Building Compliance Officer

Job Title: Building Compliance Officer
Permanent position, Salary £33,188
• Mon-Fri
• 30 days annual leave
• Health Scheme
• Pension
• Training and development opportunities
Overall, Purpose of Job

To assist the Compliance Leads and Contracts & Planning Manager in the management of compliance and property risk management in relation to areas of Building Compliance (Fire, Asbestos, Legionella, Electrical, Gas, Lifts) as necessary across the whole of Ongo’s stock. The role will also feed into the management of any contracted services that contribute to expediting this. This role will have specific responsibilities in respect of Building Safety and Compliance.    The post holder will be part of a team committed to driving up standards to improve the safety of our residents.  Opportunity for training and progression to become a Compliance Lead.

Main Responsibilities

• Assist in coordinating, producing, and providing policies, procedures and guidance, as required to meet company objectives and reviewing the effectiveness of these.
• Assist in the development in consultation with the team a Building Compliance Booklet to provide information around Building Safety & Compliance to improve awareness and understanding of Building Compliance and its function.
• Assist and feed into the procurement and management / coordinate support services including external contractors to expedite compliance objectives to budgetary and contractual arrangements.
• Assist and feed into proposed tender documents ensuring they are clear and relevant so best value can be achieved by submission of accurate tenders covering all key requirements.
• Evaluation of tender submissions, ensuring best value for money and best quality.
• Monitor, analyse and audit the effectiveness of all stakeholders input into the management of specified risk and be able to report on this.
• Be a point of contact and assist in the management of contractor performance including regular contract meetings and if required carry out performance improvement meetings to improve any performance related issues should they arise.
• Manage documentation for Asbestos Contractors to ensure documentation is compliant (e.g. ASB5 Notification Forms/Method Statements/Risk Assessments/Waste Consignment Notes /Certification of Non-Licensed Works, Insurances, Licences, professional registrations), and carry out verification site audits.
• Carry out post-inspection audits following Asbestos removal works.
• Ensure that efficient and robust Ongo internal administration systems are maintained (TCW/Ql/Promaster) to manage risks and provide all stakeholders with necessary details.
• Deal with reactive situations as they arise, such as urgent enquires regarding incidents.
• Assist in H&S investigations into reported incidents for Asbestos.
• Assist in ensuring risk related assessments such as Fire Risk Assessments, Asbestos Surveys (Management and R&D), Legionella Risk Assessments and related checking activities such as inspections, monitoring and controls are conducted in line with legislation and Approved Codes of Practice such as RR(FS)O 2005, Fire Safety Act 2021, Building Safety Act 2022, The Control of Asbestos Regulations 2012, HSG264, RIDDOR 2013, COSHH 2002, ACOP L8 and HSG274.
• Assist in monitoring and completion of actions from Fire Risk Assessments and other fire safety related inspections.
• Assist in the monitoring and completion of actions from Legionella Risk Assessment and management checks.

• To assist the Electrical Compliance Lead for the PA Testing contract to ensure all items requiring such testing are included in any plans of work and ensure that accurate records are produced whilst ensuring the requirements of BS7672, EAWA are met.
• Deputise for the Compliance Leads and Contracts & Planning Manager on occasions (such as attending meetings).
• Deliver presentations to Community Voice, the Resident’s Building Safety Group and other resident panels when required.
• Assist the Compliance Leads and Contracts & Planning Manager in relation to Gas, Electrical and Fire pass backs and any other ‘no access’ issues to assist in gaining access to complete the required compliance and safety checks.
• Assist the Contracts & Planning manager with property reconciliation.
• Assist in the collection of information from other internal teams (such as Maintenance and Investment) for contractors carrying out gas and electric work on behalf of Ongo.
• Assist the Building Compliance Manager as and when required.

 Creativity & Innovation

• Provide, develop and implement innovative solutions to ensure compliance to contract delivery and KPI’s.
• Ability to interpret data in a range of formats and take decisions/plan suitable outcomes.
• Provide innovative solutions that drive VFM and efficiencies.
• Innovative solutions to provide efficient programming of works.
• Provide, develop, and implement comprehensive processes to ensure that all legislative requirements are met.
• Maintain effective day to day relationships with all service areas and contractors that ensures cross organisational working and thinking.
• Providing information for reports and presentations to board members, internal staff, residents, and external stakeholders.

 Contacts & Relationships

• Work closely with the Compliance Leads and Contracts & Planning Manager on a daily basis.
• Contact with contractors to achieve contract requirements.
• Work closely with all internal service areas including maintenance, housing, investment/projects, and asset management teams.
• Contact with tenants and other stakeholders.
• Develop excellent relations with governing bodies including auditing and enforcement organisations.
• Work closely with partners.
• Develop relationships with contractors and service providers carrying out inspection, testing, surveys & remedial works for the organisation.

 Decision Making – Discretion

• Make decisions in the absence of the Building Compliance Leads that are appropriate and provide outcomes that meet the requirements.
• Decisions on works programmes and types of services required to fulfil both compliance and ensuring systems are kept up to date.
• Affecting the outcomes of contracts with respect to achieving statutory obligations as well as achieving KPI targets.
• Input into future programmes of work.
• To make decisions based on appropriateness of the solution as well as full consideration of costs.
• To make decisions to ensure excellent customer service.

