Compliance Adviser
University of Glasgow
Glasgow, GB
4d ago
  • Job Purpose Responsible and accountable for implementing and administering a risk assessment programme with supporting procedures across the Estates Directorate;
  • To ensure a pro-active, solutions focused service ensuring business continuity, efficiency and safety across the University estate.

    The post holder will act as Business Partner and provide professional advice and support in relation to the achievement of the Directorate’s Strategic objectives in respect of safety and compliance management to the Property Development and Investment and the Strategy, Performance and Transformation Business areas.

    Providing key specialist support to all Construction, Project management and Technical Services staff relating to construction safety including review of safety plans, development of procedures and administration of permit to work systems.

    Main Duties and Responsibilities Compliance and Risk Management : To fulfil the role as key business partner for Property Development and Investment and Strategy, Transformation and Programme business areas.

    Be responsible and accountable for ensuring that construction safety and general safety is proactively managed and activities coordinated to achieve statutory compliance and in accordance with relevant legislation.

    To support on the implementation of the risk management programme across the Directorate, Develop and operate processes and procedures to ensure continued compliance with legislation, approved Codes of practice and best practice guidelines.

    Support the maintenance of a Directorate risk register and action tracker, undertake regular reviews and report on progress.

    To provide the lead technical role in ensuring the risk assessments required under the Construction and FM and the Property Development and Investment and the Strategy, Transformation and Programme business areas are completed and all relevant procedures implemented.

    To support colleagues across allocated business areas in ensuring continuous progress and successful outcomes in removing, reducing and managing risks as defined and recorded in the Directorate Risk Register.

    To manage and continually develop a permit to work system covering defined hazards and / or controlled activities and other elements as identified through the Authorised engineer role.

    To support the development, implementation and ongoing administration of an environmental management system ensuring that all procedures are designed and developed to meet a standard such as ISO .

    Coach, support and engage other managers and supervisors in the consultation and development process required to implement such a system.

    To ensure appropriate environmental management records and information management measures are consistently applied and that suitable document retention arrangements appropriate to the relevant legislative requirements are applied.

    To support the development of integrated environmental procedures in a manner consistent with safety management procedures across the Directorate.

    To maintain processes and procedures to ensure compliance with the EUETS scheme; engage and consult with stakeholders including Energy manager and other University teams that have overlapping responsibility for licensing in relation to permits issued by SEPA.

    To support Construction and FM colleagues in reviewing project handover procedures that apply across the capital and operations projects.

    Ensure these are adequately planned, documented and reviewed on a regular basis during key project stages. Report on overall compliance with Soft landings handover and training procedures and identify gaps and corrective action.

    Incident Management, Auditing and Reporting : To design, develop and manage the overall audit and inspection programme across the directorate.

    This will include inspections by Leadership teams and safety committee members.Responsible and accountable for ensuring that all areas are covered and that inspection standards are designed to allow the system to be audited and in compliance to a safety management system.

    To fulfil role as lead auditor, continually reviewing the environmental management system in accordance with ISO, or other agreed standard, report on findings and ensure corrective actions in place.

    To ensure that health and safety or environmental related incidents or breaches in statutory legislation are investigated, accurately documented and immediately reported to the reporting line manager.

    In response to incidents, determine immediate action as required.Take responsibility to implement corrective action where deemed necessary.

    To lead the administration and ongoing review of incident and near miss records.Undertake analysis to establish trends and issues that will inform the relevant safety approach required.

    Responsible and accountable for ensuring the incident management, emergency procedures and business continuity procedures are embedded and well understood across the Directorate.

    To audit and inspect works in respect of construction or serviced delivery activity undertaken by contractors and / or suppliers, report on findings and provide relevant feedback.

    To undertake and / or commission other safety related audits and measure performance against a set of agreed performance indicators.

    Advise on corrective and / or improvement measures. Training and Continuous Improvement : To deliver specific safety training to relevant staff including machine safety, traffic, electrical, mechanical, construction, operation and maintenance safety food safety, event safety and ensure records are maintained.

    Provide additional support needs to staff as part of ongoing staff development plans.To deliver environmental management awareness training to relevant staff and ensure records are maintained.

    Provide additional support needs to staff as part of ongoing staff development plans.To deliver and / or facilitate wider safety training programmes as identified in the Directorate Training Needs Analysis.

  • To coordinate and ensure a consistent process and standard is in place for the behavioural safety programme across the Directorate;
  • deliver safety conversations including feedback on one point lessons from any incident reviews and be a key champion for the Don’t Walk By near miss and safety observation programme within allocated business areas.

