Contract & Compliance Assistant

Role Title: Contract & Compliance Assistant

Reporting To: Contract & Compliance Officer

Grade: 5

Job Purpose (Including Indicative Time Split)

To provide administrative and coordination support to the Contract & Compliance Officer in the delivery, monitoring and management of the Association’s compliance obligations and service contracts. This includes maintaining accurate records, administering statutory servicing programmes, liaising with contractors, processing invoices and ensuring customers receive a responsive and compliant service.

The postholder will contribute to the effective operation of the Association’s compliance function by managing data, correspondence, contract mailboxes and cyclical contract administration processes, ensuring statutory, regulatory and internal standards are met.

Indicative Split (%)

60% Administrative & Data Management

25% Compliance Support & Monitoring

20% Contractor Liaison & Customer Communication

15% Reporting & Process Improvement

Hybrid working

·        This post will require the postholder to be in the office or on site a minimum of 4 days per week or 80% of the working week.

·        During the probationary period the postholder may be required to be in the office 5 days per week.

Key responsibilities

Functional

·        Provide proactive administrative support to the Compliance Officer across all compliance and contract management functions.

·        Administer cyclical compliance programmes such as gas servicing, EICRs, LD2s and other statutory checks, ensuring timely reminders are issued and follow-up actions are completed.

·        Actively monitor compliance trackers and flag exceptions, delays or risks promptly to the Compliance Officer.

·        Escalate any cases of non-compliance or potential breaches of statutory requirements in a timely manner, supporting swift resolution.

·        Proactively identify emerging issues (e.g., missed access appointments, overdue servicing) and work with contractors/colleagues to resolve them.

·        Support the management of forced access programmes across all cyclical areas, ensuring risks are escalated if customers repeatedly fail to grant access.

·        Prepare draft compliance and performance reports for the Compliance Officer, including exception reporting and highlighting areas for improvement.

·        Support audits by ensuring records, certificates and data are complete, accurate and readily accessible.

·        Manage the contracts and compliance mailboxes, prioritising urgent queries and escalating appropriately.

·        Liaise with contractors to chase outstanding certificates, reports or remedial works, escalating persistent underperformance to the Compliance Officer.

·        Monitor open jobs and exceptions through the housekeeping report and follow up with contractors/colleagues to ensure timely closure.

·        Build and maintain professional relationships with contractors, customers and internal staff as the first administrative point of contact.

·        Check contractor invoices, raise queries where discrepancies are found and escalate unresolved issues to the Compliance Officer.

·        Identify and suggest improvements to contract administration processes to improve efficiency, compliance or customer experience.

·        Ensure all compliance data is recorded accurately in line with Association policies, escalating concerns if data quality or system issues are identified.

·        Support customer engagement by drafting clear, customer-friendly letters and updates in relation to compliance programmes.

·        Any other relevant duties as agreed with the Compliance Officer.

Organisational

·        Promote a proactive compliance culture across the Association by highlighting risks, lessons learned, and opportunities to improve.

·        Escalate potential compliance breaches or contractor failures in line with agreed escalation procedures.

·        Contribute to regulatory returns, audits, and reporting by preparing accurate data extracts and summaries.

·        Represent the compliance function positively in interactions with colleagues, customers, and contractors.

Team Wide

·        Provide advice to colleagues on contract and compliance matters.

·        Assist with training, knowledge sharing and procedure development.

General

·        Respond to enquiries and complaints relating to compliance or service issues in a professional and solution-focused manner.

·        Keep up to date with compliance requirements, housing health and safety duties, and industry best practice.

·        Actively seek out opportunities for learning and development to enhance knowledge of compliance and contract administration.

·        Uphold the Association’s values and policies in all aspects of work.

Corporate Responsibility

·        Uphold Maryhill Housing's values and policies.

·        Ensure compliance with all regulatory, statutory, and legal requirements.

·        Promote equality, diversity, and inclusion in service delivery.

·        Ensure personal and organisational responsibilities for Health & Safety are met.

Contribute to the overall performance, compliance, and reputation of the organisation