Compliance & Business Systems Manager

Job Purpose

The Compliance & Business Systems Manager is responsible for the effective management of the Company’s operational compliance, business accreditations, environmental reporting requirements and operational software platforms.

Working across all areas of the business, the role will ensure statutory, client, environmental and operational requirements are maintained while driving continual improvement through robust administration, effective governance, accurate reporting and the development of efficient business systems.

The postholder will act as a central point of contact for compliance administration and will support operational teams in maintaining the high standards required across the Company’s projects and activities.

Key Responsibilities

Compliance & Accreditations

• Manage Company accreditations, memberships and annual renewals.
• Maintain compliance portals including Constructionline, Builders Profile, Achilles, CHAS, SafeContractor and client-specific platforms.
• Complete Health & Safety, Environmental and Quality questionnaires.
• Complete Pre-Qualification Questionnaires (PQQs) and other client compliance submissions.
• Maintain insurance certificates, policies, training records and supporting compliance documentation.
• Ensure effective document control across compliance platforms and internal systems.
• Support tender submissions by providing relevant compliance and accreditation information.
• Coordinate accreditation renewals and ensure deadlines are achieved.
• Support internal, external and client audits.
• Ensure Company policies and compliance documentation remain current.
• Identify and implement opportunities to improve compliance processes.
• Support operational teams with project and client-specific compliance requirements.

Equipment Testing & Calibration

• Coordinate statutory testing, inspection and calibration requirements for Company equipment.
• Arrange inspections, servicing and calibration with approved suppliers.
• Maintain accurate calibration certificates, inspection records and supporting documentation.
• Coordinate laboratory testing requirements.
• Order testing consumables including sample bottles, containers and associated equipment.
• Liaise with laboratories and testing providers to ensure results and reports are received within required timescales.

SmartWaste & Environmental Reporting

• Manage the SmartWaste platform across applicable Company projects.
• Set up new projects and maintain accurate project information within SmartWaste.
• Support operational teams with SmartWaste reporting requirements.
• Monitor waste reporting and environmental compliance.
• Produce environmental performance information and reports as required.
• Maintain environmental records and supporting documentation.

Carbon Reporting & Sustainability

• Collate fuel consumption, transport and operational data required for environmental reporting.
• Calculate and report CO₂e emissions.
• Produce carbon reporting information for clients and projects.
• Support Company sustainability initiatives.
• Assist with client and project-specific environmental reporting requirements.
• Maintain accurate carbon and sustainability records.

Business Systems & Software Management

Take responsibility for the administration, development and continual improvement of the Company’s operational systems, including:

• SmartWaste.
• Asset management systems.
• Vehicle tracking systems.
• Digital inspection software.
• Compliance management software.
• Client compliance portals.
• Microsoft 365 operational systems.
• Reporting dashboards.
• Other operational software platforms used across the business.

Responsibilities will include:

• System administration and configuration.
• User account and access management.
• Coordinating software implementation, upgrades and system improvements.
• Providing staff training and ongoing user support.
• Maintaining system data integrity and accuracy.
• Producing operational dashboards, reports and KPIs.
• Liaising with software providers and external support partners.
• Managing software licences where applicable.
• Developing Standard Operating Procedures for key systems.
• Supporting digital transformation initiatives.
• Identifying opportunities for automation and process improvement.
• Improving the efficiency and consistency of administrative and operational processes.

Management Responsibilities

• Produce monthly management information and reports.
• Assist with the preparation and management of relevant annual budgets.
• Support Company compliance and operational objectives.
• Promote continual improvement across business systems and processes.
• Provide guidance and support to administrative staff where appropriate.
• Escalate significant compliance issues or risks to senior management.

Key Performance Indicators

Performance within the role will include:

• Accreditation and compliance renewals completed within required timescales.
• No missed statutory renewals.
• Successful internal, external and client audit performance.
• Compliance documentation maintained accurately and consistently.
• Equipment calibration and inspection requirements completed on time.
• SmartWaste reporting maintained across applicable projects.
• Carbon and environmental reporting completed to programme.
• High levels of business system availability and data accuracy.
• Effective user adoption of Company systems.
• Accurate and timely operational reporting.
• Reliable management dashboards and KPI information.
• Measurable process and system improvements implemented.

Skills & Experience

Essential

• Experience managing compliance documentation and administrative processes.
• Experience administering business or operational software systems.
• Strong organisational and planning skills.
• Excellent IT skills, including Microsoft Office and Microsoft 365.
• Ability to manage multiple priorities and deadlines.
• Strong communication and interpersonal skills.
• Excellent attention to detail.
• Methodical and accurate approach to work.
• Ability to work independently and across multiple departments.
• Full UK Driving Licence.

Desirable

• Experience within the construction, demolition or civil engineering sectors.
• Experience administering platforms such as Constructionline, Achilles, Builders Profile, CHAS and SafeContractor.
• Knowledge or experience of SmartWaste.
• Experience producing environmental, carbon or sustainability reports.
• IOSH Managing Safely or equivalent.
• Experience implementing or improving business software solutions.
• Experience developing reports, dashboards or management information.
• Experience supporting audits and accreditation processes.

Personal Attributes

The successful candidate will be:

• Highly organised and methodical.
• Proactive and self-motivated.
• Accurate with excellent attention to detail.
• A confident problem solver.
• Commercially aware.
• Professional and approachable.
• Comfortable communicating with employees at all levels of the business.
• Able to challenge existing processes constructively.
• Committed to continual improvement.
• Comfortable adopting and implementing new technology and systems.

Authority

The Compliance & Business Systems Manager will have authority to:

• Manage Company compliance submissions and accreditation renewals.
• Coordinate statutory testing, inspection and calibration requirements.
• Administer and improve operational software and business systems.
• Implement agreed improvements to compliance and administrative processes.
• Liaise directly with accreditation bodies, software providers, testing organisations and clients.
• Escalate compliance matters that may present legal, operational or commercial risk.

Key Working Relationships

Internal

• Managing Director.
• Operations Director.
• Contracts Managers.
• Project Managers.
• SHEQ Team.
• Commercial Team.
• Finance Department.
• HR Department.
• Operational Teams.

External

• Software providers.
• Accreditation bodies.
• Testing laboratories.
• Calibration providers.
• Environmental consultants.
• Clients.
• Regulatory bodies.

Overall Objective

To ensure Thompsons of Prudhoe’s operational compliance, accreditations, environmental reporting and business systems are managed efficiently, accurately and in accordance with legislative, operational and client requirements.

The role will support the successful delivery of projects by maintaining robust governance, improving the quality and availability of business information, supporting environmental reporting and driving digital and process improvements across the organisation.