to correct.
•\tConduct and report on Health & Safety related risk assessments, as requested.
•\tFacilitate investigations into job-related injuries and near miss incidents, as requested.
•\tSupport the People Excellence team in managing PPE and first aid supplies across the business.
•\tMonitor contract with Health & Safety consultants; ensuring that contract management meetings occur regularly.
•\tMonitor and review Health & Safety consultant’s performance with the use of key performance indicators; flag any issues to the Head of Property Services.
•\tDraft and present Health & Safety quarterly progress/update reports to the Head of Property Services/Leadership Team on a quarterly basis.
•\tLiaise with Health & Safety consultants and coordinate internal teams to ensure timely delivery of Annual Health & Safety Audit.
•\tLiaise with Health & Safety consultants and Business Support & Governance Manager to ensure Annual Health & Safety progress report is presented to the Board of Management.
•\tLiaise with People Excellence and Communications Manager to inform the development of the mandatory Health & Safety and Compliance training programmes for Squared team members, as required.
•\tMaintain up to date Health & Safety knowledge by participating in training opportunities as required by the business.
Financial
•\tWork with the Property Services Manager and Head of Property Services to provide up to date information to inform the development of the Compliance and Health & Safety budgets.
•\tMonitor and manage the monthly expenditure for Compliance and Health & Safety; liaising with the Finance Team on a monthly basis through the finance business partnering programme.
General
•\tLiaise with all departments, contractors and Health & Safety Consultants – aiming for 100% compliance and ensuring that all compliance and Health and Safety activities are scheduled, coordinated, prioritised and monitored in alignment with business needs.
•\tRespond to emergency situations outside normal working hours, if necessary.
•\tPromote Squared services to the wider community.
•\tAttend networking and partnership meetings to gain support and ideas from external organisations.
•\tEnsure that Property Services ‘compliance-related’ policy reviews are monitored and carried out at regular intervals, liaising with the Property Services Manager and Head of Property Services for them to be kept up to date.
•\tEnsure that the review of the Squared Health & Safety Policy and accompanying Procedures are monitored and carried out at regular intervals, liaising with managers and Health & Safety Consultants for them to be kept up to date.
•\tWork collaboratively with other departments to ensure that all legislation relating to property compliance is adhered to.
•\tUnderstand and follow Squared’s policies and procedures always, including Health and Safety, Fairness, and Lone Working.
You may be asked to achieve additional objectives and tasks in order to respond to the needs of the developing service, as part of your own personal development or as the role evolves.
About you
You will play an important role at Squared and both now and as we develop and grow. Squared is searching for innovative ways to enable as many people as possible to benefit from our limited housing resource. We need a driven person to join our team of like-minded individuals who are committed to meeting the needs of our customers through delivery of a high-quality services.
You’ll enjoy team spirit, business partnering colleagues across Squared; coaching and mentoring team members, marrying strong self-management with influencing, negotiating, decision-making and administrative skills and the ability to motivate and lead your team; maintaining empathy and support for individuals, yet capable of being tough and resilient when needed.
You will have an excellent working knowledge of housing compliance and health & safety ideally with a suitable qualification, being confident to advise colleagues and managers appropriately, with strong organisational skills to ensure we remain complaint at all times.
Willing to go the extra mile to get the job done, you’ll be proactive and motivated, a hard-working self-starter with a hands-on approach to your work; rolling your sleeves up and getting stuck in, whilst maintaining a positive and solutions driven mindset. Working under pressure at times; maintaining professionalism at all times.