Compliance Manager

. Main purpose

1.1 Lead on all statutory requirements and Approved codes of Practice (ACOP),

official standards and best practice across the Council’s property portfolio

including (but not limited to):

• Gas
• Electrical
• Water
• Hygiene
• Asbestos
• Fire safety
• Lifts
• Lighting conductors

1.2 Act as an expert within this field, ensuring the portfolio remains fully compliant

at all times.

1.3 Oversee and instruct contractors to complete compliance condition surveys,

compliance testing and remediation of the Council’s portfolio and monitor those

that are not directly managed.

1.4 Provide regular reporting on standards of property compliance to the Head of

Facilities Management and Director of Property & Major Projects for assurance

purposes and onward reporting to senior management.

1.5 Work closely with the Head of Facilities Management and the maintenance,

property and external contractors to build trusting relationships to address and

managing ongoing compliance obliations in line with current regulations.

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1.6 Lead the coordination and operational delivery of key compliance activities and

work closely with wider teams. Balance strong operational focus with

governance functions to ensure audit readiness.

1.7 Provides an effective technical assurance service by developing and

implementing technical and performance standards ensuring that compliance

works comply with corporate governance responsibilities to provide value for

money and fit for purpose solutions.

1.8 Undertakes work at a high level across a range of technical disciplines;

commissions work and negotiates with external property professionals and

liaises internally clients across all directorates

1. Main duties and responsibilities

2.1 Oversee and manage the timely renewal and tracking of all statutory and best

practice compliance across the Council’s property portfolio.

2.2 Procure and manage compliance condition surveys and ensure that the

council’s obligations and statutory duties are met, including but not limited to

Asbestos, F Gas, gas servicing, electrical systems, water hygiene, fire safety,

lifts, escalators, lightning conductors, LOLER and PUWER regulations.

These are to be carried out using best practice adhering to all relevant legislative

and regulatory requirements within agreed timescales and budgets. Arrange for

remedial works to be completed by contractors to avoid loss of use of buildings

or loss of use to the

services who occupy the buildings.

2.3 Design and implement effective data management systems, processes, policies

and programmes to improve and monitor overall compliance and provide

assurance to the Council.

2.4 Ensure timely inspections, assessments and remedial works.

2.5 Conduct regular audits and inspections to ensure ongoing compliance and

highlight failures where remediation is required.

2.6 Track contractor performance and verify all compliance related works ensuring

they are delivered to specification and contract value.

2.7 Ensure that all policies and procedures for the service are reviewed to ensure

adherence with regulations, legislation and good practice.

2.8 Reconcile contractor submissions against completed works and compliance

schedules.

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2.9 Proactively identify and manage compliance risk and provide clear report to

senior managers.

2.10 Develop and update property related compliance procedures and policies in line

with current legislation and best practice. Produce reports as required for senior

managers covering areas such as procedures, performance, processes and

statutory compliance responsibilities.

2.11 Design compliance processes, ensuring clear tracking, reporting and audit

readiness.

2.12 Undertakes work which requires creativity and innovative input and range of

expertise to deliver appropriate solutions

2.13 Maintain excellent records on client and suppliers.

2.13 Support the wider Property team in the development and delivery of the capital

and cyclical programmes of work.

2.14 Work closely with internal teams, external contractors to manage ongoing

accountability over compliance requirements.

2.15 Stay continuously up to date with changes to health, safety and compliance

regulations in England.

2.16 Keeps abreast of industry trends and best practice developments to set and

maintain technical standards for planned responsive maintenance and provide

advice guidance at a strategic level to the wider business about regulatory and

legislative compliance issues.

2.17 Ensures that statutory and mandatory requirements and regulations are upheld.

Works in close collaboration with the Corporate Health & Safety service and

liaise with statutory enforcement agencies (e.g., HSE , LFCDA) to ensure

consistency and appropriate preventative actions and recommendations are

followed up.

2.18 Acts as the technical specialist within the Council on complianceat a strategic

level to the wider business about regulatory and legislative compliance issues.

Staffing responsibilities

2.19 To lead and manage the staff in the team effectively, including recruitment,

performance management and sickness monitoring. Ensuring staff are routinely

supervised, trained and empowered to deliver services independently in this

complex area of service delivery

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2.20 Monitor the work performance of the Officers and contractors through the

undertaking of monthly performance management reports, while ensuring the

establishment of clear personal performance targets within the context of the

Council’s appraisal scheme is also delivered.

