Operations & Compliance Coordinator

The Operations & Compliance Coordinator works as part of the wider Finance & Operations Directorate and plays an important role in providing coordination and administrative support to the Finance & Operations Directorate team, coordinating the College's monitoring of compliance requirements, as well as delivering a portfolio of continuous improvement initiatives under the supervision of the Finance & Operations Director. The Operations & Compliance Coordinator will support the implementation of the College's Data Protection Policy and will act as a single point of contact for the support of AV and IT assets in public rooms in College., College Operations

• Supporting the Finance & Operations Director in providing improved coordination and administration across the College's operational and professional service teams.
• Overseeing and administering the Directorate's planning cycles, communicating with internal departmental leads and external stakeholders.
• Providing administrative support in the planning and communication associated with the Estates Asset Management Plan (AMP).
• Supporting opportunities to improve internal communication between operational services and with Johns and Cranmer Hall.
• Working with Operational Heads and the Compliance and Health & Safety Administrator on the administrative delivery of H&S activities and initiatives.
• Seeking opportunities to streamline the administration and organization of the College's operational services.
• Providing administrative support for relevant meetings including Health and Safety Committee, taking minutes, drafting and distributing documents in standard College formats.
Statutory and health and safety compliance administration
• Responsible for accurate statutory compliance records, certification, staff training records and risk assessments, alerting relevant staff of pending deadlines.
• Update and monitor the compliance dashboard and risk assessment register, reporting to the Finance and Operations Director and College Officers on issues of compliance and conformity in a proactive and timely manner.
• Liaise with key University H&S contacts including Durham University's Compliance Manager and designated H&S business partner.
• Work closely with internal departmental managers to ensure compliance, providing advice and support where necessary.
• Under the supervision of the Finance and Operations Director, draft or redraft safety policies and processes to a high standard as well as other key business documentation.
• Provide support and signpost colleagues and students to health and safety information and contacts, including policies, risk assessments and specialist contacts.
• Oversee the portfolio of college H&S policies, communicating updates and creating a review schedule.
• Assist with the administration of GDPR compliance including assisting with accurate and timely responses to subject access requests.
Projects
• Delivering discrete projects and change initiatives under the direction and supervision of the Finance & Operations Director. Projects may include, but are not limited to, GDPR compliance, HR administration, H&S initiatives, estates management, and the ordering of legal and financial records.
• Providing co-ordination and administrative support in the delivery of major capital works projects.
• Providing administrative support and co-ordination for the Carbon Emissions Reduction Plan - Working group.
Human Resources Administration
• Assist the HR Manager with the review of staff induction, probation, annual review and training records, ensuring internal compliance, escalating non-conformity where necessary.
• Review contracts and associated documentation held on HR files and escalate non-conformity where necessary.
• Assist with HR internal record keeping ensuring compliance with GDPR.
• Assist with the introduction and maintenance of the Sage HR programme.
GDPR
• Providing administrative support to the Finance & Operations Director in their role as Data Protection Officer and the implementation of the Data Protection Policy across the College.
• Providing administrative support for Subject Access Requests, acting as a single point of contact for requestors and staff.
College IT and AV Management
• Acting as the single point of contact for staff for queries relating to AV and IT equipment located in teaching and public rooms in College.
• Providing basic training to staff on public facing AV and IT equipment.
• Overseeing the use and maintenance of public facing AV and IT equipment.
Other
• Maintaining awareness of and compliance with relevant Durham University and St John's College policies, regulations and procedures.
• Maintaining continuing professional development.
• Undertaking other duties appropriate to the grade and role, as directed by the Finance & Operations Director.
The application should include: Letter of application, indicating how you can fulfil the essential and desired criteria (this may be part of the letter or as a separate document)Current CV-Names and contact details of two referees (including current or most recent line manager) https://www.durham.ac.uk/colleges-and-student-experience/colleges/st-johns/about/vacancies/ Supporting documents Operations and Compliance Coordinator - Job Advertisement - Nov2024.pdf (139.11 KB)

The role requires excellent attention to detail and record keeping as well as the ability to communicate clearly and efficiently with a wide range of staff, students and wider stakeholders. The postholder will make an essential contribution to the College's aim of creating a compliant, safe and healthy environment for staff, students and visitors in which to work, study and live.