Corporate Assurance Coordinator

Based at:            Service Headquarters, Portishead with the flexibility to work from other locations across the Service or remotely

Contract:            Permanent

Hours:                 37 hours per week

Salary:                 Hay 7 (£30,095 – £32,798) per annum

Closing date:     Noon on Monday 4th July 2022

 

An exciting opportunity has arisen to join Avon Fire & Rescue Service as a Corporate Assurance Coordinator. We’re looking for someone to support the Corporate Assurance and Business Planning Manager, in ensuring the internal audit programme is delivered within the appropriate timeframe, ensuring time is scheduled appropriately between Auditors and Officers to develop scopes, complete audits and deliver reports.

 

The successful post holder will manage and implement InPhase software package to help with monitoring and reporting of Internal Audit, Risk Management, Business and Improvement Plans.

 

The Corporate Assurance Coordinator will provide quality assurance checks for all internal audit reports, action plans and information supplied for inspections. You will also support our HMICFRS inspection process by the collation of information and documentation, facilitating HMICFRS field visits to stations and coordinating the inspection timetable.

 

To be considered for this role, it is essential you have a Level 3 Qualification in a relevant subject or equivalent level of theoretical knowledge. You must also have experience in reviewing and assessing data and documentation and applying quality assurance measures to ensure accuracy of information.

 

It is also vital that you are able to engage, influence, build and maintain constructive relationships with a wide variety of stakeholders, both internal and external. You must also have experience of managing and monitoring databases and relevant software packages, such as Office 365.

 

In return, we will offer you 25 days annual holiday (plus public holidays), enrolment into the Local Government Pension Scheme, and access to our Cycle to Work scheme. Based at our newly developed Headquarters in Portishead, surrounded by a nature trail and memorial garden (for those quiet moments), you will also have access to kitchen, restaurant and coffee bar facilities, multi-gym, sports hall, and free parking.

 

Please note - as this post is based at our new Headquarters which we share with Avon & Somerset Police, the successful applicant will be required to undergo a security clearance check.

 

To see the full duties of the role and candidate criteria required please see the job description provided.

 

How to apply:

 

The job description and application is available to download on our website https://www.yesyoucan.careers/. Once you have read the job description please complete the application form telling us how you meet the requirements of the role - tell us how your skills, qualifications and experience match those required for this role, and provide examples wherever you can. The information you give us will assist us in our shortlisting process.

 

Completed applications must be submitted to Human Resources, Avon Fire & Rescue Service, Police & Fire Headquarters, PO Box 37, Valley Road, Portishead, Bristol BS20 8JJ by the closing date and time. Alternatively, you can email your application to recruitment@avonfire.gov.uk. Late applications will not be accepted. 

 

Please quote job reference number 1128 [JD number] on any communications. Thank you.

Job description

 

 

Job Description, Core Values and Person Specification

 

Job Title

Corporate Assurance Coordinator

Post Number

1128

Grade

HAY 7

Duration of Post

`Permanent’

Hours

37 per week

Unit or Team

Corporate Assurance, Planning and Continuous Improvement (CAP&CI) Team

Reports to

Corporate Assurance and Business Planning Manager

Line management or supervisory responsibilities

No

Responsibility for managing a budget

No

Date job was evaluated

9 June 2022

 

Purpose of Job:

Under the direction of the Corporate Assurance and Business Planning Manager, the post holder will coordinate, collate and report progress against External and Internal Audit recommendations, Directorate projects, and Service-wide improvement plans.

 

The post holder will also support the Lead officer for Her Majesty’s Inspectorate of Constabulary Fire and Rescue Service (HMICFRS) Inspection Process, by compiling evidence, facilitating field visits to stations, arranging interview dates with staff, and coordinating the HMICFRS inspection timetable. 

 

In addition, the post holder will assist lead officers in the management, collation and coordination of confidential and sensitive data and information. This will include assisting with database management in relation to the General Data Protection Regulations, Freedom of Information legislation, and Home Office audit and inspection requirements.

 

Structure Chart:

                      

Responsibilities and Duties:

1.

Monitor and review progress against strategic objectives and targets, including the Home Office Fire and Rescue National Framework, statutory requirements, and action plans resulting from audit recommendations and Service wide improvement plans.

2.

Coordinate and facilitate the Internal Audit process by obtaining updates on activity, monitoring progress and undertaking analysis to identify and mitigate the risk of non-completion of audit recommendations. Produce monthly progress reports and obtain sign-off for completed actions for Service Leadership Team and committee meetings.

3.

Working with line manager and the Corporate Risk Coordinator, implement and manage InPhase software package to ensure good governance, assurance, compliance, business planning and continuous improvement. Extract information and produce monthly reports for use by the Senior Leadership Team.

4.

Assist in the preparation of corporate self-assessments including the gathering and collation of evidence to support the lead officer for HMICFRS.

5.

Initiate and coordinate the monitoring and review of progress towards meeting Service objectives, ensuring timescales are adhered to and targets are met. Collate the information to inform HMICFRS inspection process, and Internal and External Audit follow-up process.

6.

Monitor and coordinate strategic planning processes, assisting with the production of reports for the Fire Authority and the Service Leadership Team, including making recommendations for continuous improvement.