2.21 Tackle poor performance positively and effectively using the Council’s

established Policies and Procedures

2.22 Fully and positively participate in the Council’s performance appraisal scheme

in order to develop and enhance personal and service performance

2.23 Ensure the team work towards and are up to date with council objectives and

targets as allocated.

2.24 Support all staff within the Property team regarding compliance matters.

2.25 Foster a culture of compliance and continuous improvement within the team.

Financial responsibilities

2.26 Ensure effective financial management, cost controls and income maximisation

of all projects and programmes.

Governance

2.27 Work to ensure that legal, financial, procedural and other provisions governing

the affairs of the council are properly observed and that appropriate action is

taken to protect the best interests of the Council.

Procurement

2.28 Oversee the procurement and contract management of agreements for the

provision of Compliance services (eg. compliance assessments, compliance

works) in accordance with the Council’s Standing Orders, Scheme

of Management and legislation.

2.29 Develops, implements and monitors a set of Key Performance Indicators with

maintenance term contractors and other suppliers in order to drive service

improvements and value for money.

2.30 Monitors performance and takes corrective action where necessary.

2.31 Reviews service delivery to ensure that agreed targets are met and makes

proposals to make improvements and meet forecast changes in the level or type

of service.

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2.32 Manage the re-procurement of council’s service contracts, to ensure buildings

are maintained up to the current standard.

2.33 To support the implementation of the One Corporate Landlord model and

provide technical support for all council assets.

Risk

2.34 Ensure that operational risks are considered and appropriate actions are

taken and reporting are put into place to manage these.

2.35 Work with the Corporate Health & Safety function and review and update

policies, operating procedures and risk assessments to mitigate compliance

risks.

2.36 Proactively manage risk, deadlines and legislative change and provide clear

guidance and assurance to senior management.

Data & Technology

2.37 Use technology effectively with colleagues to improve the effectiveness and

efficiency of services delivered

2.38 Be responsible for ensuring the data quality of all information related to the

duties of the post and record on the systems used including full use of a CAFM

system when operational

2.39 Work collaboratively and efficiently using the CAFM dashboard system to

accurately report service data and costs by premises, assets, services and

collate information, monitor performance and produce a range of statistical

facts for reporting.

2.40 Reviews and introduces systems and processes to collect and maintain data

including servicing records and certification to produce reports to demonstrate

statutory compliance relating to asbestos, water safety, etc.

2.41 Develops a regime to collect and maintain data to support an asset inventory;

register and produce appropriate need based programmes of work.

Commissioning, Contacts and Relationship Management

2.42 Ensure that contracted services are able to meet contractual obligations and are

efficiently delivering on and satisfying the Council’s statutory and internal

responsibilities as required.

2.43 Act as the first point of contact for day to day operational compliance queries.

2.44 Build positive working relationships with internal departments and external

partners (eg. subcontractors,) to improve access, reduce delays and resolve

issues collaboratively.

2.45 Excellent communication and advocacy skills both orally and in writing to work

effectively at all levels and deals with complex issues and potentially

contentious matters in a persuasive and sensitive manner.

2.46 Manages colleagues in their dealings with clients; initiates procedures to

improve service to and relationships with clients.

Council vision and values

2.47 Contribute to the promotion of Merton Council’s visions and missions, including

adopting a “One Team” approach. Role model the values and behaviours of the

organisation and be an ambassador for and represent the Council at all times

2.48 Ensure at all times that a corporate view is adopted and prepare responses to

enquiries, FOIs and complaints (both internal and external) in a timely manner.

Equality, Diversity & Inclusion

2.49 Be committed to equality, diversity and inclusion, and comply with the Council’s

equality related policies/procedures, and to treat others with fairness and

respect.

Health & Safety

2.50 Ensure that the Corporate and Departmental Health and safety policies

are implemented at all times and to raise any concerns regarding their operation

or any health and safety matter with the appropriate senior line manager.

Other

2.51 Perform any other duties that may be reasonably be required commensurate

with the salary and grade.

Work style

2.52 Willingness to adhere to the Council’s office / place of work attendance

policy which is currently 60% in the workplace (unless otherwise advised).

Deputising

2.53 Provide cover for Head of Facilities Management as required