POST TITLE: COMPLIANCE AND BUSINESS SUPPORT OFFICER
DIRECTORATE: NEIGHBOURHOODS AND HOUSING
SERVICE: PROPERTY AND ASSET MANAGEMENT
PURPOSE OF THE JOB
To provide high quality, pro-active payment and contract compliance, and business support services on behalf of the Property and Asset Management service, including the prompt payment of contract payments and invoices in accordance with Hackney Council’s Standing Orders. To build positive, effective relationships with contractors, the DLO and colleagues, while ensuring compliance with the Council’s contract payment policies and procedures.
Council Specific Accountabilities
1. To ensure that duties are carried out in accordance with the Council’s policies and Code of Conduct, incorporating the principles of valuing diversity.
2. To take a proactive role, taking personal ownership and responsibility for the delivery of excellent customer services within the service area; working closely with Property and Asset Management, Building Maintenance, other Housing service colleagues and Council contractors, to provide a seamless service.
3. To support and develop the vision and values of the Housing Directorate.
Key Accountabilities:
1. To ensure the prompt payment of invoices in accordance with the terms of the contract and the Council’s Standing Orders and financial regulations.
2. To ensure invoices, payments and receipts are authorised, paid within the terms of the contract and banked in accordance with the Council’s procedures.
3. To monitor and ensure that the required performance and contractual information is supplied by contractors and relevant services.
4. To maintain accurate contract and payment records, monitoring and reporting performance and outcomes.
5. To provide effective and pro-active payment and contract compliance and business support services to Property and Asset Management Services, and payment and contract compliance services to Building Maintenance colleagues.
6. To take a pro-active approach to ensuring compliance with the Council’s policies and procedures, and maintaining positive and effective relationships with contractors, the DLO and colleagues in the performance of the role.
SERVICE SPECIFIC ACCOUNTABILITIES
1. To provide a comprehensive payment and contract compliance service within the overall framework of corporate and local government regulations.
2. To monitor and ensure that all reports that are required to be produced at the agreed times and dates within the contract documents and throughout the term of the contract for meetings etc. are produced or any ICT changes that are made are implemented.
3. To run regular/required reports and/ or check variations are being added by contractors and that case notes are being populated, correct data is being populated for KPI reports and for any other monitoring requirements.
4. Ensure post- inspection requirements are met and the required evidence is provided by the contractor and Hackney’s staff, and ensure that the measurements, quality and prices are correct in line with all contract documentation between monthly agreed application dates throughout the term of the contract, in line with current payment procedures.
5. Check the monthly contractor applications, confirm that the required post-inspections have been carried out and populate the Council’s ICT systems to enable valuations and invoices to be processed in accordance with contract requirements, in line with current payment procedures.
6. To set up and maintain effective contract and performance monitoring information, providing performance analysis on contractor spend and performance for contract and project managers in Property and Asset
Management and Building Services, and other business areas as required.
7. To act as a central point for regular monitoring and collating ICT requests for service enhancements from Property and Asset Management as well as from contractors. This may involve attendance at contractors’ operational /review meetings to report on progress.
8. To run regular reports at agreed times and dates within the term of the contract, or monitor that these have been produced by the Contractor(s) throughout the term of the contract and send to managers and contractors as required.
9. To proactively liaise with contractors and relevant services on all matters related to payment of invoices, certificates, outstanding reports, works out of time, post- inspections, and all other relevant matters to ensure contract terms are complied with and payment deadlines and targets are achieved.
10. To carry out regular updating of Housing Management systems, Universal Housing records, and other Council contract monitoring databases in line with contract information, budget requirements and Council procedures as required.
11. To pro-actively liaise with project and contract managers in Property and Asset Management and Building Services to ensure that all required documentation and authorisations are received by required deadlines.
12. To maintain accurate records and data on all contract related matters.
13. To maintain accurate records and report on staff absence, sickness, training, and other staffing data on behalf of Property and Asset Management.
14. To maintain accurate records and report on training plans on behalf of Property and Asset Management.
15. To be responsible for Property and Asset Management facilities management including liaison with Finance on all matters relating to office moves.
16.To provide a range of pro-active business support services to the Property and Asset Management service as required, including organising and minuting meetings.
17. To pro-actively identify and contribute to service improvements to compliance and business support arrangements, and lead or assist in their implementation.
18. To produce or assist in developing new procedures on new business systems, and provide or assist in providing training and guidance to colleagues.
19. The post holder will be expected to undertake such additional duties or responsibilities consistent with the role or grade as may be allocated.
PERSONAL SPECIFICATION
Skills and abilities
● Ability to produce monitoring reports and keep accurate records
● Ability to produce accurate records of meetings
● Ability to demonstrate effective oral and written communication
● Ability to use and contribute to the development of a range of ICT systems
● Ability to implement new methods of working, including new ICT developments
Knowledge
● Knowledge of current I.CT. systems and applications
Experience
● Experience of performing payment functions and administrative duties within a technical or specialist environment is desirable
● Experience of producing reports and monitoring information
● Experience of providing business support and administration functions.
If you are interested in this role please do reach out to me via email or telephone!
amberrayment@carringtonblakerecruitment.com
020 753 766 07
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