    Develop innovative ways to develop continual improvement in the near miss / Don’t Walk By reporting initiative. Other : To deputise for the Senior Compliance Adviser where required.

    To undertake additional duties as required and which are commensurate with the grade and the expectation of the safety support needs of the ECS Directorate.

    Knowledge, Qualifications, Skills and Experience Knowledge / Qualification Essential A1 Scottish Credit and Qualification Framework level 9, (ordinary Degree, Scottish Vocational Qualification level 4), or equivalent including professional accreditation with relevant formal training.

    A2 A Health and Safety qualification (NEBOSH Certificate).A3 An in depth knowledge of health and safety legislation reflected by the level of experience required for this role.

    A4 A comprehensive knowledge of safety management systems and implementation and integrating risk management principals.A5 A good working knowledge of safety and environmental management systems (e.

    g. ISO & ) and implementation. Desirable B1 A good working knowledge of construction safety and specifically the CDM regulations .

    B2 Experience / qualification in a delivery of training. Skills Essential C1 Highly organised with the ability to manage competing demands.

    C2 Excellent interpersonal skills with the ability to communicate at all levels, provide leading advice, make sound judgements and recommendations and to influence colleagues where required.

    C3 Articulate and persuasive ability to persuade clients at all levels, within the University on a range of matters, some of which may not be popular or within the experience of the audience.

    C4 Ability to use initiative to achieve successful outcomes in complex investigations and circumstances.C5 Ability to lead and direct change and implement new policies and procedures.

    C6 Excellent IT skills with the ability to maintain and develop electronic record keeping systems.C7 Sound problem and decision-making skills with the ability to investigate, diagnose problems and identify solutions.

    C8 Ability to produce and revise comprehensive documentation including policies and procedures.C9 High level planning, analytical and problem solving capability.

    C10 Highly motivated with the ability to work independently but with the flexibility to contribute across professional boundaries and to contribute as a team player.

    C11 Well developed presentation skills with the ability to deliver meaningful training.C12 Ability to react to emergencies and be capable of leading and coordinating an effective response to ensure minimal disruption to business.

    C13 Ability to adopt a consultancy style, Business Partnering approach. Desirable D1 Ability to assess the risks quickly and balance the required controls commensurate with the risks in a practical way.

    Experience Essential E1 Demonstrable professional experience to work closely with the colleagues in the safety and compliance team.

    E2 A comprehensive knowledge of behavioural safety initiatives and safety culture change management.E3 A strong track record in delivering expertise in implementing incident management and lessons learned as part of a continuous improvement model.

    E4 Evidence of developing procedures and policies, permits and rolling out such programmes across a wider diverse range of departments in both general health and safety and construction project safety.

    E5 Experience of providing high quality advice and guidance on a range of safety matters. Desirable F1 Working towards being registered with IOSH.

    Job Features Dimensions The scope and impact of this role is significant in the context of compliance management in the University estate.

    As such it is the expectation that the post holder will be a key specialist who plays a crucial role and being responsible for ensuring consistent safety and environmental management standards.

    Provide support and specialist advice to Construction and Facilities Management, Property Development and Investment and Strategy Transformation and Programme colleagues in the delivery of the safety management and compliance programme, supporting a directorate with over staff, covering the whole of the University Estate comprising in excess of buildings and ,m2 of space, Retained residences, approximate gross area 33, m2, Let Properties and NHS site based facilities (Liaison role) Provide lead input to and regular reports to the Technical Services Compliance Working Group.

    Planning and Organising Planning is carried out both in the short and the long term in consultation with estates teams, project managers, Colleges, Schools, Research Institutes and University Services to coincide with project plans, providing responsive daily support, advice and guidance with longer term projects and work to agreed timescales.

    The role requires effective planning to ensure that the overall objectives set out in the five year strategy are realised.

    Given the responsibility in this role to manage and embed risk management it is expected that he / she will contribute significantly to developing the annual health and safety plan to ensure the strategy is on track and working to deliver the training plan.

    Self-generated workload must be managed in order to deliver a workload that will require introducing procedures and practices that need significant development.

    Continuous prioritisation of time and resources required due to the complexity and volume of workload to ensure the success of all projects, workload and initiatives planned.

    Work closely with the Compliance advisers in the team to ensure procedures and policies are aligned and consistent. Balance competing work priorities from diverse sources often at short notice, adapting to sudden crises and issues whilst maintaining business as usual workload’.

    Contribute and actively influence the activities of the Safety and Compliance team, including strategic and annual objectives.

