Corporate Officer - Facilities & Health & Safety (Maternity Cover)

Job Purpose:

To work as part of the Corporate Support Team to provide a high quality, customer focused, corporate support service measured against agreed standards that achieve high levels of customer satisfaction.

To provide flexible support to the Performance and Governance Manager across a range of activities oriented towards driving performance improvement. Specific responsibility for delivery of all elements of facilities management and organisational health and safety.

To provide flexible support to the Performance and Governance Manager across a range of governance activities, such as support to the Board, AGM and Maryhill Living Board

The following provides an indication of split of time on each element of the role:

·      Delivery of organisational Health and Safety responsibilities

·      Provision of facilities management

·      Provision of administrative support to staff

·      Provision of support to Board meetings

·      Provision of support to tenant scrutiny group

Key Responsibilities:

Functional

• Lead the delivery of organisational Health and Safety ensuring all health and safety administration follows best practice and is up to date. Ensure the health and safety approach at all workplace locations across the Association are regularly audited and audit recommendations are actioned.
• Carry out health and safety inductions for all new staff members
• Co-ordinate DSE assessments, PPE, fire drills, fire alarm checks and first aiders.
• Ensure all appropriate risk assessments and method statements are in place for all workplace locations across the Association.
• Provide excellent support to the Association’s Board and Maryhill Living Board meetings, including ensuring the papers are issued timeously, meeting room is prepared, accurate minutes are produced, action tracker is updated and any policies or other documents are published once approved
• Assist the Performance and Governance Manager in co-ordination and delivery of AGM and SGM correspondence, meeting arrangements and minute taking.
• Provide excellent support to the Association’s tenant scrutiny group working with the Performance & Governance Manager to ensure the group has the information required to effectively scrutinise services. Ensure the meetings are effectively planned, minuted.
• Lead on the provision of an effective facilities management service and seek to proactively improve on and deliver value for money in the procurement of PPE and office goods, supplies and services, the promotion of office sustainability, management of cleaning and other contracts and ordering office supplies.
• Lead on organising annual services and any repairs and maintenance required at all workplace locations across the Association.
• Support the Performance and Governance Manager to organise board member training, annual appraisals and appointment of office bearers.
• Assist the Performance and Governance Manager in ensuring accurate, timely completion of organisational performance trackers and regulatory performance returns.
• Responsible for completion of the H&S KPI reporting

• Organising H&S training to ensure compliance with regulations and maintain the training matrix.
• Responsible for the administration and monitoring of the iHasco training platform
• Responsible for maintaining staff driving records and ensuring annual updates are carried out
• Responsible the maintaining the gifts and hospitality registers for both staff and Board
• Responsible for administering the Safe Shores app, adding and removing users and providing training as part of the H&S induction.

Organisational

·      Produce clear concise reports for the Performance and Governance Manager to facilitate decisions.

• Be outward looking and apply new ideas and best practice from inside and outside of the sector to Maryhill.
• Build excellent rapport and effective partnerships with customers, stakeholders and contractors

·      Identify potential cost saving opportunities and support the Performance and Governance Manager to deliver value for money efficiencies for the Association.

·      Actively break down organisational barriers to solve problems and deliver the best possible service for customers.

Team Wide Duties

·      As a member of the Corporate Support Team, share in carrying out a range of corporate support tasks, such as:

o   daily management of the Corporate inbox;

o  administer requests for information, including those under the Data Protection Act, Freedom of Information, Environmental Information and Consumer Credit Licensing;  

o  assist in organising staff and customer engagement initiatives or events, organising surveys and helping to organise all manager meetings, other staff engagement sessions and awards

o  assist with customer compensation responses such as organising gifts cards, flowers etc.

·      As a member of the Corporate Support Team, provide a range of administrative support, as and when required, to the Chief Executive, Director of Operations and Director of Resources including assistance with letters, reports, publications, data analysis and presentations, diary management and organizing meetings including any preparation work and venue and catering arrangements.

·      To ensure consistent service delivery, the following Corporate Officer functional services will be covered by the other Corporate Officer when the lead staff member is unavailable, i.e. when on annual leave or other short term absence:

o  Bulk mailings

o  Social media posting

o  Web site updates

o  Audit & Risk Committee and Development Hub

o  Board and Maryhill Living Board

o  H&S inductions

o  Staff DSE ordering

o  Stationery & office supplies ordering

General

·      Any other duties as agreed with the Performance and Governance Manager.

Corporate Responsibility

• Work effectively and collaboratively as a Corporate Support Team member ensuring that the Association’s values are lived on a day-to-day basis. Ensure compliance with all regulatory, statutory and legal requirements and other directives
• Comply with Maryhill Housing’s policies including our code of conduct, health and safety, anti-fraud and bribery and equalities, diversity and inclusion policies
• Ensure effective communication in plain language, both internally and externally; to ensure people are informed, engaged and find it easy to access our services and contact us and understand our information and the decisions we make

Maximise the use of ICT to improve efficiency, increase productivity and develop new and existing services and actively promote the interests and activities of the Association through digital and social media