7.

Assist with ‘horizon scanning’, group exercises and workshops to enable the Service to meet the demands of the audit and inspection process.

8.

Coordinate consultation activities for significant corporate documents such as the Service Plan, Value for Money and Narrative Statement, Annual Governance Statement and the Statement of Assurance.

9.

Provide deputising cover for the Corporate Assurance and Business Planning Manager, and work collaboratively to ensure continuity of service.

10.

Provide cover for the Corporate Risk Coordinator, and work collaboratively to ensure continuity of service.

11.

Provide cover in the absence of the FoI Coordinator, assisting with Subject Access and FoI requests, monitoring and coordination of responses, and liaising with the Governance and Assurance Manager on all requests for data and information. 

12.

Provide administrative support to the Corporate Assurance, Planning and Continuous Improvement team

13.

Responsible for the secure storage and maintenance of sensitive and confidential data and information, ensuring the release of such information is monitored and controlled.

14.

Arrange and coordinate meetings as necessary with Directorate Heads, Unit Managers, Internal and External Audit stakeholders.

15.

Research, recommend and facilitate the implementation of improved IT solutions, or adaptations to existing systems, to increase the efficiency and effectiveness of the Directorate.

16.

Carry out any additional responsibilities as reasonable and appropriate, as agreed with line manager.

Special Notes or Conditions:  

1.

AF&RS requires all staff and leaders to promote equality and diversity by:

  • ensuring that, both in your dealings with other employees and with members of the public, you comply with all aspects of the Service’s Equality Policy and legislation that outlaws discrimination;
  • treating members of the public and other AF&RS staff with respect, dignity and in line with the expectations determined by our Service values at all times; and taking action when witnessing an act that could be considered discrimination or harassment, challenging it and/or raising with managers.

2.

This role is based at Avon Fire and Rescue Headquarters, Portishead. However, your duties may also involve travel to other sites and areas.

3.

If based at Avon Fire and Rescue Headquarters, this is a secure site and therefore appointment to this post may be subject to passing the required vetting process.

4.

Although you are based at a specific location, for efficiency or other business reasons we may require you to work from any base within AF&RS service area or from home, for which we will pay allowances where appropriate.

5.

Your job may involve you dealing with highly confidential and sensitive information. It is essential that you ensure this information is held and processed securely and that you act with tact and discretion at all times and comply with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018. Confidentiality must be maintained, even after leaving this post or AF&RS employment.

6.

You must ensure you maintain an awareness of Health and Safety Regulations relevant to the duties and tasks you carry out and report any situations or incidents which could be considered hazardous. You have a responsibility for your own safety and must not endanger that of colleagues/visitors in the workplace or the public.

7.

There may be times when you are required to wear specific clothing suitable to the type of work you are undertaking. This may include AF&RS branded corporate clothing (for example when representing AF&RS externally), or protective clothing for the work being carried out, as deemed appropriate by your line manager.

 

Avon Fire & Rescue Service Core Values

 

8.

AF&RS expects all employees to accept and work to our Core Values during the course of their employment. These Values require us all to be:

 

  • Respectful
  • Honest
  • Courageous
  • Ambitious
  • Inclusive
  • Transparent

 

Signed confirmation that this Job Description accurately reflects the requirements of the job:

 

Job Holder’s Manager

 

 

Date

 

Signed agreement to carry out the responsibilities of this Job Description, and of acceptance of Avon Fire & Rescue Core Values:

 

Job Holder

 

 

Date

 

         

 

See following page for Person Specification …………………….

 

 

 

 

Person Specification

 

Job Title

Corporate Assurance Coordinator

Post Number

1128

Grade

HAY 7

Qualifications, knowledge, experience, skills and personal attributes required for the job:

 

 

 

E=Essential 

D=Desirable

Measured by:

A = Application

T = Test

I = Interview

A

T

I

Qualifications/Knowledge

ILM Level 3 qualification in a relevant subject, or equivalent level of theoretical knowledge.

E

X

 

X

Extensive knowledge of administrative processes, procedures and systems.

D

X

 

X

Willing to undertake GDPR and FoI related training.

E

X

 

X

A current driving licence or ability to arrange suitable alternative transport to travel to various work locations

E

X

 

 

Experience

Experience of managing and monitoring databases and relevant software packages, such as Office 365.

E

X

 

X

Experience of handling GDPR and FoI issues.

D

X

 

X

Experience of analysing business processes, making recommendations for improvement, and implementing resultant change.

D

X

 

 

X

Experience of working in a climate of transformation and/or continuous improvement.

D

X

 

X

Skills

Excellent communication and interpersonal skills with people at all levels, inside and outside the Service.

E

X

 

X

Skills for statistical collection, collation, analysis and reporting, and the ability to manipulate and present information and statistics using appropriate software packages.

 

E

 

X

 

 

X

Strong analytical skills and able to interpret a range of data to inform and make recommendations for improvement.

E

X

 

X

Ability to review and set up administrative processes and procedures.

E

X

 

 

X

Proven organisational skills - able to prioritise, work effectively to (sometimes conflicting) deadlines, and manage time effectively with minimal supervision.

 

E

 

X

 

 

X

Documents and forms