Compliance Coordinator Facilities and Development

Transcription

1 Compliance Coordinator Facilities and Development Date: February 2015 Job Title : Compliance Coordinator Department : Facilities and Development Location : ADHB sites including other locations as determined from time to time Reporting To : General Manager, Facilities and Development Direct Reports : Nil Functional Relationships with : Internal Facilities and Development managers and teams All Auckland and Waitemata DHB teams External Patients and Visitors to Auckland DHB sites Local Authorities and Government Agencies Specialist Professional Consultants Legal Services Purpose : To ensure a safe environment for employees of Auckland DHB and the public visiting the properties related to Auckland DHB. Effective preventative maintenance regimes as well as management and monitoring of service contracts, contractors and technical services team that maintain essential systems and services for all DHB properties KEY TASKS & RESPONSIBILITIES BWOF Develop, implement and maintain a building and property compliance programme that ensures that all relevant legislation is complied with including that of the HDSS Audit Undertake all necessary procedures and documentation in relation to Building Warrant of Fitness in ensure its continued currency Ensure records are retained that document proof of compliance regimes and are aligned to preventative maintenance regimes undertaken by the Facilities Maintenance team Maintain records of testing and compliance as required by legislation, governance and local authority requirements Align services to comply with all relevant Standards, Building Codes, accreditation and legislative requirements from time to time Where required by standards or legislation, testing is conducted on the quality of steam, and medical breathing air Work in a collaborative way with the Facilities Maintenance team and the Leasing Manager to develop computerised building management systems noting the connection between BMS and BWOF Setup and format and keep up to date Building Compliance files for each standalone building Maintain and collect handover documentation required by the Compliance Co-ordinator at the completion of each project Format and standardise the engagement of all Independent Qualified Persons (IQP,s) as it relates to compliance for BWOF Align the use of consultants relating to the Peer Reviews of all

2 HASNO Fire Related Compliance Other Compliance Environmental Compliance IQP s documentation Update and adjust contract values for IQP s and consultants completing BWOF contract works. Develop, implement and maintain HASNO compliance programmes that ensure that all relevant legislation is complied with Undertake all necessary procedures and documentation in relation to HASNO to ensure its currency Ensure records are retained that document proof of compliance regimes and are aligned to preventative maintenance regimes undertaken by the Facilities Maintenance team Maintain records of testing and compliance as required by legislation, governance and local authority requirements Align services to comply with all relevant Standards, Building Codes, accreditation and legislative requirement Work in a collaborative way with the Facilities Maintenance team and the Leasing Manager to develop computerised building management systems noting the connection between BMS and HASNO Carry out audits to all Dangerous Goods stores at all DHB sites on a three monthly basis Assist relevant consultants in the inspections of all Pressure Vessel and Stationary Containers. Develop, implement and maintain a Building Compliance folder(s) relating to Fire Protection that ensures that all relevant legislation is complied with and that document proof of compliance regimes are aligned to preventative maintenance regimes undertaken by the Facilities Services team Maintain records of testing and compliance as required by legislation, governance and local authority requirements Work in a collaborative way with the Facilities Maintenance team to develop computerised building management systems noting the connection between BMS and BWOF Request from F&D Project Managers the approved Fire Report approved in the building consent Inspect and peer review the project on completion. Ensure that all building consent projects have a Public Use Certificate and/or a Code of Compliance Certificate prior to occupation of the project area Ensure the project of works records the Code of Compliance Schedule to reflect the works completed Request from F&D Project Managers the approved Special Conditions of the Building Consent. Review, inspect and peer review the project on completion Document Control At the completion of each project, ensure the requirements of both the contractual documentation required by Auckland DHB and the documentation required by the Local Authority is completed to enable the main contractor to obtain a Code of Compliance Certificate. Under the Resource Management Act, manage the records and compliance reporting to the authorities Request from F&D Project Manager the approved Resource Consent documentation. Inspect and peer review the project on completion Ensure the conditions of each Resource Consent are adhered too and that additional works and contracts that are required under Auckland & Waitemata District Health Boards District Compliance Co-ordinator Page 2 of 6

