Practice Compliance Manager

Location: Orpington

Reports to: Partner

About Us

Faithorn Farrell Timms is a nationally recognised, award-winning consultancy known for excellence in the social housing and public sectors. We’re proud of our reputation for delivering outstanding services, fostering innovation, and building long-term client relationships. Our work enhances communities by ensuring buildings are not only fit for purpose but improve the lives of those who use them.

Role Overview

You will oversee and take responsibility for the management of our established internal business management systems that complement our working arrangements.

  • FFT Information Management System – Integrated digitised system covering our scope for Quality Management (ISO 9001), Environmental Management (ISO 14001) and Health and Safety (ISO 45001)
  • General Data Protection Regulation (GDPR)
  • FFT Policy Documentation

Key Responsibilities

  • Quality Management: Maintain the established Quality Management System, including such matters as project files and opening format, monitor and measure customer satisfaction, maintain the sub-consultant and business support supplier registers, system manual and procedures, interested parties register, business risks and objectives, and controlled document register.
  • Environmental Management: Maintain the established Environmental Management System, including such matters as the Environmental Impacts register, legal register, training, statutory building compliance monitoring, and keep all evidence up to date. Assist with the development of a Carbon Reduction Plan for the Practice, monitor energy usage and emissions and promote an attitude towards reduction and lifecycle measurement.
  • Health & Safety Management: Liaise with the Practice Health and Safety Officer to ensure all general policies, risk assessments and method statements are current. Assist with the compilation of compliance evidence documentation.
  • GDPR: The nature of our work often requires the processing of personal data but this is generally limited to contact details for our clients’ residents to gain access to their homes for survey inspections. To act as the Data Protection Officer (DPO) for the Practice. Monitor the process of Data Protection Impact Assessments (DIPA) on projects and ensure Data Sharing Agreements (DSA) are in place where personal data is being processed. Monitor and maintain the FFT GDPR portal to ensure secure storage and transfer of data.
  • Policy Documentation: Maintain the suite of general FFT Policies. In liaison with the Head of Human Resources, ensure all documentation is up to date and reflects current legislation. Conduct research and play an integral role in the development of any new policies that may be required in the future.
  • Auditing: Conduct internal project file audits to ensure processes are being followed and digital project file management is comprehensive. Prepare for and liaise with our independent internal auditors for an annual full system review and legal compliance. Prepare for and liaise with BSI for our annual formal audits across the three Standards.
  • Internal Communication: Liaise with Project Owners and Team Leaders to address deficiencies and identify improvements in file management. Provide regular status reports to the Partners and Senior Management Team.
  • Training and Induction: Provide regular refresher training for ISO standard requirements and monitor mandatory training undertaken on an annual basis by staff. Provide induction training for ISO and GDPR systems to new members of staff.

The above is not an exhaustive list of duties and you may be expected to perform different tasks within the organisation and in line with the overall business objectives of the organisation.

Skills and Experience 

  • Comprehensive knowledge of ISO Standards and GDPR.
  • Proficient with Microsoft suite of office software.
  • Previous experience of managing business support systems.
  • Previous experience of external audits.
  • Previous experience in managing Integrated Management Systems.
  • Knowledge and understanding of DPO responsibilities.

Qualifications

  • Internal ISO Auditor or Lead Auditor Certification
  • NEBOSH General Certificate in Occupational Health & Safety
  • IOSH Managing Safely

Key Competencies

  • Accuracy: high attention to detail Communication: effective communication skills and adept at building relationships.
  • Customer Focussed: ability to act as an ambassador of FFT, being the first point of contact for external auditors and other interested parties.
  • Leadership & Collaboration: ability to develop relationships to promote effective working to comply with system requirements.
  • Organised: ability to multi-task and prioritise changing demands.
  • Proactive: able to identify areas for attention and flag to senior members of staff.