Job info |
Job info details |
Job title |
Data and Compliance Officer |
Strategic team/Directorate |
Financial Services |
Service |
Finance |
Business unit |
Commercial Services |
Responsible to (day to day issues) |
Strategic Contract Lead – Corporate / Corporate Contracts Officer |
Accountable to (line manager) |
Strategic Contract Lead – Corporate |
Salary grade |
12 - 17 |
JE ref |
FIN70 |
1. Key purpose of job
- To ensure the Commercial Services team has the data and information required to inform and improve service delivery, maintain compliance and achieve value for money.
- To monitor compliance with Financial Regulations and Contract Procedures across the Council and its wholly owned companies, ensuring identified non-compliance is escalated to the relevant senior officers.
2. Anticipated outcomes of post
- The Commercial Services team is supported to:
- deliver a proactive, creative, adaptable, effective and compliant approach to commercial activity and the methodologies adopted, that reduces risk, maximises budgets and supports Council priorities and objectives;
- develop relationships, learning, evidence and expertise supports innovation, creativity and improvement in commercial practice across the Council, its wholly owned companies and in joint working arrangements;
- ensure the Council and its wholly owned companies are compliant with the regulatory framework for public sector contracting, including the Agreement on Government Procurement (GPA), Public Contracts Regulations, Transparency Code, Freedom of Information Act, Social Value Act, TUPE, Best Value Duty and Local Authority Equality Duty;
- develop processes and systems are developed, updated and embedded across the Council and its wholly owned companies to ensure a consistent and compliant approach to commercial activity;
- deliver best value and budget maximisation through the provision of informed, effective and consistent commercial advice and support;
- deliver an efficient, effective and consistent approach across the Council and its wholly owned companies to supplier engagement and relationship management drives efficiencies and supports continuous improvement in delivery and the supply chain;
3. List key duties and accountabilities of the post
- Responsible for safeguarding and promoting the welfare of children and vulnerable adults at all times.
- Responsible for supporting the Commercial Services team through the collation, analysis, interpretation and reporting of complex qualitative and quantitative data and information required to inform an improve service delivering, maintain compliance and achieve value for money.
- Responsible for monitoring compliance with Financial Regulations and Contract Procedures across the Council and its wholly owned companies, and the timely escalation of identified non-compliance to the relevant senior officers.
- Responsible for developing and maintaining process for the timely access to relevant data and information to support the quality assurance of commercial activity.
- Responsible for facilitating the regular collection, collation and recording of contractual information from all Council suppliers, such as insurances, policies and procedures, financial accounts, business continuity and exit management plans, to inform contract managers and the Council’s Risk Register.
- Responsible for undertaking the regular collection, collation and analysis of performance, financial and social value monitoring data from Council suppliers to inform contract management and performance monitoring activity and the budget setting process.
- Responsible for co-ordinating and producing comprehensive performance and compliance information and reports to ensure the effective:
- implementation of the Council’s Commercial Strategy and any emerging local or national priorities;
- development and embedding of commercial tools, processes and procedures across the Council and is wholly owned companies;
- reporting on contract compliance, performance and social value monitoring.
- Responsible for maintaining the systems and processes required to ensure contract managers across the Council and its wholly owned companies understand the contractual requirements for individual contracts across a wide range of services, supplies and works and are provided with timely and accurate information in relation to the performance of the contracts they manage.
- Responsible for ensuring the Council’s commercial systems, such as Contracts Register, Waiver Log, Procurement Pipeline, Social Value Portal and Contract Risk Register are accurate and up to date, including undertaking regular audits and reporting on findings.
- Responsible for undertaking relevant research in relation to changes in government policy, legislation and best practice across the public sector commercial environment, including benchmarking to support the development of local policies, procedures and protocols.
- Responsible for assisting with the promotion of good commercial practice across the Council and its wholly owned companies.
- Responsible for maintaining and updating the suite of standard commercial templates and guidance.
