Assurance Co-ordinator

Location: Ongo House

Contract Type: Permanent

Closing Date: 25 August 2022

Salary: £21,128

Specific Hours: 37

Assurance Co-ordinator

Here at Ongo, we believe everyone has the potential to be great. It’s what drives us to come to work and do our jobs every day. Our main business is homes and we are a proud landlord of around 10,000 homes. We also have commercial activity to help fund our work out in the community and further improve the quality of our homes.

To help ensure we work to the Legal and Regulatory standards associated with the work we do; we now wish to appoint to the position of Assurance Coordinator within the Risk, Assurance & Compliance Team with a starting salary of £21,128.

This role offers the exciting opportunity to support the development and coordination of compliance and assurance activity across the Ongo Partnership. Working with a range of stakeholders to enable and influence the successful delivery of the internal audit and assurance programme.

In addition, the role will be responsible for ensuring information and systems are accurate, creating and communicating reports to support the coordination of timely risk management and audit processes.

The candidate we are looking for will be highly motivated and organised with a keen eye for detail.  Someone with high ICT literacy and confident in their abilities administrating systems.  An understanding of audit and risk management principles, with an awareness of their importance as key lines of assurance.

Overall Purpose of Job

  • To provide a co-ordinated approach to assurance activities, ensuring that systems are well maintained and update.
  • Support in the management and co-ordination of audit and risk assurance activities across the Ongo Group
  • To contribute to the development of the organisations Assurance Framework

Main Responsibilities

  1. To provide overall support to the work of our Risk, Assurance & Compliance Team.
  2. Plan, manage and liaise with colleagues to ensure information and systems are accurate and up to date. This includes compliance registers, databases, action trackers, schedules, inspections, reports, and management plans
  3. Help to ensure existing compliance processes within the team are robust and accurate
  4. Coordinate with colleagues for the timely and accurate completion of processes such as risk assessments, audits, risk registers and inspections.
  5. Ensure that the Asset and Liabilities Register is complete and up to date.
  6. To support the Data Protection Officer, in ensure that Records of Processing Activities are reviewed and up to date. This also indues tracking compliance against set standards.
  7. Co-ordinate the provision of analysis and reports and devise systems to enable the collection of data to produce these accurately
  8. To provide monthly Key Performance information
  9. To be the first point of contact for queries into the Risk, Assurance & Compliance Team
  10. Coordinate the administration of our risk and audit ICT System, including support and training for all users.
  11. Coordinate the management of organisational accreditations
  12. To have an overall awareness of risk management and audit within the sector and help with research into best practice
  13. Management of the Team’s internal intranet page
  14. When required, deputise in the absence of Risk, Assurance & Compliance officer and undertake any other reasonable duties as requested by the Risk, Assurance & Compliance Team.
  15. To develop successful relationships between all stakeholders to create an open, accessible and friendly team

Creativity & Innovation

  • Ability to think laterally and contribute to management of operational solutions
  • Ability to problem solve to interpret policy
  • Ability to think laterally and proactively in order to fault find in data, procedures and  software
  • Development of administration system processes
  • Ability to contribute to the suitability and application of Policy
  • Ability to help make audit and risk exciting, interesting, and engaging to help promote a positive culture

Contacts & Relationships

  • You will have daily verbal and written communications with other departments and companies within the Ongo Group at all levels of the organisation relating to the responsibilities of the role
  • Contacts will mainly be with Managers and our Leadership Team, regarding the responsibilities of the role such as obtaining data, resolving problems, chasing audit related matters, coordinating accreditations across the business and acting as a point of contact for Assurance queries.  Will need to build a good rapport to provide support and guidance and answer queries, which may not always be straightforward. Using your own initiative to resolve complex matters without direction from others or guidance documents and being assertive with others to ensure deadlines are met.
  • You will have contact with Managers, Service Leads and members of the Leadership Team to complete core control audits as required and to lead and coordinate on the company’s approach to accreditations.
  • You will have contact with External Auditors regarding accreditations, certifications and audits
  • You will provide information for reports for Managers, Leadership Team and the Board as needed
  • Contact with external contractors and suppliers relating to the responsibilities of the role e.g. training providers, accredited bodies, equipment suppliers
  • Engaging and working with colleagues from various areas of the business and recognising their individual needs and knowledge on risk and audit to help mentor and educate colleagues whilst guiding them on audit and risk related tasks
  • Some contact with external customers within the group e.g. Community Voice and Resident Scrutiny Panel to provide information, advice or signpost to colleagues on routine matters. 

Decision Making - Discretion

  • Interprets data and requests to ensure compliance with Ongo management systems
  • Decide on the most appropriate presentation of data
  • Create own documents and correspondence
  • Prioritise own workload

Decision Making – Consequences

Decisions taken will directly impact on:

  • Achievement of team and job role objective
  • Achievement of company objectives.
  • The administration of our demonstration with regards legal and statutory compliance
  • Our compliance with regulatory standards and could affect partial compliance with regulatory standards
  • The role is key to ensuring we have all documents in place to meet our legislative and regulatory obligations.
  • The achievement of an embedded risk management culture

Responsibility for Resources

  • Responsibility for ensuring that time is used efficiently
  • Use equipment provided
  • You will have access to IT systems which could contain personal and sensitive data which must therefore remain confidential and protected

Work Demands

  • Work subject to tight deadlines in changing circumstances and problems
  • Ability to complete work at short notice
  • To react to the needs of the Audit & Risk Team based on emerging issues and changes to the assurance and internal audit plan
  • Will have to make own decisions on priority of workload
  • To always seek to maintain positive relationships with staff
  • Maintaining own knowledge base and keeping abreast of changes.
  • Being able to stay focussed and positive in challenging situations
  • Flexibility to work beyond normal working hours where needed.

Physical Demands

  • Normal physical demands associated with an office environment

Working Conditions

  • Work mainly indoors via a blended approach of an office environment (head office), home working and occasionally at other Ongo buildings
  • You may be required to occasionally attend events, meetings or conferences relevant to the post which may be situated outside of North Lincolnshire
  • Opportunity to participant in community based, outdoor events on a voluntarily basis

Work Context

Minimal risk, no contact with members of the public.  Some contact with service providers such as Internal Auditor and suppliers of services

Knowledge, Skill & Experience Required

  • Awareness of Audit and Risk principles and theories
  • Awareness of the importance of risk management and internal audit
  • High level of ICT literacy in Word, Excel, Outlook, Powerpoint and database ICT systems
  • Ability to develop skills in other ICT systems as needed
  • Ability to learn management systems protocol
  • Ability to understand the Ongo risk management and audit systems
  • Enthusiastic, assertive and confident individual
  • Commitment to undertake training and development within the role
  • Excellent attention to detail and accuracy
  • Ability to handle personal and sensitive data in a confidential manner
  • Ability to problem solve situations and looking at outcome focuses solutions
  • Good verbal and written interpersonal/communication skills
  • Ability to work as part of, and contribute to the development of, the team
  • Good organisational skills in order to manage own workloads, prioritise accordingly undertake project management and monitoring
  • Ability to work in an efficient way whilst always looking for ways to improve and develop working practises
  • To be receptive to and support new and innovative ideas
  • Willingness to go beyond the norm when situations arise

Health & Safety

To be aware of risks to personal safety, other employees, customers, company property and company reputation and to highlight such risks to managers immediately.

Environment and 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

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.

Equality & Diversity

  • To promote equality and diversity amongst our stakeholders, residents, customers, clients, staff, board and 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.

Position in Organisation

How many staff is the employee responsible for?   None

Is the responsibility shared with another post?       No

Notice Period – 1 month

Apply now