3 Project Management: Disaster and Emergency Management Internal Audit and Review To recognise Individual Responsibility for Workplace Health and Safety under the Health and Safety in Employment Act 1992 the conditions are implemented. Manage, programme, time and cost for compliance related projects Complete Facilities Modernisation Projects relating to the upgrade and ongoing compliance requirements of the local authorities. Assists with the development and implementation of Disaster and Emergency Management Plans Focuses on the continuous improvement of the provision of essential services and utilities for disaster recovery Assists to ensure that effective disaster and emergency management and recovery plans are in place Keep abreast of improvements to disaster and emergency management as it relates to Auckland DHB being a significant infrastructure organisation for the community Ensure evidence exists of the participation in the development and testing of these plans. Assist, encourage and determine changes and/or improvements needed and works of other operational managers and teams to review procedures, activities for compliance to required regulatory standards Facilities and Development daily activities are regularly audited in accordance with DHB and F&D protocol with particular reference on OSH activities Identify issues are resolved where appropriate in a timely manner Receive reports from Auckland DHB Corporate Risk Manager. Commence site inspections and record both phototropic and written confirmation of the information requested in the reports Ensure records are retained that document proof of compliance regimes have been completed, filed in hard copy and are aligned to Auckland DHB policies and procedures and ensure this is available for HDSS auditors Maintain records of testing and compliance as required by legislation, governance and local authority requirements and insure this is available for HDSS auditors Ensure documents are approved, up to date, and available to service providers and managed to preclude the use of obsolete documents. That you have read and understood the Auckland DHB H&S policies & relevant procedures and apply these to work activities. Identify, report and self manage hazards where appropriate Identify Health & Safety reps in your work area. Key Outputs & Performance Indicators Customer Satisfaction Manage customer expectation and satisfaction through clear policy, process and communication % score from Facilities and Development customer satisfaction survey Financial Management Demonstrate via financial measures the effective utilisation of compliance measures that are useful, useable and cost effective. Manage resources and provide relevant tools for the organisation that provide ongoing and sustainable cost benefits Contract Management Demonstrate via performance measures the effective operational management of compliance policies Engagement of the organisation to embrace policies and procedures that ensure compliance Project Management Manage programme, time and cost for compliance related projects Deliver project outcomes within agreed time, to expected quality and within budgeted parameters including cost Auckland & Waitemata District Health Boards District Compliance Co-ordinator Page 3 of 6

4 Personal Attributes / Competency Profile Leadership Self motivated individual with people management skills having the ability to oversee, negotiate, be assertive, coach, instruct and facilitate. Customer Focus Communications Technical Skills Contractor Management Financial Mangement Ability to critically analyse the customer s needs and recommend a solution that is economically fit for purpose. Ability to present (verbal & written) opportunities and gain agreement from all levels of the organisation. Ability to share knowledge with others Has a practical understanding through industry experience of building and infrastructure compliance requirements. Can interpret and apply specialist technical advice. Experienced in managing contractor delivered services to time, quality and cost. Interpret, set and manage cost codes for projects relating to initiatives for compliance for the organisation VERIFICATION: Employee: Department Head: Date: Auckland & Waitemata District Health Boards District Compliance Co-ordinator Page 4 of 6

5 PERSON SPECIFICATION Qualification Experience Personal Attributes Minimum Diploma or Degree in building or engineering Expertise in technical aspects of plant and building services maintenance, and effective preventative maintenance systems Thorough understanding of legislation and compliance requirements of the Building Act, Fire Safety Act, HAZNO, Electrical codes and other relevant codes covering the operation of Auckland DHB Actively participates within a team environment Relates well to people across the organisation Able to influence a range of people Ability to compile accurate written reports Advance communication skills, including interpreting legislative requirements Computer literate in common IT systems Critical analysis of own and others work Preferred Advance trade qualifications relevant to compliance areas Contract management including scope definition, negotiation skills, and performance measurement Record data accurately and in a timely manner using BMS and other systems to capture data which is used for providing evidence as required from time to time Builds relationships and engenders trust Auckland & Waitemata District Health Boards District Compliance Co-ordinator Page 5 of 6

6 Compliance Coordinator Facilities and Development BEHAVIOURAL COMPETENCIES Adheres to Auckland District Health Boards Visions and Values Employees appointed across both District Health Boards are expected to familiarise themselves with and commit to the vision and values of each organisation Adheres to Auckland District Health Boards Organisational Values Shows Respect for and Acknowledges Waitemata District Health Boards Organisational Values