Compliance Officer

Compliance Officer

About us:

At Dublin Simon Community, we are passionate about making home a reality. Our aim is to empower people to access and retain a home by providing housing, prevention, addiction treatment, emergency response and other targeted interventions, through advocacy and partnership.

About the Job:

This vacancy is within the Risk, Compliance & BI team of Dublin Simon Community which holds responsibility for overseeing risk management, compliance monitoring, data protection, document management, incident reporting, and statistics. The Compliance Officer will lead monitoring of compliance and reporting on performance against internal and external standards as well as monitoring and applying the organisational documentation policy. The position involves substantial liaison with staff and volunteers across the organisation to support them to understand and satisfy requirements by providing recommendations for improvement, training, tools and techniques.This role will work report to the Risk, Compliance & BI manager and work with the Executive Management Team as well as the wider Management Team, Staff, Clients, Local Authorities, HSE, Board Committees, other service providers.

Location & Working Hours:

Central Dublin. Monday to Friday, 9am to 5:30pm. 37.5 hours per week. With 25 days annual leave.

Scope of the Role

Responsibility for compliance activities within the Risk, Compliance & Business Intelligence Function including:

• Implementation of Compliance Management Systems
• Implementation of Record Management and Document Control
• Ensuring compliance with regulation and legislation, including GDPR

Core Job Requirements

Compliance

Dublin Simon’s Compliance Management System is designed to provide assurance that we continue to meet our external requirements (Statutory, non-Statutory) and internal standards (policies, procedures and guidelines). The Compliance Officer shall develop and support implementation of the Compliance system. This includes:

• Manage and develop a comprehensive compliance portal aimed at ensuring compliance with the relevant legislation and regulation, while promoting continuous improvement in line with the organisations business objectives and serving as a single source of truth on the organisation’s status at any given time.
• Test Director’s compliance self-assessment statements twice annually and collect evidence of same
• Provide scheduled and ad hoc reporting on Dublin Simon’s compliance.

Records Management and Document Control

The organisation requires clear, documented approaches to the production of operational documents (policies, procedures, etc.) and the management of records. The Compliance Officer shall:

• Monitor and apply the organisational control system for development, review and control of all policies, procedures, guidelines and forms. Report on updated documents reviewed against agreed schedule.
• Monitor and report on the quality of organisational records, both physical and electronic, to ensure that they are kept in accordance with internal and external standards. This includes education, policy and procedure development, data quality audits, etc.
• Review operational documents and make suggestions to enhance the accessibility of our documents through use of Plain English

Data Protection

In order to ensure successful implementation and adherence to General Data Protection Regulation throughout the organisation, the Compliance Officer shall:

• Serve as team focal point for addressing GDPR related queries, reviewing personal data breaches and supporting managers with taking appropriate mitigation and preventative measures.
• Review and revise training material on Data Protection

RELATIONSHIP MANAGEMENT

• Effectively manage key relationships both internally and externally in a way that enhances the quality, sustainability and reputation of Dublin Simon Community
• Input to the Risk, Compliance & BI Manager reports and prepare regular reports and updates as required.
• Protect and champion the vision, mission and values of Dublin Simon Community, internally and externally in all service activities.
• Ensure all stakeholders are communicated with effectively in an appropriate and clear manner.

Requirements of all Dublin Simon staff

• Commitment to the purpose of Dublin Simon Community and to work within the values, policies and procedures of the organisation and in the context of current legislation and regulations.
• To participate in regular supervision with your line manager.
• To actively participate in team and staff meetings and service reviews / evaluations and to contribute to the development of policy and practice within your area of work and within Dublin Simon as a whole.
• To report any area of concern to your line manager in a timely manner.
• To show reasonable flexibility in relation to hours of attendance to meet the needs of the work. Work during unsocial hours may be required.
• Have a flexible approach to the work in response to organisational change, development and review of best practice.
• Participate in and engage with a performance management programme.
• Identify training needs with your line manager and participate in training opportunities appropriate to the role.
• Be vigilant to any Health, Safety and Welfare risks in the workplace and bring any concerns to the attention of your line manager or Health & Safety Representative.
• Participate in the efficient flow of information within the organisation by sharing and seeking information as appropriate.
• Undertake other duties as may be requested by the line manager from time to time.
• Undertake your work in a manner that is friendly, flexible and informal.

PERSON SPECIFICATION

Essential:

• The ideal candidate will have a degree or post-graduate qualification in a discipline such as Business, Information Management or Administration or equivalent experience working in any of the following settings: Quality Standards/Quality Management Systems/Project Management/Compliance/ Regulatory.
• Strong project management, organizational skills to coordinate work plans, multiple tasks, prioritise work, manage multiple priorities and meet deadlines.
• Ability to collect, organise, analyse and disseminate significant amounts of information in audience-appropriate formats with attention to detail, accuracy and presentation.
• Ability to work with internal and external stakeholders in a constructive and approachable manner, collaborating closely with Risk, Compliance & BI team colleagues and interacting with colleagues of all levels of seniority across the organisation
• Experience developing and copy-editing organisational documentation
• Demonstrated team player and creative problem solver
• Excellent knowledge of Microsoft Excel and Microsoft Word. Curious about technology and willing to test and apply new applications and ways of working.
• Attention to detail and the ability to produce timely and accurate reports.
• A positive and flexible approach to working in a busy, open plan office with site visits to Dublin Simon services.
• Able to cope with and respond positively to change.
• Ability to work productively as an individual contributor and collaboratively as a team member.

Desirable

• Project Management/Quality/Systems/Compliance qualification
• Plain Language certification, or an understanding of Plain English
• Experience designing and delivering internal audits.
• Knowledge of National Quality Standards Framework (‘NQSF’) for homeless service provision.
• Experience implementing or achieving a quality accreditation
• Experience of working in the non-profit sector.
• Understanding of homeless issues in Ireland.
• Familiarity with complete Microsoft Office 365 package.