We have an exciting opportunity for a Systems, Compliance and Business Support Administrator to join our Planned Division at Guildmore! You will be responsible for maintaining and optimising our Business Management Systems (BMS), including software solutions such as EasyBOP, while providing essential business support.
You will lead on project data capture to support reporting and ensure overall business compliance.
This is a dynamic role that requires an individual who is proactive, takes initiative, and is skilled at problem-solving.
A willingness to learn and support ongoing improvements is key. We are seeking individuals who can take initiative and address issues before they arise.
The role will focus on compliance, operational support and maintenance of systems, as well as the creation and maintenance of system-driven performance reports. A key aspect will be ensuring that all team members at Guildmore are using our business management systems effectively.
To succeed in this role, you should be a quick learner with excellent IT skills, including advanced Excel capabilities. Knowledge of system integrations is desirable.
Strong communication skills are critical, as you will be working closely with various internal and external stakeholders to identify and implement solutions.
Responsibilities:
1. Systems Compliance (EasyBOP)
- Maintain and Support: Maintain system usage for office and site-based operational staff. Uphold a Super User role in the system with key responsibilities:
- Manage system users and security templates (create new users, assign projects and remove permission for users who no longer require access)
- Point of contact for trouble shooting and problem solving
- Set up new projects in the system, ensuring that configurations align with project-specific requirements, client needs, and data capture standards to meet compliance obligations.
- Data Integrity and Accuracy: Ensure that data captured within the systems by operational teams is accurate, complete, and compliant. Implement checks and procedures to maintain data quality. Support users and operational teams where required to maintain data integrity.
- Training and User Support: Provide training sessions and materials to ensure that all users understand and can effectively utilise the system's features. Address user queries and provide technical support as needed.
- System-Driven Performance Reports: Create, maintain, and update performance reports using system data. Ensuring data capture is maintained to facilitate project performance reporting and provide weekly project performance reports to operational leads.
2. Business Support
We provide a resident-focused service and task our onsite operational teams to prioritise face-to-face interactions. As part of this role, you will support our busy customer service team with various administrative tasks:
- Appointment Scheduling: Telephone calls to residents to make appointments inline with a booking schedule supplied by our operational teams. Update our process management system with notes on interactions.
- Bulk Communications Prepare and organise the bulk distribution of all communications (letters, newsletters, booklets) to residents
- Corporate Image Order corporate workwear as and when required including PPE clothing and materials, create and issue ID badges and maintain ID badge register.
3. Compliance
- Ensure Adherence to Data Compliance Standards: Ensure that data capture, storage, and reporting within our systems comply with relevant legal and regulatory requirements, such as GDPR or industry-specific standards.
- Internal Auditing and Reporting: Conduct regular audits of system data and processes to identify non-compliance issues or areas for improvement. Report findings to management and implement corrective actions.
- Compliance Checks: Basic understanding and review of regulatory and compliance certificates required as part of our operational delivery. Perform quality checks on documents uploaded to our systems and verify hold points in our projects. Key documents may include fire stopping and door certificates, building control approvals, and asbestos reports.
Skills and Qualifications:
- Technical Skills: Advanced IT skills, particularly in work management systems and Excel. Experience with Power BI is preferred.
- Communication Skills: Ability to liaise with various internal and external stakeholders, presenting information clearly and collaborating to find solutions.
- Problem-Solving Ability: Strong analytical thinking and a proactive approach to identifying and resolving issues.
- Adaptability: Willingness to learn new tools and methodologies, and adapt to changing business needs.
If this sounds like something you would like to explore further and you have the appropriate background, then please apply now!