Compliance Assistant

Equitix Management Services Limited (EMS) commenced trading on 1 October 2014 and has experienced rapid growth since inception, now operating across multiple locations in the UK and Europe. EMS provides SPV management services across 27 asset classes, building on initial capability across education and healthcare, and now active across many additional social infrastructure sectors, street lighting, renewables and environmental services. EMS has over £4bn of assets under management across 200+ contracts. Services are delivered by a multi-disciplined team of over 200 people, and the company generates an annual turnover in excess of £28m. The business anticipates further growth in the coming years, with existing engagements under long-term contracts and visibility of a healthy pipeline of additional contracts.

Role Overview: Support organisational compliance and continuous improvement by delivering dip-test audits and trend analysis, providing Integrated Management System (IMS) and Health, Safety and Environmental (HSE) administrative support, maintaining policies and documentation, managing feedback and complaints, and coordinating action plans and cross-department resolution activities.

Responsibilities:

• Support monthly dip-test audits, record and report findings, process resulting actions, and conduct trend analysis to identify amendments, actions, and Non-Conformance Reports (NCRs).
• Provide IMS administrative support, including system access, task monitoring, document control, audit support, and complaints/compliments tracking.
• Support the HSE function through SharePoint and repository management, H&S flag reviews, HSE Committee administration, information requests, and record maintenance.
• Assist with monitoring and updating corporate policies, including annual reviews, amendments, and ad-hoc updates.
• Support stakeholder-feedback review and complaint triage, liaise with internal teams to aid resolution, and assist with developing, tracking, and reporting action plans.

Minimum Qualifications:

• Bachelor’s degree in a relevant field such as construction, engineering, quality management or business administration.
• IOSH Managing Safely would be beneficial.

Skills & Experience in Similar Role:

• Strong organisational and administrative skills.
• Detail-oriented with the ability to manage multiple priorities and deadlines.
• Excellent communication and stakeholder engagement skills with a collaborative mindset.
• Proficiency in research, documentation development and reporting.
• Strong analytical and problem-solving skills, able to identify and propose solutions to quality issues.
• Familiar with ISO standards (ISO 9001, 14001, 45001), quality control and performance monitoring.
• Ability to conduct audits, manage compliance, and liaise with internal/external auditors.
• Comfortable working with digital systems, SharePoint, and management-system platforms.

Principal Responsibilities:

• Compliance: Carry out monthly dip-test audits of selected projects/processes and record/report findings, and process resulting actions. Support trend analysis on audits and checks, identify required amendments, actions, and NCRs, report findings, and process resulting actions.
• Integrated Management System: Support with IMS (TITAN) system access, task monitoring, document uploads, and monthly action reports. Assist with the maintenance of system documentation, branding updates, and version control. Collate monthly objectives, issues, HSE flags, and accident book data. Coordinate internal/external audits and support IMS audits. Monitor legislative updates via Barbour and assist with IMS Risk Register updates. Support complaint close-out and maintain a compliments log. Deliver ISO induction and awareness training.
• HSE: Assist with the management of HSE SharePoint site including documentation uploads. Monitor HSE Repository identifying any new items and any gaps in population. Review any H&S flags identified in the service app issues log. Support in distributing invites, minutes and chasing/closing out actions for the HSE Committee. Maintain the non-EMS office/unchaperoned control log and assist in risk assessment collation and review. Assist/support on any HSE additional input requests.
• Corporate Policies: Support the monitoring and upkeep of all corporate policies by identifying needs for new policies and assisting with the annual review, amendment, and restatement of existing policies, as well as ad-hoc updates when required.
• Customer Satisfaction: Support collection and review of stakeholder feedback and the triage/processing of customer complaints. Liaise with internal teams as required to aid resolution and identify any improvement activity. Support development and tracking of action plans, reporting findings and processing resulting actions.