- Responsible for collating performance information to support officers within the Council and its wholly owned companies to undertake contract review meetings, using for example MS Word, Excel and PowerPoint.
- Responsible for monitoring and reporting on contract review notifications from the Councils e-tendering system to enable commercial decisions to be made in a timely manner.
- Responsible for collating information to enable the service to respond to complaints, Freedom of Information requests and other requests for information in a timely manner.
- Responsible for maintaining knowledge of current commercial practices and assist with embedding new legislation, policy and best practice across the Council and its wholly owned companies.
- Responsible to undertaking general office duties and assisting with any other tasks and duties commensurate with the post as may be required from time to time.
4. Budgetary/Financial Responsibilities of the post
- Ensure compliance with the Council Constitution and Public Contracts Regulations in relation to all financial aspects of the role.
- Use of the Council Financial Information System (FIMS) to obtain financial and spend information for team members as requested.
5. Supervision/Line Management Responsibilities of the post
6. Working environment and conditions of the post
- Normal working conditions and environment.
7. Physical demands of the post
8. Specific resources used by the post
9. Key contacts and relationships
- External
- Other local authorities and public bodies, including but not limited to members such as South West Procurement Board and Devon & Cornwall Procurement Partnership, Devon Integrated Care Board, Children’s Services Peninsula Commissioning Group, Torbay schools and academies.
- Council’s key strategic partners and wholly owned companies, including but not limited to Torbay and South Devon NHS Foundation Trust, SWISCo, TDA group, Torbay Education Ltd.
- Prospective and current contracted suppliers.
- Public Buying Organisations and Framework Management Organisations.
- Local business forums, including Federation of Small Business, Chamber of Commerce and Torbay Business Forum.Voluntary and community sector organisations and Torbay Community Development Trust.
- Internal
- Senior Leadership Team, staff at all levels across the Council, the Leader, Finance Portfolio Holder, Cabinet and all other Members, through formal and informal governance routes.
- Individual programme and project boards.
10. Other duties
- To undertake additional duties as required, commensurate with the level of the job.
Other Information
- All staff must commit to Equal Opportunities and Anti-Discriminatory Practice.
- The Council operates a Smoke-Free Policy and the post-holder is prohibited from smoking in any of the Council's buildings (including Council owned and Council leased buildings, but excluding designated areas in residential schemes), enclosed spaces within the curtilage of buildings, and Council vehicles. The Council does not permit smoking breaks within work time, however, in services where the flexi-scheme is in operation, employees may take reasonable break times outside of core hours, in accordance with flexi-time arrangements. Employees should follow the flexi-scheme procedure for agreeing time away from their duties in the normal manner with their immediate colleagues and line manager, with break start and finish times being recorded, as with any other break-time arrangement.
- The post-holder is expected to familiarise themselves with and adhere to all relevant Council Policies and Procedures.
- The post-holder must comply with the Council’s Health and Safety requirements as outlined in the H&S policy appropriate to the role.
- This post is based at Tor Hill House but the post holder may be required to move their base to any other location within the Council at a future date.
- The post is eligible for permanent home working or hybrid working.
- The post-holder must be committed to the Council’s Core Values for employees – “Torbay Council employees are committed to being forward thinking, people orientated and adaptable - always with integrity”. Evidence will be sought during the probation and appraisal processes.
- If you are required to use your own vehicle on Council business or drive a council vehicle you will be asked to provide information on any driving endorsements by accessing www.gov.uk/view-driving-licence and providing a code to your Line Manager in order to share your driving licence information with the Council.
- You will be asked to complete a Criminal Records Self Declaration Form. Criminal convictions will only be taken into account when they are relevant to the post. You will only be asked to disclose ‘unspent’ convictions.
- Torbay Council is committed to safeguarding and promoting the welfare of children and applicants must be willing to undergo the checks appropriate to the post applied for.
Person Specification
Note for Candidate
All Candidates
The supporting statement on your application form will be used to assess ability to meet the essential requirements of the role, so you should explain how you meet each of the numbered essential requirements within your supporting statement.