    Decision Making It is expected that the post holder will be capable of making sound professional decisions on a daily basis to ensure all conflicts are resolved in an effective way.

    Close liaison will be required to oversee complex construction work covered under the capital plan and all aspects of the FM role.

    Professional decisions are required on the interpretation of legislation, relevant case law and University policy and which require thinking through strategy to achieve the desired outcome.

    The post holder will work autonomously within agreed policies and guidelines for all asbestos projects making professional judgements, decisions and providing advice and guidance providing accurate, concise, informed and timely advice to managers.

  • To provide the same service level to all of Estates, Colleges, Schools, Research Institutes and University Services. Decide on allocations of own time, as well as resources to meet requirements of workload, working autonomously, referring to line manager where appropriate.
  • Make decisions to resolve conflicts during planned works under your control to best reflect the needs of the University with regards to cost, time and quality, ensuring legislative compliance and best value.

    Leading by example and influencing teams and managers to make decisions and actions that will drive the safety culture. Given the wider nature of experience for this role decisions relating to health and safety risks for staff, students or the general public would form part of the need to act decisively especially in relation to any audits or inspections that have highlighted the need to take effective action to avoid harm or injury.

    Internal / External Relationships Ensuring good working relations and communications within ECS, Colleges, Schools, Research Institutes and University Services staff is essential for the delivery of an effective Environmental Management Plan.

    Given the objective of developing common safety and compliance procedures across the Directorate, close collaboration working with the two Compliance Advisers in the Team will be important.

    Effective and productive contact must be maintained with all stakeholder including, but not restricted to :

  • ECS staff
  • IT Services staff
  • University Services Officers
  • University Health, Safety and Wellbeing Service
  • Colleges, Schools and Research Institute representatives
  • Staff Representatives
  • The Health and Safety Executive and other Regulatory Authorities
  • Professional Consultants
  • Contractors
  • Peer Organisations
  • Professional networks
  • Tenants and LandlordsDue to the nature of work undertaken, which can often be disruptive to the core business of the University, communication with a wide range of stakeholders is essential.
  • Depending on the particular Colleges and Services and external companies this discussion can take place with directors or heads of school / service or research Institute but usually they will delegate to departmental superintendents or their equivalent and contract / project managers.

    Promoting good professional networking, to achieve better understanding of each other's role, and prevent breakdown of communication in cases of conflict of interest.

    Problem Solving The scope of the post demands an ability to provide practical effective solutions to a variety of problems, often with large financial consequences or in other cases requiring innovative and practical solutions The role is about leading a safety culture change and requires understanding how all the components of a complex Directorate work and how solutions can be delivered to such a group.

    Analysis of trends, incidents, learnings and benchmarking will all form part of the tools used to ensure effective solutions are in place.

    Proactively advise University Management of technical and financial problems and potential solutions to enable informed decision making to minimise impact on the estate.

    Other The post holder will be operating within commercial property and construction industries which are technically and financially complex and he / she will be expected to make decisions to safeguard strategic and project objectives and optimise benefit for the University.

    He / she will operate within a wide range of legislation and guidelines including Health & Safety, industry and sector guidance and University financial regulations and policies.

    The post holder will be expected to maintain an up to date knowledge of the law in relation to health and safety legislation and codes of practice and to keep up to date with professional CPD.

    Additional Information Additional Information Previously the Safety and Compliance team have been focused on delivering specific technical activity aligned to the previous Estates and Buildings (E&B) department.

    The wider operating areas of the new Estates Directorate now places significant and additional new demands on the service.

    An ambitious Safety and Compliance Strategy has been launched setting out a five year plan. This forms part of the five year Business Plan for the new Estates Directorate and is a clear Directorate priority.

    It is in this context that this post and a number of other posts within the team are now required with the focus on a One Team’ approach. Terms & Conditions

    Salary will be on the Management, Professional and Administrative Grade, level 7, £36, - £40, per annum.

    This post is offered on a full time (35 hours) and open-ended basis. New entrants to the University will be required to serve a probationary period of 6 months.

    The successful applicant will be eligible to join the Universities’ Superannuation Scheme. Further information regarding the scheme is available from the Superannuation Officer, who is also prepared to advise on questions relating to the transfer of Superannuation benefits.

    It is the University of Glasgow’s mission to foster an inclusive climate, which ensures equality in our working, learning, research and teaching environment.

    We strongly endorse the principles of Athena SWAN, including a supportive and flexible working environment, with commitment from all levels of the organisation in promoting gender equity.

    The University of Glasgow, charity number SC.

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