Compliance and Administration Officer

We are seeking an efficient and effective Compliance and Administration Officer to join our excellent team as soon as possible.  You will have excellent written and verbal communication skills and you will be self-motivated and task-oriented.  In addition, you will possess excellent organisation skills and attention to detail, and will enjoy working collaboratively in a small team.

The Beacon is a large independent day school for boys aged 3-13.  The school occupies an 18-acre site half way between Amersham and Chesham, easily accessible from London by Metropolitan Line/Chiltern Railways and not far from the M25.  We have superb facilities and resources that support a forward-looking educational environment. 

To give you a flavour of life at The Beacon please take a look around our website www.beaconschool.co.uk.  You will find our Safeguarding and Child Protection Policy on the Vacancies page and other useful policies on the website.

The Beacon is a remarkable school and we seek remarkable people.  We look forward to hearing from you. 

IMPORTANT NOTE:

• The school is committed to safeguarding and promoting the welfare of children. Safeguarding checks will be undertaken in accordance with School policy

• The safeguarding responsibilities of the post can be found in the job description and person specification in this recruitment pack

• The post is exempt from the Rehabilitation of Offenders Act 1974.

JOB DESCRIPTION 

Compliance and Administration Officer

Reports to: Director of Finance & Operations (DFO)

Purpose and Scope of Role – to ensure all year-round service delivery for the School in the following areas of Finance and Operations:

• To monitor all aspects of regulatory and legal compliance relating to the management of the school, ensuring that regulations are followed, policies maintained and compliance regularly vetted;

• To assist the DFO acting as Lead Health & Safety Officer, as well as the Facilities Manager & Deputy Head Pastoral, ensuring up-to-date IOSH/NEBOSH accreditation;

• To provide assistance to the DFO and the finance team, as and when required (and particularly during non-term time to enable all round coverage for finance administration tasks);

• To support operations by way of co-ordination of Facilities administration.

Duties & responsibilities

Compliance: 

• To act as a focal point for compliance ensuring that the School’s policies and procedures are fully compliant with all external regulation and internal policies; 

• Maintaining the master policy schedule of review; 

• Carry out testing and monitoring in accordance with an “Annual Compliance Plan” – risk mapping, auditing on the ground, comparing risk response, annual report for Senior Management Team (SMT) with clear actions…etc;

• Verify that all follow up actions taken by the School in response to required changes are in place on a timely basis; 

• Attend Vetting-team meetings, take minutes and keep SharePoint Vetting site up to date, assist with the vettings procedures for Safer Recruitment – staff, contractors, peris, professional visitors, interns, work experience and involvement as required with the Single Central Register (SCR) for review (see Facilities Operations Section);

• Stay up-to-date with current regulations and guidelines relevant to the School providing accurate and timely compliance advice and assistance; 

• Spread awareness of policies amongst the staff and recommend suitable training; 

• Work with the DFO and Facilities Manager to ensure Health & Safety (H&S) and GDPR regulations are current and met; 

• Work with the SMT to coordinate the policy aspect of inspections; 

• Liaise with the Clerk to the Governors ensuring any compliance issues raised are addressed and all necessary documentation is issued on timely basis to Governors; 

• Ensure up to date versions of policies are published in all required locations/channels;  

• Provide full reports to the Headmaster and E-team as and when required; 

• Work closely with the DFO to ensure all duties and responsibilities are in order.

Health & Safety 

To assist the DFO acting as Lead H&S Officer, as well as the Facilities Manager and Deputy Head Pastoral, attending all H&S meetings and focusing in particular on:

• Promoting and managing the risk assessment process for the School;

• Promoting a sensible H&S approach throughout the school making sure that risk is managed responsibly and proportionately;

• Ensuring the school does what is reasonably practicable to reduce significant risks by putting in place control measures to managing the real risks; 

• Reviewing and ensuring risk assessments are completed at regular intervals or when events give rise to such; 

• As required, providing guidance to staff on arrangements for their subject areas e.g. Art and DT, science laboratories, cookery, drama and music departments, Sports and Games;

• Supporting the Facilities Manager with assessing premises risks such as vehicle and pedestrian movements, school minibuses, waste control, construction work, testing; 

• Co-ordinating the H&S audits/external assessments and be responsible for ensuring all recommendations for improvements are in put place by those responsible; 

• Conduct annual audit of H&S training and ensure INSETs include H&S training for staff;

• Work closely with the DFO to ensure all duties and responsibilities are in order.

Finance

To work closely with the DFO (& the Finance Manager as and when required) in relation to general help with finance administration tasks as required.

Facilities

To work closely with the Facilities Manager assisting with departmental administration and improving its efficiency, including in particular:

• To ensure all agreements are in place and procedures for vetting the school’s service providers (Cleaners, Caterers, Travel Providers etc) are met - conducting half-termly spot checks on externally provided staff on site and action followed through if any issues arise;

• To work with the Facilities Manager in the administration of all issues relating to the booking of school facilities by third parties (‘lettings’);

• Assisting with the compilation and monitoring of rolling programme of works.

Safeguarding

• The role will involve daily contact with children and a high level of responsibility for children. The role constitutes regulated activity with children.  

Other 

• To attend H&S meetings, INSET, other relevant training and school events/meetings as required;

• To play a part in the life of the school community; 

• Carry out any other reasonable duties as requested by the Headmaster or members of the E-team relating to regulatory, H&S and compliance issues. 

All applicants must be prepared to undergo appropriate child protection screening, including checks with past employers and the Disclosure and Barring Service. The Beacon is an equal opportunities employer. 

There is a requirement to complete the school’s Application Form which can be downloaded from the school’s website.  Please send a copy of your completed Application Form and covering letter, as soon as possible to recruitment@beaconschool.co.uk