In a competitive situation, the desirable criteria may be taken into consideration, so you are encouraged to show how you also meet each of the desirable criteria.
Candidates who consider that they have a disability
Reasonable adjustments will be made to the job, job requirements or recruitment process for candidates with a disability.
If you consider yourself to have a disability you should indicate this on your application form, providing any information you would like us to take into account with regard to your disability in order to offer a fair selection interview.
Where ever possible and reasonable we will make adjustments and offer alternatives to help you through the application and selection process.
If you have indicated that you have a disability on your application form you will be guaranteed an interview if you clearly demonstrate in your supporting evidence how you broadly meet the essential requirements of the role.
Job info |
Job info details |
Job Title |
Data and Compliance Officer |
Strategic team/Directorate |
Financial Services |
Service |
Finance |
Business unit |
Commercial Services |
Skills and effectiveness
Essential skills and effectiveness
- The ICT literacy and skills necessary to produce a range of reports containing complex and relevant commercial data.
- High degree of accuracy and attention to detail.
- Ability to use internet browsers and undertake internet research.
- Ability to set up and manage computer files and folders.
- Ability to carry out administrative tasks, including data analysis.
- Ability to determine priorities to meet deadlines and work within competing demands, including multiple projects at any one time.
- Effective communication and interpersonal skills across all tiers of the Council, its wholly owned companies and external organisations.
- Ability to focus on detail and apply a logical approach to decision making when dealing with complex situations and issues.
- Ability to deal with confidential information, including commercially sensitive data, in an appropriate manner.
- Ability to take minutes at meetings, transcribe and distribute to appropriate personnel.
- Ability to work effectively both independently and as a team member.
Desirable skills and effectiveness
- Ability to challenge and assist with improvements to existing processes.
Knowledge
Essential knowledge
- Knowledge and understanding and the ability to interpret elements of legislation, policy and guidance relevant to the role in respect of:
- Public Contracts Regulations;
- Public Services (Social Value) Act;
- National Procurement Policies and Policy Statement;
- Local Government Transparency Code;
- Data Protection Act / GDPR;
- Freedom of Information Act.
- Knowledge of commercial or financial systems.
- Knowledge and understanding required to effectively use Microsoft Office applications, including Teams, Excel, Word, PowerPoint and Outlook.
Desirable knowledge
- Knowledge of Council Financial Regulations and Contract Procedures.
- Knowledge of Council Financial Information System (FIMS).
- Knowledge of e-procurement or e-tendering systems, including contracts register.
- Working knowledge or understanding of contract management processes and methodologies.
- Basic understanding of the principles of procurement and contract management.
Experience and achievements
Essential experience and achievements
- Experience of analysing complex data sets and making informed recommendations.
- Experience of managing conflicting priorities and responding effectively.
- Experience of working with a multi-disciplinary team.
- Experience of dealing with commercially sensitive and confidential information.
- Working effectively with internal departments and external organisations.
- Responding to changing needs and priorities.
- Meeting organisational customer service quality standards.
Desirable experience and achievements
- Working within a commercial (procurement or contract management) environment.
- Experience of data visualisation and dashboards.
- Experience of analysing and interpreting local authority or other public sector data, including contractual and financial data.
- Experience of constructing bespoke reports within a Business Intelligence system.
Qualifications/professional memberships
Essential qualifications/professional memberships
- NVQ Level 4 / HND or equivalent in a relevant discipline or demonstrable professional ability / experience in the relevant field.
Desirable qualifications/professional memberships
- IT qualification at Level 3.
Other requirements
Other requirements of the job role
- Demonstrates a commitment to safeguard and promote the welfare of children and young people.
- Ability to carry out the physical requirements of the role (i.e. manual handling).
- Ability to travel efficiently around the Bay/South West/UK in order to carry out duties.
- Ability to accommodate occasional/permanent home-working.