As a key member of the team, you will be responsible for providing dedicated support to the Neighbourhood & Compliance Manager in the administration, coordination, monitoring and compliance management of service contracts and landlord health & safety functions.
This includes contractor liaison, performance tracking, compliance oversight, record-keeping and ensuring services meet statutory, regulatory and contractual requirements. You will work closely with contractors and stakeholders to resolve compliance issues and escalate where required.
Key Responsibilities
* Support day-to-day management of assigned contracts in regard to services and landlord health & safety.
* Maintain and monitor contract databases, compliance records, schedules, and statutory certifications.
* Monitor contractor KPIs, compliance trackers and highlight exceptions/risks.
* Ensure contracts and specifications reflect statutory H&S requirements.
* Liaise with contractors and stakeholders to resolve compliance issues and escalate where required.
* Ensure that contractors remain focused on providing our customers with a high-quality service throughout the contracts they are awarded.
* Ensure all assigned service contracts meet statutory obligations, achieve value for money and deliver high-quality services to customers.
* Represent the Association through attendance at contractor meetings, including the production of progress reports relating to contracts.
* Process and validate invoices, ensuring costs align with contract terms and compliance requirements.
* Where required, meet with contractors to ensure administrative processes are fit for purpose and challenge any delays.
* Help identify service requirements and develop contracts which maximise the use of resources and achieve high standards and customer satisfaction, while complying with statutory duties and obligations.
* Monitor contractor KPIs and collate service performance data.
* Update customers on any changes to any planned or cyclical programme.
* Support the Neighbourhood & Compliance Manager to manage assigned contracts in line with the Association's Contract Management Framework, including leading contract meetings, preparing agendas, and taking minutes and escalate any contractor performance concerns promptly to the Neighbourhood & Compliance Manager.
* Support the procurement process by contributing to tender specifications and scoring tender documents.
* Oversee compliance with landlord statutory duties in assigned areas such as gas, electrical safety, asbestos, fire and water management.
* If assigned to your role, maintain asbestos and legionella risk assessments and ensure annual programmes/management plans are delivered.
* Ensure all compliance documentation for assigned contracts is accurately recorded in housing management systems
* Carry out audits to validate the information being input by the Compliance Assistant.
* Prepare any service contract or compliance reports for management, identifying risks and improvement areas.
* Respond to stage 1 complaints relating to any service or health and safety contracts.
* Ensure ongoing learning from internal/external audits is embedded into practice
Organisational Requirements
* Ensure contractor compliance with health and safety and regulatory standards.
* Contribute to budget monitoring and regulatory returns
* Provide clear reports to support management decision-making
* Build strong relationships with customers, contractors and internal teams
* Represent the Association in external forums, compliance networks and partnership groups
* Attend and contribute to the Landlord Health & Safety Forum.
Team Wide Requirements
* Line manage, supervise and support the Compliance Assistant including allocation of tasks, 121's, coaching and professional development.
* Provide advice to colleagues on contract and compliance matters.
* Assist with training, knowledge sharing and procedure development.
* Collaborate with the Property & Neighbourhood Team (Customer Experience, Property, Neighbourhood) teams to identify service improvements.
General Requirements
* Respond to resident enquiries and complaints relating to services or compliance issues.
* Organise and attend estate inspections, contractor meetings and RTO sessions as required
* Keep up to date with industry best practice, regulatory changes and housing compliance standards
Corporate Responsibility
1. Uphold Maryhill Housing's values and policies.
2. Ensure compliance with all regulatory, statutory, and legal requirements.
3. Promote equality, diversity, and inclusion in service delivery.
4. Ensure personal and organisational responsibilities for Health & Safety are met.
5. Contribute to the overall performance, compliance, and reputation of the organisation.