 Decision Making – Consequences

• High impact on meeting legislative and regulatory compliance and keeping tenants, visitors, staff and contractors safe.
• High impact in ensuring that Ongo meets its responsibilities and reduces risks in relation to Compliance tasks and activities.
• High impact in ensuring that accurate records and data are maintained to meet the needs of legislation and also audit programmes.
• High impact decisions on VFM targets, customer satisfaction targets.
• High impact on the reputation of the organisation when considering the major risks associated with Compliance related legislation.
• High impact on the organisation in respect of enforcement approaches in the event of non-compliance with regulation and legislation.
• Decisions will have a significant impact on the budgets across the Properties Directorate and our ability to meet the KPI’s and standards set out.
• Significant impact of financial resources in ensuring the most appropriate works programs are procured and selected.
• All compliance areas are high risk in relation to keeping tenants safe.

 Responsibility for Resources 

• Mobile phone and laptop

 Work Demands

• Own workload.
• Some changes to deadlines and work priorities.
• Meeting targets as required by legislation, regulation, guidance and best practice, Ongo’s internal policies & procedures and performance targets for Building Compliance.
• Majority of work is of a planned nature however will need to deal with reactive situations as they arise, such as urgent enquires regarding incidents.
• On occasion provide cover for the Safety Officers (formerly Facilities Officers) annual leave or sickness by conducting daily walkdowns and weekly Fire Alarm testing at Ongo’s High Rises, Schemes and Corporate Buildings.

 Physical Demands

• Working within an agile environment, but regular visits will need to be made to tenanted and empty properties.
• Travelling will be required across the whole stock area.
• Extensive use of IT equipment will be required.
• Visiting properties with different access and egress requirements.
• Potential to be working in confined spaces or on rooftops.

Working Conditions

• The post is mainly based in one main office environment (Ongo House) with the ability to work remotely.
• Some visits to properties or sites will be required. (This includes but not limited to corporate buildings, retirement schemes, high rises, HMO’s and visits to various tenanted properties and empty homes).
• Work may need to be conducted outside of normal working hours on occasion.
• Occasional use of appropriate personal protective equipment or respiratory protective equipment to mitigate risks.
• Some travelling to other organisations will be undertaken.
• Travel may be required to attend training events.
• Full driving licence and use of own vehicle required.

 Work Context

• Low risk in undertaking day to day duties.
• Some risks associated with visiting properties and neighbourhoods. When working in homes or on estates there could be a risk of verbal & physical abuse and exposure to drugs and associated paraphernalia.
• Some lone working within tenanted and empty properties will be required.

 Knowledge, Skill & Experience Required 

• The post holder will be expected to complete relevant training in designated fields as identified by the Building Compliance Manager.
• Knowledge of property compliance disciplines.
• Asbestos Awareness, Fire Safety Awareness, Legionella Awareness, Electrical Safety Awareness and Health & Safety trained.
• Experience in property management within the social housing sector.
• Understanding and experience of risk assessment and management.
• Auditing experience.
• Computer literate and capable of fully utilising Microsoft office applications and outlook and all the company’s asset management systems.
• The ability to communicate by letter, telephone and in person with customers and stakeholders.
• Ability to assist in influencing other service areas and apply cross function working.
• Ability to assist in the management of contracts and contractors.
• Ability to write reports and assist in the development of strategies & policies.
• Ability to work accurately under pressure to achieve challenging deadlines.
• Excellent time management, organisational and team working skills.
• Must be able to manage own workloads.
• Excellent Customer focussed approach.
• Property Construction knowledge desirable.
• NEBOSH Fire or equivalent desirable.
• P405 Management of Asbestos in Buildings or equivalent desirable.
• Legionella Responsible Person desirable.

 Health & Safety

 Operative– To be aware of risks to personal safety, other employees, customers, company property and company reputation, and to ensure managers are aware of these risks immediately.

 Manager/Director – To be aware of risks to personal safety, other employees, customers, company property and company reputation and to promote a culture of risk mitigation into the planning and execution of all tasks.

 Environment & Sustainability

• To ensure the environment and sustainability policies are understood by the post holder.
• To promote the importance of considering the environment and sustainability in the role
• To treat the environment with respect and commit to ensuring all services/activities that are provided in this role have taken the impact on the environment into consideration/action plans.

 Risk Management

General appointment – To be able to identify risks that may affect the achievement of personal and service objectives.  To support the organisation’s risk management process through good communication and carrying out actions to reduce identified risks.

Manager – To have an understanding the organisations risk management process.  To be able to identify, analyse and evaluate risks that may affect the achievement of service and organisational objectives.  To manage and respond to risks appropriately.

 Equality & Diversity

• To promote equality and diversity amongst our stakeholders, residents, customers, clients, staff, board, committee members and all those we work with.
• To ensure all customers’ needs are understood and all services that are provided meet individual needs, including in relation to the protected characteristics and customers with additional support needs.
• To treat everyone with dignity and respect at all times.

Closing date for applications Monday 15 July 2024
Interviews to be held Thursday 25 July 2024