Policy Controller & Compliance Officer

Policy Controller & Compliance Officer

Reporting to Director of Strategy, Policy and Planning

Hours  37 hours 52 weeks (or pro rata as appropriate)

Contract Type  Support  

Holidays  20 per year subject to service increases

Job Purpose

The Strategy, Policy and Planning area leads the strategic planning function, supports the facilitation of the curriculum planning process and oversees the internal policy management system of the organisation.

This role will provide effective support, oversight and control of the College internal policy management system, liaising with policy owners to ensure all areas of internal policy and procedures are monitored and compliant. This role will also support the oversight and monitoring of adherence to specific strategic college policy and procedures, as identified.

Key Responsibilities

• To manage, monitor and administer the Policy Control System from notifications of policy review dates to submission to the appropriate committee / Board for approval.
• Assist the Director of Strategy, Policy and Planning in the oversight of policy alignment and ownership to the organisations corporate, core and facilitating strategies.
• Support the Director of Strategy and Planning to develop, plan and implement the annual policy review cycle.
• Liaise with the Clerk to the Corporation and policy owners to ensure all policies that require mandatory Board approval are submitted within the agreed timeframes, all documents are fully complete and accurate and have been pre-approved at the relevant college meeting committee/group/executive board, as required.
• To provide advice and assistance to policy owners and authors on the requirements of and process for policy development, authoring, approval, publication and communication, and periodic review.
• To act as a point of contact for questions and general advice about internal policy and procedures. 
• To develop and maintain accurate filing and recording systems to ensure efficient and effective data capture, to support internal policy monitoring processes.
• Conduct compliance checks of all policy and procedure documentation, produce non-compliance reports as required.
• To manage and administer the College intranet (employee and student) portal pages for all policies, procedures, guidelines and documents.
• Implement a college wide policy notification process, to inform employees of new or substantive policy updates.
• To monitor the Derby College website to ensure all obligatory policy documentation requiring external publication are submitted to the web development team, published in a timely manner and are accessible. 
• Produce any required documentation/presentations/graphics, as directed.
• Provide periodic reports and analysis on internal policy activities. 
• Attend and participate in Compliance Monitoring Group or other relevant meetings, as directed.   
• In conjunction with the Director of Strategy, Policy and Planning, oversee the College Complaints Policy, record and monitor all complaints received by the organisation, ensure adherence to College procedures and guidelines, investigations conducted as necessary and timely responses. Provide reports and analysis on outcomes.
• Undertake periodic ‘horizon scanning' research to keep abreast of legislation, codes of practice that may impact on the education sector and College policy development requirements.

• To provide a professional customer service to both internal and external customers.
• To ensure that quality standards are set, monitored and reviewed within the section.
• To demonstrate flexibility in responding to changing demands in personal, sectional or the College's workload.
• To take responsibility for one's own professional development and continually update as necessary.
• To comply with Equal Opportunities policies and to assist in the development of Equal Opportunities.
• To comply with all Health and Safety policy, child protection and Risk Assessment policy and legislation in the performance of the duties of the post.
• To take reasonable care of your own health, safety and welfare and that of any other person who may be affected by your actions or omissions whilst at work.  You are also required to co-operate with the College to enable it to fulfil its legal obligations.  Appropriate information, instruction, training and supervision will be provided to enable you to perform your duties in a manner that is deemed safe and without risk to health.
• For all employees with management responsibilities: To be responsible for implementing and monitoring College and individual department policies/procedures to ensure the health, safety and welfare of all persons within your area of control.
• To ensure that all persons within your area of control are provided with appropriate information, instruction, training and supervision so as not to compromise their health, safety or well-being.
• To comply with all aspects of the Data Protection Act.
• To adhere to the College's Computer Network Acceptable Use Policy.
• To undertake risk assessments for any new activity and to ensure risk assessments are carried out for any on-going activity.
• To carry out any other reasonable duties within the overall function, commensurate with the grading and level of responsibility of the job.

Competencies

Essentials

• Experience of managing key processes, ensuring compliance and challenging where appropriate
• Excellent numeric, written and verbal communication skills with the proven ability to work collaboratively and liaise with people at all levels of an organisation
• Effective interpersonal skills - ability to build professional, effective relationships,  with policy key dependents in particular
• Experience of meeting structures, decision-making processes, management of committees
• Analytical skills - ability  to assimilate detailed information, apply logic and identify key issues
• Forward planning, thinking ahead, adept in anticipating needs before they arise
• Ability to, filter information, assess priorities and manage own work load amid conflicting demands
• Highly organised, able to multi-task, fast and efficient, yet accurate
• High levels of attention to detail and deadlines
• A flexible self-starter, self-motivated,  capable of working  on own initiative without close supervision
• Strong administrative, literacy, numeracy and IT skills

Desirables

• Project / change management experience
• A demonstrable interest in strategy and policy, procedures and processes

Knowledge

• Knowledge of administration procedures
• Practical IT skills - advanced knowledge of Microsoft outlook, word, excel and access

Desirables

• An understanding of governance, further education policy requirements, codes of practice

Qualifications

• Advanced level IT qualifications
• NVQ or equivalent L3 qualification in Business Administration
• English and Maths L2

Desirables

• L4 qualification in Business Administration
• Project or Process Management